> ## Documentation Index
> Fetch the complete documentation index at: https://university.triggr-app.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Mailbox Delegation
> Gives one person full access, send as or send on behalf rights to one or more mailboxes in your client's Exchange Online.
Mailbox Delegation gives one person access to one or more mailboxes: full access to open them, or the right to send as or on behalf of them. Use it when someone needs to work from a colleague's mailbox, for example while they're away. It needs [Microsoft 365 connected](/core/get-started/connect-microsoft-365), with [Exchange access](/core/reference/microsoft-faq#exchange-online) for the client.
## What the form asks
| Field | |
| - | - |
| Mailboxes | Required, always on. One or more mailboxes, picked from the client's users |
| Delegate to | Required, always on. The person who gets the access |
| Access level | Required, always on. Full access, Send as or Send on behalf |
| Auto-map in Outlook? | Always on. Starts on No; Yes makes full-access mailboxes appear in the delegate's Outlook. It has no effect on Send as or Send on behalf |
| Reason / ticket reference | Optional by default. For your records and the approver; not sent to Microsoft |
## What it does
1. Creates a ticket in your PSA, if Ticketing is on.
2. Waits for approval, if Approval is Internal or External, or a conditional override matches.
3. Grant Mailbox Access: for each mailbox, in the client's Exchange Online:
* Full access lets the delegate open the mailbox, with auto-mapping if the form says Yes.
* Send as lets them send mail that appears to come from the mailbox.
* Send on behalf lets them send mail that shows it was sent on the owner's behalf.
With Log actions to the ticket on, the ticket also gets a note when the run starts, after Grant Mailbox Access and when the run completes.
Each run grants one access level. To give someone full access and Send as, run it once for each. Full access on its own doesn't let them send from the mailbox. See Microsoft's [Manage permissions for recipients](https://learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-permissions-for-recipients).
## Configure it
Go to **Config**, choose Mailboxes and click Mailbox Delegation.
| Setting | Where | What it does |
| - | - | - |
| Availability | Header | Internal only, Public form only, Internal + public or Disabled. List on homepage needs a public form. Base config only |
| Mailboxes, Delegate to, Access level, Auto-map in Outlook? | Form config | Always on: the automation needs them |
| Reason / ticket reference | Form config | Hidden, Optional or Required. Can differ per client |
| Add field, Add section | Form config | Your own questions. They're saved with the request and can go in ticket templates, but aren't sent to Microsoft. Add client section asks one client only |
| Approval | Approval | None runs on submit. Internal waits for a teammate or group; External waits for the client's approver, set on each client. Conditional overrides use a different approval when the answers match, for example when Access level is Full access |
| Ticketing | Ticketing | Create a PSA ticket for each run, with its type, priority, status, subject and body. Log actions to the ticket adds an internal or public note as each action completes |
| User directory filters | User directory filters | Which users the Mailboxes and Delegate to pickers list: licensed, active, no guests, and not in the Entra roles you exclude. Exclude specific users at a client's scope |
Approval, Ticketing and User directory filters are set on Base config and apply to every client unless you override them for one. For how Base config and client overrides work, see [How configuration works](/core/get-started/configure-user-onboarding#settings-for-each-client).
## Troubleshooting
Check User directory filters. Shared mailboxes usually have no licence and leavers' sign-in is blocked, so for that client override the filters and untick **Licensed users only** and **Active users only**.
Auto-map only applies to Full access, and only when the form said Yes. Outlook can take a while to pick it up; otherwise the delegate can open the mailbox themselves.
The client has no Exchange connection in Triggr yet. See [Exchange Online](/core/reference/microsoft-faq#exchange-online).
## Related
* [Workflow catalogue](/core/reference/workflow-catalogue)
* [Run a workflow](/core/use/run-a-workflow)
* [Executions](/core/use/executions)
* [User Offboarding](/core/workflows/user-offboarding), which can give someone full access to a leaver's mailbox
* [Mail Forwarding](/core/workflows/mail-forwarding), to send a mailbox's new mail to someone instead
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