When a new email arrives in a shared mailbox (V2) - seems to be missing emails that have arrived.

Question

When a new email arrives in a shared mailbox (V2) - seems to be missing emails that have arrived.

Gareth T 5

I have a logic app with the trigger "When a new email arrives in a shared mailbox (V2)" which is set to fetch new emails every 15 seconds and have found that it sometimes doesn't return all the emails that have arrived within those 15 seconds. Here is an example:

I have 2 emails,

1 (picked up) is time stamped Tue, 26 Nov 2024 19:08:02

2 (not picked up) is time stamped Tue, 26 Nov 2024 19:08:04

When I look at the trigger history there was one at Tue, 26 Nov 2024 19:08:15 GMT which did not pick up anything and then one at Tue, 26 Nov 2024 19:08:31 GMT which only pickup the first email.

My trigger is set to pick up:

Importance - Any

Only with Attachments - No

Include Attachments - Yes

Looking at the trigger history it does pickup multiple emails from time to time so I'm a bit stumped as to why this one was missed.

In the mean time I have changed it to trigger every 1 second but I don't think that this would stop this from happening in the future.

Any ideas on what might have gone wrong here are what I should check for or change to stop this from happening?

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Answer 1

Khadeer Ali 4,235 Microsoft External Staff

Hi Gareth T,Welcome to the Microsoft Q&A Platform! Thank you for reaching out regarding your query on Logic app with the trigger.

It seems that the issue with the "When a new email arrives in a shared mailbox (V2)" trigger in your Logic App might be due to the polling mechanism. The trigger checks for new emails at the specified interval (every 15 seconds in your case), and if multiple emails arrive within a short span, it might not pick up all emails in a single poll. Additionally, concurrency control settings and known limitations of the trigger could also contribute to some emails being missed.

Is it possible if you could consider using a different trigger, such as "When a new email arrives (V3)" for regular mailboxes, which might offer more consistent behavior. Additionally, as a workaround, you could use the "When a new email arrives (V3)" trigger to monitor if an email arrived and then use the Graph API to list attachments from the message ID retrieved from the trigger.

Let us know if you need further assistance!

Gareth T 5 Reputation points

2024-12-10T08:58:25.9266667+00:00

Thanks for the suggestion Khadee but I can't see how I can use "When a new email arrives (V3)" on a shared mailbox. In addition to this issue it seems that there must be something wrong with this connector, just yesterday the trigger fired for an email that arrived on the 5th.
Khadeer Ali 4,235 Reputation points Microsoft External Staff

2024-12-11T11:06:59.1233333+00:00
Hi Gareth T
Thank you for providing additional context. I understand the frustration with the inconsistent behavior of the "When a new email arrives in a shared mailbox (V2)" trigger, especially since you've observed emails being picked up late or not at all. Based on what you've described, it sounds like the polling mechanism and potential limitations in the connector could be contributing to the issue.

One way to address this is to bypass the reliance on this specific trigger and instead implement a solution using the Microsoft Graph API. Here’s what I suggest:

Access the Shared Mailbox with Microsoft Graph API

Using Graph API, you can directly query the shared mailbox for emails. This allows you to control the process and retrieve all new emails systematically. By setting up application permissions in Azure AD for the shared mailbox, you can grant the necessary access securely.

Query Emails Periodically

Instead of relying on the Logic App's polling, you can set up a timer-based process (e.g., Azure Function or Logic App with a recurrence trigger). This process would:

Fetch emails from the shared mailbox’s Inbox folder via the Graph API.

Filter for emails that meet your criteria (e.g., new emails, with or without attachments).

Example API call:

GET https://graph.microsoft.com/v1.0/users/{shared-mailbox-id}/mailFolders/inbox/messages

Handle Attachments (if applicable)

If attachments are part of your requirements, the Graph API provides an endpoint to retrieve attachments for a specific message:

GET https://graph.microsoft.com/v1.0/users/{shared-mailbox-id}/messages/{message-id}/attachments

Optimize with Delta Queries

To ensure you don’t miss any emails and to reduce unnecessary data retrieval, you can use the Delta Query feature. This fetches only the changes (new or updated emails) since your last sync:

GET https://graph.microsoft.com/v1.0/users/{shared-mailbox-id}/mailFolders/inbox/messages/delta

Track Processed Emails

You can maintain a record of processed email IDs to avoid duplicate processing. Alternatively, you can leverage the isRead property to identify unprocessed emails.

Error Handling and Retry Logic

Implement robust error handling and retry mechanisms in case of temporary API failures to ensure emails are always processed reliably.

This approach moves away from relying solely on the Logic App trigger and provides you with direct control over the email retrieval process.

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When a new email arrives in a shared mailbox (V2) - seems to be missing emails that have arrived.

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