Send an email without sharing permissions

[Autodidact]

I have a product incident report form that can be completed by anyone in our organisation. I have created a flow to get attachments (if uploaded) and add them to a sharepoint item, the flow then populates a word template, saves a word file, converts that file to pdf and deletes the original. 

I then want to add all attachments including the new pdf to an email notification for the product incidents team, however, all my research shows that the email will fail as the hundreds of users who would submit an incident don't have permissions for my account or a shared mailbox. 

This is a real flaw, we were successfully using Jotform which requires a fraction of the knowledge and time to establish a seamless work flow. We wanted to leverage the integrations of the 365 suite to a group sharepoint site. This lack of functionality to send notifications/emails without providing permissions for other mailboxes is a real let down and process killer. 

Does anyone have any workarounds they have found for this?

Also, for some reason, I cannot get the attachments into the Sharepoint item no maater what I try. Any help?

I'm not a developer, I am a curious self-taught enthusiast. So please respond as simply as possible. 

Thanks in advance.

[SamLed]

Hi,

When you use Send an email action, by default, it sends email using owner mailbox, but as flow run under security context of user triggering it, this user needs "Send" permission on owner mailbox.

But you can specify which mailbox email should be send from by specifying "from (send as)" field in advanced action options, assign it email of user who triggered flow from dynamic contents:

______________________________________________________________

If I have answered your question, please Accept the post as solution.
If you like my response, please Thumbs Up.

[Autodidact]

Thanks SamLed for your reply. This is a real flaw, due to the size of our organisation it's not feasible to provide all users access to mine or a shared mailbox as this is against our security policy. 

There simply must be a way to allow a form to be emailed to a specified group once submitted, this is also a compliance process that requires reporting to a government department in 48 hours and simply can't rely on an individual to forward this on to the correct team. 

Microsoft needs to resolve this if Forms is to become a viable solution against market competitors in this space. 

[SamLed]

Hi,

I don't think you got what my reply means, mail can be sent by using mailbox of user who trigger flow using the "From" field of action. Doing this, no need to set "Send" permission to owner mailbox.

[Autodidact]

Brilliant, I clearly need more coffee. 🙂

[SamLed]

I would suggest not to use your own account for flows in production.  Consider to use a service account. 

[Autodidact]

SamLed, unfortunately this isn't available for an automated flow when a new response is submitted, the image you show above is for a manually triggered flow. 

[SamLed]

Hi,

Adapt your flow to get mail from form sender: Solved: Extract email from Forms - Power Platform Community (microsoft.com) 

______________________________________________________________

If I have answered your question, please Accept the post as solution.
If you like my response, please Thumbs Up.

[Autodidact]

Unfortunately, I still get an error. 

[SamLed]

Hi,

You're right, this tip doesn't work for automated flows... 

I then did 4 tests: With manual triggered flow, using owner email fails but user email works, for automated flow user email fails but owner email works.

I saw you have used "Send an email notification (V3)" in your original flow, could you give a try setting flow owner email as "From" using "Send an email (V2)" ?

______________________________________________________________

If I have answered your question, please Accept the post as solution.
If you like my response, please Thumbs Up.