Use internal account to send mails from Workflow Manager to avoid spam and better delivery of mails
SharePoint Online NITRO Workflows
NITRO Workflows by default sends emails using SendGrid service. This can sometimes cause mail delivery issues as SendGrid server IPs may not be trusted by receiving server. Also, mails originating outside of receiving server but with sender address of internal domain has chances of being considered a spam mail.
To avoid these issues, NITRO workflows now has the option to configure a mailbox to send mails. In case mail delivery by mailbox fails for any reason then SendGrid is used as backup. This can be configured at the site level in Workflow Manager. All workflows configured in the site will use the same mailbox for outgoing mails.
Configured mailbox requires permissions to send mails as another user or send mail on behalf of other users. Please refer this article for permission configurations.
Refer below image to configure the settings. Details of the settings are described further down in the article:
Please refer below image for the settings. Note the text within the dialog and in the yellow boxes:
When above mailbox settings are enabled, Crow Canyon Workflow Manager component will attempt to send mails. This is done by connecting to the mailbox using Microsoft Exchange Web Services API. Workflow Manager component runs in Microsoft Azure and following IPs should be whitelisted so that mailbox can be connected for sending mails from the services running in Azure South Central US data center. Also, please ensure that multi-factor authentication is not enabled for this mailbox account.
Mailbox configuration in NITRO Workflows:
If above settings are not enabled, then mail is sent via SendGrid directly. If settings are enabled then first attempt is made to send the mail with sender as the ‘From’ address configured in the Send Mail action (‘Send As’ scenario). If this fails due to any reason like invalid sender account (email@example.com), then mail will be sent from the address of the mailbox configured above. And “Reply To” address will be set to the ‘From’ address (firstname.lastname@example.org) specified in the Send Mail action settings.
If both fail and ‘Use SendGrid’ is set to ‘Yes’ then mail is sent via the SendGrid service. Please note that if ‘Use SendGrid’ is set to ‘No’ then outgoing mails will stop working if send mail via Mailbox fails or is not enabled.
Consider following accounts for the example below:
- Mailbox account is email@example.com
- Email address associated with above mailbox is firstname.lastname@example.org (‘Sender Email’). This could be different than mailbox account in certain cases
- From address is email@example.com (from address configured in Send mail action in NITRO Workflows)
1. ‘Send As’
Attempt to send mail as firstname.lastname@example.org using the mailbox of email@example.com login. This requires the following:
- firstname.lastname@example.org login credentials configured in site workflow settings should be valid
- email@example.com should be a valid account
- firstname.lastname@example.org account should have ‘Send as’ permission on email@example.com account
To grant ‘Send As’ permissions, please click here. Note that we need to grant mailbox permissions to all user accounts for all the possible sender mail addresses. In short, mailbox account should have permission to send as the sender account (From address) configured in the workflow manager mailbox settings.
‘Send As’ as described above can fail for some reason, e.g. ‘Mailbox user’ not having permissions to send mail as ‘From address’ user. In this case, application will attempt to send mail with from address as mailbox email address itself (firstname.lastname@example.org as per example above and not email@example.com). In this case ‘Reply To’ address will be set as as the required sender address (firstname.lastname@example.org). When user replies to this email, ‘To address’ in the reply will be set to email@example.com.
If both the above attempts fail then mail will be sent using SendGrid service. SendGrid will be attempted if ‘Use SendGrid’ is set to ‘Yes’. Else, mail will not be sent.
Grant ‘Send As’ permission to mailbox account on one or more accounts used for sending emails
Grant mailbox permissions to a single account
Navigate to: O365 Admin Center –> Users –> Search for the required user (account that is used as sender in Workflows/Send Mail Actions, in above example, it is firstname.lastname@example.org) –> Mail Settings –> Mailbox Permissions –> Grant “Send As” for email@example.com. Please see sample screenshots below:
Edit the Sender Account and grant “Send As” and “Send on behalf” permissions as shown below:
Note: It takes around 15-20 minutes for the mailbox permission changes to take into effect.
Grant mailbox permissions to a multiple accounts simultaneously
Navigate to: O365 Admin Center –> Exchange –> Recipients –> Select the required users –> Click on More link on the right hand side panel –> Mailbox Delegation –> Grant Send As and Send On Behalf for the mailbox account configured in the NITRO Workflows App. See sample screenshots below: