IT OPS
Reconcile shared-mailbox access against the department roster nightly
Runs nightly to compare each department's Outlook shared-mailbox access list against the authoritative roster in Monday, then adds missing members, removes departed ones.
How it runs
The automated pipeline, trigger to output.
- TriggerNightly schedule fires
- ActionPull current mailbox access grants from Exchange OnlineShell
- ActionRead authoritative department roster from Mondaymonday.com
- LogicCompute members to add and stale grants to revoke
- ActionApply add/remove access changes in OutlookOutlook
- OutputPost per-mailbox drift summary to TeamsMicrosoft Teams
What it does
Keeps shared-mailbox permissions honest by reconciling who actually has access in Outlook against who should have access according to the department roster, every night.
When to use it
Use this once departments are live and people join or leave. Manual access edits drift over time, leaving former employees with mailbox access. This closes that gap automatically and gives IT an audit trail.
How it works
- 1A nightly schedule kicks off the reconciliation run.
- 2A shell step pulls the current FullAccess and SendAs grants for each shared mailbox from Exchange Online.
- 3A Monday action reads the authoritative member list for each matching department.
- 4A logic step computes the difference: members to add and stale grants to revoke.
- 5An Outlook step applies the additions and removals to bring each mailbox into compliance.
- 6A final Teams message posts a per-mailbox drift summary to the IT Operations channel for the audit record.
Set it up
What you configure once, before turning it on.
- 1Connect ShellRun sandboxed commands inside the workspace.
- 2Connect monday.comVisual work management for teams.
- 3Connect OutlookMail, calendar, contacts.
- 4Connect Microsoft TeamsChannels, chats, files.
- 5Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 6Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 7Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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Run it inside a business
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.
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