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Test & enable mailboxes

  • 1.  Test & enable mailboxes

    Posted 12 days ago
    Hello all

    I have a question about the test and enable mailbox function.

    Our global admininstrator does not want to give the members of our D365 team Exchange admin privileges for our azure active directory accounts. This means we cannot test and enable mailboxes or push the App for Outlook to users.

    Do any of you know if there is a way to test and enable mailboxes (and push the D365 app for Outlook to users) from Exchange rather than D365?

    Thank you.

    Deborah

    ------------------------------
    Deborah Pitt
    The Pensions Regulator
    Brighton
    ------------------------------
    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Test & enable mailboxes

    TOP CONTRIBUTOR
    Posted 12 days ago
    Edited by Niels Lønberg 12 days ago
    @Deborah Pitt,

    You don't need to be a global admin to test and enable mailboxes. However, you do need to be a Global Admin to approve mailboxes.

    The good thing though is, that you can remove the requirement to approve mailboxes entirely. That way, you can as an D365 Admin, approve and enable the mailboxes and push the App for Outlook to the users without having to involve a Global Admin.

    ------------------------------
    Niels Lønberg
    Semco Maritime
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Test & enable mailboxes

    Posted 12 days ago
    Hello Niels

    Thanks so much for your quick reply.

    It's good to know that you can remove the requirement to approve mailboxes, but working in an understandably risk averse establish, our Global Admin would not allow use this as "This option is not recommended as it exposes the possibility of syncing an Exchange mailbox to Dynamics 365 without proper authorization"

    Do you have any other suggestions?

    Regards
    Deborah

    ------------------------------
    Deborah Pitt
    The Pensions Regulator
    Brighton
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Test & enable mailboxes

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Deborah Pitt I see what you mean. I also had a dialog with our global admins about this. And I think that is the perspective from most IT departments, when they read that sentence from Microsoft. If you your global admins really go through each and every user every time they are asked to approve the mailboxes, then it makes sense to have this extra layer of authorization. If they simply just login, and click approve without that, then it doesn't make much sense in my opinion.

    Unfortunately, I don't have any other suggestions.

    ------------------------------
    Niels Lønberg
    Semco Maritime
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: Test & enable mailboxes

    Posted 11 days ago
    Thanks so much Niels. I'll continue to investigate our options.

    Regards

    Deborah

    ------------------------------
    Deborah Pitt
    The Pensions Regulator
    Brighton
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: Test & enable mailboxes

    D365UG/CRMUG ALL STAR
    Posted 5 days ago
    @Niels Lønberg - do you know if it is possible to automate the mailbox approval so that when a new users is added the security group it will be approved? We already set up a team and assigned all the necessary security roles, so now we do not need to manually assign those.  Approving the  mailboxes is still a chore for us.  thanks! Laura ​

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: Test & enable mailboxes

    TOP CONTRIBUTOR
    Posted 5 days ago
    @Laura Mortick

    No it's not something I'm aware of. I'm currently working on optimizing our user creation process and I'm also trying to find a solution, where the 'Test and Enable Mailbox' can be automated. However, I'm not sure if it is possible with a no-code approach.

    ------------------------------
    Niels Lønberg
    Semco Maritime
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 8.  RE: Test & enable mailboxes

    D365UG/CRMUG ALL STAR
    Posted 5 days ago
    thanks @Niels Lønberg - if you do figure anything out - it would be great if you posted here!  We did assign a team to our security group and then assigned the basic security roles to the team, so that has helped us with that step!  Now if we could get the test and enable mailboxes going, we would be in much better shape.  Appreciate your reply!​

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 9.  RE: Test & enable mailboxes

    Posted 4 days ago
    1. Approve Email



    Approval of Mailboxes can only be done by an O365 Global Admin. 

    But if you do not want to have a Global Admin manually perform this step for each user – You can go to SettingsAdministration System SettingsEmail Tab and uncheck the 2 checkboxes as shown below.  All email addresses will be automatically approved without needing an O365 Global admin to Approve.




    2. Test & Enable Mailbox


    You can automate this step using Power Automate.  Here are the Steps


    1. First, get the User from the Users table filtered by the user's email address and store the user's ID in a variable

    2. Next, Query the Users Table again and get the User based on the User ID variable that you set in the step above.

    3. Then Query the Mailboxes entity to get the Mailbox for the current user based on the Primary Email of the user retrieved from the Get User Record action above. This should return one record since we are filtering the query based on the Primary Email



    4. In this step, use the Get Record action to get the exact Mailbox for the user which will hence give us all the properties we need for this Mailbox which will enable us to Test and Enable the mailbox.

    5. After we have the exact mailbox for the user and its properties, on the Test and Enable Mailbox step, we simply need to set the following 2 fields to Test and Enable the Mailbox

      1. Set Current Organization as – Yes
      2. Test Email Configuration Scheduled - Yes







    ------------------------------
    Eric Gichane
    Kansas City MO
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 10.  RE: Test & enable mailboxes

    TOP CONTRIBUTOR
    Posted 4 days ago
    That is great, @Eric Gichane! Thanks for the detailed step-by-step guide. That will save my a lot of time for trial and error 😊

    The next step, in my case, will be to automatically update the User Settings as well using a flow, when a user is created. E.g. set number of records per page, currency, language etc.

    @Laura Mortick - are you using AAD Security Group Teams to automatically assign security roles in D365, when a user is added to that Security Group in Azure Active Directory?



    ------------------------------
    Niels Lønberg
    Semco Maritime
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 11.  RE: Test & enable mailboxes

    D365UG/CRMUG ALL STAR
    Posted 4 days ago
    Yes, we are.  One thing we learned is that we need to update this setting on the role. It is pretty cool how users are automatically added to the "team" once they are assigned to the security group. We would also like to automatically update user settings and also automatically add all users to an additional team.

    We are also anxious to try @Eric Gichane's suggestion!


    Let me know if you have other questions about the AAD Security Group Team!

    Laura

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 12.  RE: Test & enable mailboxes

    TOP CONTRIBUTOR
    Posted 4 days ago
    @Laura Mortick

    ​I started out by creating a new AAD Security Group Team in Dynamics 365 and added the Azure AD Object ID. When users logged in, they were added to the group as expected. So far so good.

    However, after I created the first AAD Security Group Team myself, I suddenly noticed three other teams that were automatically created - with the exact names of the AAD Security Groups from Azure AD and corresponding object IDs.

    Do you know why these groups are created automatically and have you experienced the same thing? E.g. is there a setting anywhere to control that?

    We are using more than these three groups, so I'm wondering why it's just those three groups that are created. My own user is a member of another group which is not created - and I have logged in several times since I created the first group️.

    ------------------------------
    Niels Lønberg
    Semco Maritime
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 13.  RE: Test & enable mailboxes

    D365UG/CRMUG ALL STAR
    Posted 4 days ago
    @Niels Lønberg We only have one team and one security group. All of our users basically have the same rights in CRM.  If they need additional rights, we manually assign additional roles since this is the exception, not the norm.  Sorry I dont have info to help with this. Hope you get it resolved!

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


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