Any user can send email in D365 setting 'From' to a shared mailbox

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Posted on by MarcJ

Users send emails from D365 both from themselves and from a shared mailbox by updating the 'From'
This shared mailbox is setup as a queue which has now been set to Private and specific members added.

The mailbox has been Approved, Tested and enabled

The problem though is that any user can change the 'From' in this shared mailbox and then send a mail
We want to be able to restrict who can do this.

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Kokulan 18,054 on at

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RE: Any user can send email in D365 setting 'From' to a shared mailbox

Hi

Suggested JavaScript approach is one way to go about it.

If you wanted to make sure the system does not send the email at all if the from should not be changed to particular user or queue, you can create a real-time workflow that triggers on (before) status change of the email record. Check the from field and the modified by user and if you think the email should not be sent with that from, you can use Stop Workflow step with an error message so that system will display an error message to the user saying you cant send this email.

Let me know if you need any screenshots or examples for this.
cloflyMao 25,208 on at

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RE: Any user can send email in D365 setting 'From' to a shared mailbox

Hi Marc,

For first question:

Yes, it'll only block From field when current user is not administrator or any specific user, but you could integrate this part of script with your own business logic.

For second question:

If you want to restrict user to select specific mailbox, you could execute script below when form onLoad.

I've added comments for how it works.

// execute this function when form onLoad
function FromFieldRestriction() {
    // register onChange event to From field
    Xrm.Page.getAttribute("from").addOnChange(checkUser);
}

function checkUser() {
    // execute checking function when there is a selected value/mailbox in From field
    if (typeof Xrm.Page.getAttribute("from").getValue()[0] !== 'undefined') {
        var user = Xrm.Page.context.getUserName();
        // get selected mailbox name
        var mailbox = Xrm.Page.getAttribute("from").getValue()[0].name;
        // check whether current user is allowed to change mailbox
        isRestrictedMailbox(user, mailbox);
    }
}

function isRestrictedMailbox(user, mailbox) {
    if (user == 'userA') {
        // restricted mailbox array
        var restrictedMailboxes = ['mailboxA'];
        // check whether the selected mailbox is existed in restricted mailbox array
        var flag = restrictedMailboxes.indexOf(mailbox);
        if (flag != -1) {
            var alertStrings = { text: "You're not allowed to select this mailbox, please select aother." };
            var alertOptions = { height: 120, width: 260 };
            // open a CRM alert dialog and set From field to null
            Xrm.Navigation.openAlertDialog(alertStrings, alertOptions).then(function () { });
            Xrm.Page.getAttribute("from").setValue(null);
        }
    }
}

Regards,

Clofly
MarcJ 29 on at

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RE: Any user can send email in D365 setting 'From' to a shared mailbox

Thank you... so this will not prevent a user being able to send an email from their own id's, it will just stop them changing the From to another id ?

Is it possible to also check what they are changing it to ie. I do not want userA changing From to mailboxA but they can change it to mailboxB ?
cloflyMao 25,208 on at

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RE: Any user can send email in D365 setting 'From' to a shared mailbox

Hi Partner,

You could insert following script with getControl().setDisabled(true) function into your Email form to lock From field,

just with your own business logic.

function checkUser() { var user = Xrm.Page.context.getUserName(); if (user != "MOD Administrator") { Xrm.Page.getControl("from").setDisabled(true); } }

Regards,

Clofly