IT OPS
Provision Outlook shared mailbox when a new department is approved in Monday
Watches a Monday board for departments marked Approved, then provisions a matching Outlook shared mailbox, grants the listed members access.
How it runs
The automated pipeline, trigger to output.
- TriggerMonday item status set to Approved on Departments boardmonday.com
- LogicVerify mailbox alias and at least one member are present
- ActionRun Exchange Online New-Mailbox -Shared scriptShell
- ActionGrant members FullAccess and SendAs on the mailboxOutlook
- OutputWrite live SMTP address and Provisioned status to Mondaymonday.com
What it does
Turns an approved department record in Monday into a fully configured Outlook shared mailbox with the right people granted access, with no manual PowerShell steps.
When to use it
Use this when HR or operations stands up a new department and you want the shared mailbox (for example, billing@ or facilities@) created the moment the department is approved, not days later via a ticket.
How it works
- 1A Monday item moves to status Approved on the Departments board, firing the trigger.
- 2A logic step checks that the department has a proposed mailbox alias and at least one member, skipping incomplete rows.
- 3A shell step runs the Exchange Online provisioning script (New-Mailbox -Shared) using the alias and display name from the item.
- 4An Outlook step grants each listed member FullAccess and SendAs permission on the mailbox.
- 5A final Monday action writes the live SMTP address and a Provisioned status back onto the item so the requester can see it is ready.
Set it up
What you configure once, before turning it on.
- 1Connect monday.comVisual work management for teams.
- 2Connect ShellRun sandboxed commands inside the workspace.
- 3Connect OutlookMail, calendar, contacts.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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This workflow drops into a full company template. Import the org, and this is one of the playbooks its agents run.
Run this workflow in your colony.
14-day trial. No DevOps. No Sales call. Provisioned in under a minute.