Microsoft 365 Email Authentication for Tractivity Shared Mailbox

How to update settings for receiving emails (Tractivity Shared Mailbox)

If you are using Tractivity's "Shared Mailbox" feature to receive emails directly inside of Tractivity, then follow the steps in this section.

You will need to follow these steps for each Tractivity project that is using the Shared Mailbox feature.

Step 1 - Choose Project

The first step is choosing the project that you wish to update the email settings for. Remember that you will need to update the settings for every project that is using Shared Mailbox.

1. Click on System Admin
2. Click on the Projects tab
3. Click on the Edit link to the right hand side of the project that you wish to update
   
   

Step 2 - Edit Shared Mailbox details

1. On the Edit Project screen, scroll down the page until you reach the SHARED MAILBOX DETAILS section.
2. Choose Office 365 from the Shared Mailbox Credentials Type dropdown
3. For Shared Mailbox Server, enter the value outlook.office365.com
4. For Shared Mailbox Email, enter the email address of the mailbox you are using for Shared Mailbox. e.g. client@yourdomain.com
5. For Shared Mailbox Username, enter the username for the mailbox. This is usually the same email address as the mailbox itself, but could be different. Check with your IT if you are unsure.
6. Next click the Login to Microsoft link and follow step 3 below.

Step 3 - Login to Microsoft 365

1. You should see a Microsoft login screen similar to this one:
   
   
   
   
   
2. Login using the mailbox username and mailbox password. 
   
   
3. Microsoft should then display a message saying that you need to give Tractivity permission to access your mailbox. You must click "Yes" to grant Tractivity access to the mailbox.
   
   
   
   
   

   IMPORTANT - If you need admin permissions: If you see a different screen than the one above, then you should contact your IT department with any information that the screen provides you. They will need to grant access to Tractivity from their end, as you may not have privileges to do it yourself.

   Please also give your IT team the following information, which tells them what application and what permissions are needed:

   Tractivity Application
   Application ID : f0bfaa5b-d514-4269-8d71-f97b0d555572

   Permissions required:

   - openid
   - email
   - offline_access
   - POP.AccessAsUser.All

4. Assuming that you were able to login to Microsoft from the screen above, then you should be redirected back to the Tractivity settings screen.
   
   From there, you must click the Save button to save the changes to the email settings:
   
   

Step 4 - Verify that Shared Mailbox is working correctly

Now that you have updated the email authentication method, you should check that Tractivity can still access your mailbox. To do this, follow these steps:

1. Ensure that you are viewing the same project that you updated the email settings for
2. Go to the Home screen
3. Click on the Shared Mailbox tab and ensure that emails are still showing and that there are no error messages. If there are error messages regarding an invalid server / username etc, then please contact your IT department and double check all your settings were correctly entered.
   
   
   
   
4. If everything was set up correctly and the Shared Mailbox is still working, then you don't need to do anything else, unless there are additional projects in Tractivity that are using Shared Mailbox, in which case they need updating too.