Can an External Account Upload Files to a Shared Sharepoint Folder

One of the most popular articles on my blog is How to Enable Incoming Emails in SharePoint Online, which was written effectually iii years ago! The arroyo described in that article still remains valid and works well. Simply I decided to write this article because now nosotros accept an fifty-fifty better way to accomplish the same. Essentially, this solution avoids the demand of a countersign to be associated with each of the shared mailbox, making them more secure and easier to maintain.

I volition skip the groundwork nearly why we need this, if yous are reading this commodity and then probably you know that very well already and rather focus on the changes what we need to practice compared to the previous article nigh this topic.

Microsoft Menstruation

Our overall approach remains the same. We make use of Microsoft Flow to create a simple flow which will read mails from a Shared Mailbox in Substitution Online, go the attached documents and upload those in the SharePoint Online certificate library.

Pre-requisites

• An Office 365 account with Flow license assigned
  • This account needs to be substitution administrator and user management administrator or Global administrator of the tenant. Alternatively, you can ask an existing administrator to perform the tasks
• A shared mailbox for each certificate library which needs to exist mail enabled (this is where the deviation volition be compared to last commodity)
• A service business relationship (kind of a shared account which yous can utilise across multiple shared mailboxes)
• A SharePoint Online Site Collection with Certificate Library

Create a Shared Mailbox

Our starting time step is to create a shared mailbox that will be used equally a mailbox for one specific SharePoint document library. You can also use any personal mailbox for this purpose, but since Shared Mailboxes don't require licenses assigned, that's a amend choice.

If your account has exchange administrator permission (or global admin of tenant), then you can follow the steps yourself or ask whatever admin to do it for you. The steps below are based on the new Commutation Admin Middle interface.

• Go to Commutation Admin Center and select Mailboxes from under Recipients
• Click on Add a Shared Mailbox and Fill in the Display Name and E-mail ID and click Create.

At present, we have a shared mailbox created on which users volition send mails with attachments to shop documents in corresponding SharePoint document library. Just earlier we can apply it, we need to delegate the permissions a bit to be able to send mails.

Delegate Permissions

Select the newly created shared mailbox from the list of mailboxes and in the pop up form, click on the "Manage mailbox delegation"

This opens up the Manage mailbox delegation window. Click on Edit button adjacent to "Read and Manage".

In the next screen, click on Add permission and search for the service account (in this case I am merely using my own business relationship, only the idea is that yous use an business relationship which can be reused across multiple such Flows) which you will use as connection in your flow, and salvage it.

The final screen will wait something similar this, showing the selected service account has got "Read and manage" permission on this shared mailbox.

Now nosotros are done with the Exchange part, let's motility to create the actual flow.

Create Menstruation

This is again going to be similar to the previous article, but with a couple of changes.

• Go to Microsoft Flow and login with your Office 365 account. This account need not exist the aforementioned mailbox account.
• Click on New flow and then Automated cloud flow. You can use some predefined templates and and so chose to modify that merely for this article, I am going to avert that, so it's better to do it this manner.

• On the next screen, search for "when a new email arrives", select the trigger "When a new email arrives in a shared mailbox", give your flow a name and click on the Create button.

• Add another action "Create File" from nether SharePoint

At this stage the flow gets created, but the required fields do not accept actual values which nosotros want

Configure Catamenia

Now comes the of import $.25.

Configure the trigger with the connection using the "Service Business relationship". This step is unlike from the previous article. Now, we don't need to login with the shared mailbox account, only instead tin use a single service account across multiple such shared mailboxes.

Likewise, type in the shared mailbox id and Attachments options to Yes.

Configure the SharePoint CreateFile action with Site URL and Certificate Library name. Nether FileName, select "Attachment Proper name"and nether File Content, select "Attachment Content" from under the Dynamic content section "When a new email arrives in a shared mailbox (V2)".

This will add a loop on Attachments automatically, and then that information technology loops through all the attached files in the mail and create those in the target SharePoint library.

And that's information technology. At present are flow is configured, enabled and prepare to run whenever a mail is received with attachments in our shared mailbox.

Of Class you can add various other types to actions to cheque errors and filters based on Senders, Subject area etc., but this article is just to get y'all started 🙂

Verification

I volition just reuse some content from my previous article, so that yous don't have to go back and forth. Now that all is configured, permit's send a mail to our shared mailbox and come across if our flow works every bit expected. From our outlook or any other mail client just attach a sample document and sent that to the email id of the shared mailbox.

It may have a few minutes, earlier you tin see the menses gets triggered. look for v-fifteen minutes and so check your menstruum. It should come up up as succeeded nether Run History.

Now, information technology's fourth dimension to expect into our SharePoint document library which we had configured in the period and observe out if that attached document was uploaded. You would see the certificate was uploaded and modified by would appear as the aforementioned business relationship under which the menstruum gets executed.

So, all expert. Nosotros take a SharePoint document library to which we can send documents via post. For each such document library, we can create a new shared mailbox and a flow. You lot tin share this catamenia with your colleagues to make it a Squad Flow, then that they can too monitor and manage it.

Benefits over Previous Approach

So, why do things this way when the previous solution however works practiced enough? The main reason being better maintenance!

• Now, you don't need to maintain multiple shared mailbox business relationship passwords (and MFA, if enabled)
• This also allows easier troubleshooting incase you want to check if the mails are actually arriving in whatsoever shared mailbox, just by using the common service account
• Yous tin really change your existing Flows created for the purpose of sending documents to SharePoint document libraries easily, past just updating the trigger.

Hope this helps

Thanks,
Anupam

Anupam Shrivastava

Anupam Shrivastava, a learner, explorer, traveler and tech enthusiast. New technologies bulldoze me and cloud is where we live now. So, lets try to make the world meliorate for our fellow cloudizens :)

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Source: https://www.anupams.net/send-documents-by-mail-to-sharepoint-online/

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