Delegate permission to send mail in a flow

[PolRod]

Hi, I have a problem

I made a flow to send email notifications when an item is created in a sharepoint list, it was configured so that the email was sent by whoever created the item, the flow does not run and sends this message: "You are not authorized to send mail on behalf of the specified sending account".

Due to administrator restrictions in my company, I cannot delegate to whoever is going to create the item that the email can be sent from its sender. My question is whether within the flow, using some formula, it can be changed so that whoever creates the item can be the sender to the run the flow.

I thought about creating the flow from the profile of the user who creates the most items, but because there are more users who make requests within this list I want the flow to be already prepared so that it can do it automatically and not be configuring the flow for everyone. the users.

I attach a presentation of where I found the sender could be changed, but the system doesn't let me do it.

[David_MA]

What you are seeing is expected as everyone would need to give you permission to send e-mail on their behalf. You will need to have everyone involved give you delegate access in Outlook by:

1. Granting Delegate Access:

   • Click on File > Info > Account Settings > Delegate Access.
   • Select Add and type the person’s name. Press Enter to search for it.
   • Choose the person’s name, click Add, and then select OK.
   • Under Delegate Permissions, set the following options to None: Calendar, Tasks, Inbox, Contacts, and Notes. This grants basic permission for sending messages on your behalf.
   • You can grant additional permissions (such as viewing your calendar or inbox) by selecting specific options like Calendar > Author or Inbox > Reviewer.

This usually is not very practical. What I would do instead is this:

• Create a shared mailbox from which your account can send e-mails and use that e-mail address to send the e-mails so they don't look like they come from you. I might suggest powerautomate.noreply@company.com or something that lets users know it is from an automated process.
• In the advanced settings, set the reply to the person who created the item.
• And then in the body of the mail, close it as if it were signed by the person who you wanted to send it from. For example, "Best regards, created by e-mail"

To do what you want regarding setting up the workflow so it uses the credentials of the person who creates the item, you would need to have the flow be a manually triggered flow or one where the trigger action is for selected file. Can then choose to have the e-mail actions run with the credentials of the user who runs the flow. 

[PolRod]

Thanks for the response, unfortunately because it is a business account it has restrictions from the IT administrator, I would like to see if with some rule or formula within the flow it would be possible for it to work, because there are many people who would make requests within the list with the function or formula I seek to prevent it from failing when it is a user to whom it is not delegated, I attach a new error screen in the rule

[David_MA]

There is no way around this that I am aware except for what I have already mentioned. Maybe someone else can offer a better solution. Good luck.

[PolRod]

Thanks for your contribution