Shared Mailbox

The shared mailbox is integral to the deployment of Robility Manager serving as a critical communication hub that enhances operational efficiency, security, and scalability. To maximize the effectiveness of the shared mailbox, it’s crucial to implement robust authentication and access mechanisms, such as Modern Authentication, and evaluate alternative approaches like SMTP for specific use cases

Modern Authentication

For enhanced security and user experience, we recommend using Modern Authentication to access shared mailboxes. Based on the OAuth 2.0 protocol, it offers a more secure and efficient authentication method than basic authentication, supporting features like multi-factor authentication (MFA), conditional access policies, and integration with identity providers such as Azure Active Directory.

This solution is ideal for organizations focused on security, compliance, and scalability, while simplifying the management of shared resources like mailboxes.

1. Azure App Registration

a. Register the application in Azure Active Directory.
b. Note the Application (client) ID and Directory (tenant) ID.

2. Permissions Configuration:

a. Assign Microsoft Graph API permissions:  Delegated Permissions for Mail.Read, Mail.ReadWrite, Mail.Send, Mail.Read.Shared, Mail.ReadWrite.Shared. 
b. Grant Admin Consent for the permissions.

3. Authentication Setup:

a. Generate a Client Secret or upload a Certificate in the “Certificates & secrets” section.

4. OAuth 2.0 Implementation:

Implement the OAuth 2.0 flow in your web application to request access tokens using:

a. Application (client) ID.
b. Directory (tenant) ID.
c. Client Secret or Certificate.

5. Access Token Management:

a. Ensure the application retrieves and uses access tokens for Microsoft Graph API requests.
b. Implement token refresh logic to handle expiration and renew tokens automatically.

6. Microsoft Graph API Integration:

a. Use the API to interact with the shared mailbox (e.g., read, write, send emails).
b. Replace {shared-mailbox-id} with the email address of the shared mailbox in API calls.

SMTP 

An alternative approach for interacting with email services is configuring the application to use Simple Mail Transfer Protocol (SMTP). This method is useful for legacy systems or scenarios where direct API integration isn’t necessary. It allows reliable email sending with minimal setup, making it ideal for basic email notifications. However, it has limitations in functionality and security compared to solutions like Microsoft Graph API.

1. SMTP Server Details:

a. Server address (e.g., smtp.office365.com, smtp.gmail.com).
b. Port (587 for STARTTLS, 465 for SSL/TLS, or 25 for non-secure).

2. Authentication:

a. Email address and password (or app-specific password for MFA-enabled accounts).

3. Encryption:

a. Ensure STARTTLS or SSL/TLS is enabled for secure communication.

4. Network Access:

a. Allow outbound access to SMTP server and port in firewall rules.