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Best way to handle setting up a workflow that sends emails be sent from a non user?

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Posted on by msmojorisin

We have a workflow configured to automatically send emails based on certain actions. Currently, the workflow email is setup with the From field as one of the admin users that is doing the customizations in Dynamics. We need to update the From field to be from an email address that is currently not associated to a user. Can anyone help me confirm the process I believe is the way to handle it? :)

Do we need to create a new user with the desired email address (the organizations emails are hosted through Google) and assign that user a Dynamics license? (This user would only be used for sending emails in Dynamics) And from there, we configure the mailbox settings for this account and enable and approve? Then obviously update the workflows.

Wanted to confirm this is the right way! Thanks in advance!!

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AriaConsulting 2,655 on at

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RE: Best way to handle setting up a workflow that sends emails be sent from a non user?

Hi,

I assume the D365 instance and Gmail have been integrated using OAuth 2.0 and setup as either IMAP or POP and all of the other required setup (docs.microsoft.com/.../connect-gmail-oauth2) has been done. If so, you do need to create an account with the desired email address, but you don't need to assign a license if you setup the user as a "system account". I have 2 such users in my environment, 1 for D365 specifically (creatively called "Dynamics@....")

and another for Power Automate generically (with an equally fanciful email name). Make sure those system accounts are added to the correct roles and groups though otherwise they won't work.
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Ramit Paul 22,302 Most Valuable Professional on at

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RE: Best way to handle setting up a workflow that sends emails be sent from a non user?

Your assumptions are correct.

Its just one user needs to be there with the email ID as smtp setup.

You can keep your admin account with that email Id or you can create a new user with admin rights.

Both will work.