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Best Practices for Efficient Mailbox Approval Delegation
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Oct 19, 2022 9:37 PM

Best Practices for Efficient Mailbox Approval Delegation

by HubSite 365 about Microsoft

Software Development Redmond, Washington

Pro UserOutlookOutlook

Optimize your Mailbox Approval Process with Microsofts Delegated Role feature

Delegating Efficient Mailbox Approval - A Step Forward

We are thrilled to announce that the approval process of an email box, traditionally done by a Global or Exchange admin, can now be delegated to another user. It is now available with the new security role named "Delegated Mailbox Approver”.

Our Server-Side Synchronization feature allows Dynamics or Power Apps users to send and receive emails, as well as sync appointments, contacts, and tasks with Exchange. Each Exchange Online mailbox connection previously required approval of the associated mailbox record's email address by a Global or Exchange admin.

While this level of security remains paramount, requiring the involvement of a highly privileged user can be challenging when regular user onboarding is necessary. Thus, we saw the need for this process to be delegated.

A common question might arise, why does an email box require an approval? Approving an email box means Power Apps can access the corresponding Email Box in Exchange Online. Emails as well as other mailbox items generated as activity records in the Microsoft Dataverse can be visible to others depending on their security role privileges. Find out more here.

But the game-changer is the newly available "Delegated Mailbox Approver" security role. This role can be assigned or "delegated" by a Global or Exchange admin to one or multiple users. Users having this role will be able to approve an email box, beyond the traditional Global or Exchange admin role.

Additional Insights

Security and efficiency have always been crucial for any organization. The mailbox approval process is necessary to maintain this equilibrium, giving Power Apps users the potential to access Exchange Online mailboxes. However, it was noticed that involving a globally privileged admin for this routine task isn't very efficient, especially when user onboarding is a regular process. Hence, allowing delegation is not only a procedural enhancement but also an operational one. It streamlines the process while leaving global or exchange admins free to focus on more pressing matters.

In conclusion, the introduction of the “Delegated Mailbox Approver” role is much more than a new feature, it’s a shift in the approach towards operational management. The ability to delegate the mailbox approval process without needing the Global or Exchange admin means faster onboarding, better delegation of duties and achieving smoother operations overall.

Read the full article Efficient Mailbox Approval Process Delegation - Best Practices

Outlook - Best Practices for Efficient Mailbox Approval Delegation

Learn about Efficient Mailbox Approval Process Delegation - Best Practices

The recent blog post shed light on the new practice of mailbox approval process, sharing the great news that such responsibilities can now be delegated to different people in your team. In a professional climate where new team members are continuously onboarded, this comes as a time-saver.

The process for delegating the mailbox approval to non-admins has been outlined as a part of the Server-Side Synchronization feature in Power Apps and Dynamics. To enhance this method further, Microsoft has introduced the role of Delegated Mailbox Approver. This is a great step forward for those who want to have the ability to designate people for mailbox approval beyond typical admin roles.

For those unfamiliar with why approval is necessary, it’s implemented to ensure that only approved boxes render Microsoft Dataverse-generated emails visible to others. The recently introduced role lets a non-admin user approve the inbound and outgoing communication in the Exchange Online mailbox. The access to this crucial communication strategy attainment tool is now widened with this delegation right.

Moving forward, the privilege to approve a mailbox is no more a necessity for an Exchange or Global admin. It can now be assigned to an individual or a group of users. Thank God for the Delegated Mailbox Approver! To further understand this feature, you can look at the Delegate Mailbox Approval guide included in the original blog post.

If you’re regular users of Power Apps or Dynamics, the announcement is indeed great news for you. Instead of relying on an Exchange or Global admin to carry out the mailbox approval for your Exchange Online, delegating this task to non-admin users is going to be a massive time-saver. I advise you to read the original post to get a clear idea about how exactly you can make the most of the Delegated Mailbox Approver role.

This breakthrough is not just for Power Apps users, but it can be beneficial for organizations with Dynamics also. That said, organizations need to be clear on who they delegate the crucial task of mailbox approval to. They should only delegate to someone they trust, given how the approval will provide access to correspondence records created via Microsoft Dataverse.

To fully understand these new procedures and how to implement them, familiarizing yourself with the Server-Side Synchronization feature is crucial. The power-platform admin guide contains all the information you would need on this. Overall, the new announcement is a step towards creating a more efficient and organized system for organizations that heavily rely on Power Apps or Dynamics.

Additional Resources

  • Server-Side Synchronization - Power Platform set up guide.
  • Delegate Mailbox Approval guide - Details about how to employ a Delegated Mailbox Approver role.

Remember, it's always advisable to learn from official Microsoft resources for a complete and accurate understanding. Make sure your learnings align with the given resources and practices for the mailbox approval process. Happy learning!

More links on about Efficient Mailbox Approval Process Delegation - Best Practices

Efficient Mailbox Approval Process Delegation
I am excited to share that the mailbox approval process can now be delegated to another user instead of always requiring a Global or Exchange admin.
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Dec 5, 2022 — I am excited to share that the mailbox approval process can now be delegated to another user instead of always requiring a Global or ...
Delegate mailbox approval process
Apr 28, 2023 — A global or Exchange administrator can delegate the mailbox approval process to other users. This means a user who is granted delegate access ...

Keywords

Mailbox Approval Process, Efficient Delegation, Best Practices, Email Management, Process Efficiency, Approval Protocol, Delegation Strategies, Office Management, Business Email Systems, Streamlined Approvals