Document M365 Shared Mailboxes Setup

Note that this documentation applies to the v2 of this crate.

The original crate documented against an asset called "M365 Shared Mailboxes (auto)", the new version uses "MS365 Shared Mailboxes (auto)" instead.

It is recommended that you disable the trigger on the old automations and delete the flexible asset types to avoid confusion.


The "Document M365 Shared Mailboxes" crate is a handy automation tool designed to streamline the documentation of all group information in Microsoft 365. It records details such as whether the shared maibox is enabled (recommended is disabled), licences assigned to it, users having full access/send as access and other aliases associated to it.

The purpose of this crate is to automate the process of group management, auditing, reporting, and overall IT administration. The automation benefits include improved reporting accuracy, time-saving through automated documentation, and easy troubleshooting with readily available group information. Out of date documentation provided little benefit, so this ensures that automated documentation is constantly dynamically updated.

Before using this automation, ensure you have an existing Microsoft 365 account and your ITGlue or Hudu integration is set up.

What Does the Automation Do?

The automation fetches user details from the Microsoft 365 API and documents this information on your ITGlue or Hudu platform. The automation also links the users with access to the shared mailbox to the Contact Record in ITG for easier tagging and access.

Note: This crate does not remove or archive assets when they are no longer present in the parent tenant.

The benefits include:

  • Automated documentation saving you considerable time.

  • Enhanced internal reporting and auditing with systematically documented user information.

  • Easy troubleshooting due to readily available user data.


If your system or platform is not on this list, please let us know. We'll explore whether it can integrate with our crate.

Automation Steps

  1. The automation fetches group details from various integrations such as MS Graph and Exchange Online

  2. The information is combined into a single JSON object containing all the information about that user, including full access users, send as users and the ITG contact IDs.

  3. The information is then updated, or creates a new flexible asset and uses a HTML table to insert the information in a nice-to-look-at way.

  4. The access users are then related to the contact record.

Getting Started

Step 1: Ensure that you have the Microsoft Graph, Exchange Online and ITG or Hudu integrations set up and configured, which you can get to via the below links

Microsoft Graph

Microsoft Exchange Online


Step 2: Unpack the crate in the marketplace. Find the crate titled "Document M365 Groups V2". You can also find the crate by clicking here


Genuinely, if you like this crate and have followed these instructions to get it up and running, we'd love to hear from you! We're always looking for feedback on how we can improve our crates, so please click me and let us know what you think! If you'd like to only say thanks, that's cool too! You can click me instead and we'll send an awesome gif to our internal slack channel! 😁

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