About the phenomenon that two approval request emails are sent to the boss using the mail flow rule

Question

Thank you

*The content written in Japanese has been converted to English using a translation application, so I apologize if there are any mistranslations.

Due to the end of support for Exchange Server 2013, we are planning to switch to Exchange Server 2019.

We have created ExchangeServer2019 (cu12) as the migration destination in the same domain, coexisted with ExchangeServer2013 (cu23), and checked the operation.

I have cleared the operation check, but due to the mail flow rule "Request approval from the boss when sending an attached file by email", two approval request emails to the boss are received irregularly. Now

When the phenomenon occurs, the second approval request e-mail arrives immediately after checking the first approval request e-mail, and the e-mail cannot be sent unless the second approval request e-mail is checked.

Both messages appear to come from the arbitration mailbox "SystemMailbox{D0E409A0-AF9B-4720-92FE-AAC869B0D201}".

Please let me know if there is a way to resolve this issue.

Answer 1

Hi @sakura_snow_blossom ,

Thanks for posting in our Q&A forum.

Based on my search, it seems that there are some possible causes for the duplicate approval request emails:

1.The mail flow rule may have been applied more than once to the same message, either because of multiple conditions or multiple rules that match the message.

2. The mail flow rule may have been affected by the coexistence of ExchangeServer2013 and ExchangeServer2019, which may have different versions of the rule engine.

To troubleshoot the issue, you can try the following steps:

• Check the mail flow rule settings and conditions in the Exchange admin center (EAC) or the Exchange Management Shell.
• Use message trace to see how the mail flow rule was applied to the messages that caused the duplicate approval request emails.
• Move the arbitration mailbox "SystemMailbox{D0E409A0-AF9B-4720-92FE-AAC869B0D201}" to Exchange 2019 database
• Consider upgrading or removing ExchangeServer2013 if it is not needed anymore.

Hope this helps.

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