Send as - sending e-mails with a different sender.

Applies to version: 2022.1.4 and above; author: Grzegorz Straś

Introduction

In the configuration of actions (e.g. Send a custom e-mail) and in E-mail notification templates, it is possible to define an account that will be used as the sender instead of the default sender address. This can be either an E-mail address or a Distribution group with “Send as” privileges.

This feature called Allow "Send as" needs to be enabled in the System Settings, and once it is active it will be possible to substitute the sender address with a different one.

Additionally, if Exchange Online - Microsoft Graph is used as the Server type, additional configuration will be required on Graph’s end, which will be covered later in the article.

Enabling the option

Toggle the option in System settings -> E-mail notifications -> Configuration of sending E-mails -> Allow "Send as"

With this now enabled, it will now be possible to use a sender address different than the default one in the configuration of Actions, Action templates, and E-mail templates for processes.

• The Sender field in these configurations will accept an E-mail addresses or Distribution groups with “Send as” privileges, and in the following format: tom.green@webcon.com
• If the Sender field is left empty in any of these configurations, the default sender address will be used.

This checkbox can be toggled after custom sender addresses are filled out. If you do this, a pop-up message will show you all places where a custom sender address was entered (i.e. in Actions, Action templates, and E-mail templates).

Note: As you can probably guess, the custom senders will require correct permission to send e-mails. If the permission settings are incorrect, the action will result in an error. You will need correct settings for either of the two variants (Distribution groups or E-mail addresses), and additional settings for Graph applications if necessary.

Graph settings

If Exchange Online - Microsoft Graph is used as the Server type, the application needs to be configured.

Most importantly, it needs the correct permissions. The minimum Graph application permissions for various functions are discussed in [this article].

In short:

• Create a Graph application
• Grant it Mail.Send persmissions
• Keep the Application (Client) ID
• Generate and keep the Client Secret

However, there is a catch. The Mail.Send permission allows sending through all mailboxes, so we should limit this to only specific sender addresses added to a security group.

This method has been described here.

• Create a security group of the Mail-enabled type
• Add the mailbox addresses that will be used as the custom Sender to the group
• As per the above article, configure the ApplicationAccessPolicy for the security group (allow the application to send e-mails using mailboxes added to the group):

Distribution group settings

• Create a dedicated Distribution group
• In the Exchange Admin Center under Group delegation, add the Send as permissions to the account used for sending e-mails.

Other mailbox settings

• In the mailbox settings, add Send as Permissions to the account used for sending e-mails.
• Note: You can add this mailbox to the Security group from the Graph settings chapter, which will allow it to be used as the default sender BUT NOT to overwrite the sender address. In order to overwrite the sender address, the Send as Permissions must be added.