Shared Mailbox creation

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Shared Mailbox creation

Use Case Description

A shared mailbox is a mailbox that multiple users can use to read and send email messages. Shared mailboxes can also be used to provide a common calendar, allowing multiple users to schedule and view vacation time or work shifts.

Problem Statement: In a big organization, the exchange support team/IT receives many requests for Shared Mailbox creation for their teams. It takes huge manual effort to read the requests, create Shared Mailbox, grant permissions and respond to the user requests.

Solution:

Dispatcher process:

  1. The support team receives a request for Shared Mailbox creation via email.
  2. Robot checks all emails and filters them based on subject(For example, subject can be “Shared Mailbox creation request”)
  3. Now for each matched email, robot performs the following steps until step 6
  4. Robot replies to the email to update user that the process is work in progress
  5. Then robot extracts the mail ID of the sender and necessary details from the mail body( like Mailbox display name, email address for mailbox, user emails IDs who require full acess, user email IDs who require send as acess).
  6. Robot adds these details in a queue item in orchestrator.

Performer process:
7. The robot picks each request from the queue item and extracts details from it.
8. The robot creates Shared Mailbox in exchange server with the given name.
9. If mailbox is created successfully, then robot proceeds to next step. Else, robot emails IT support team about error and asks them for manual creation of mailbox.
10. Then the robot verifies the existence of members(users who require access to Shared Mailbox) in Active Directory(AD)
11. If members exists in AD, then robot proceeds to next step. Else robot emails results to the user and stops the process.
12. Now robot grants permissions to these members on newly created Shared Mailbox.
13. Finally, robot emails the user about the successful creation of Shared Mailbox.

Important Pre-requisites:
Microsoft Active Directory setup, Microsoft Exchange server setup, A mailbox for robot to receive and send emails.

AS-IS WORKFLOW, TO-BE WORKFLOW

SharedMailboxCreation.png
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Other information about the use case

Industry categories for this use case: Information Technology and Services, Other Sector

Skill level required: Intermediate

UiPath Products that were used: UiPath Studio, UiPath Assistant, UiPath Orchestrator

Other applications that were used: Microsoft Outlook, Microsoft Active Directory, Microsoft Exchange

Other resources: Shared mailboxes | Microsoft Learn

What is the top ROI driver for this use case?: Other

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