IT OPS
Shared Mailbox Auto-Responder Coverage Audit
Daily check that every team shared mailbox has an active auto-reply rule configured during off-hours and holidays.
How it runs
The automated pipeline, trigger to output.
- TriggerDaily before business hours
- ActionRead auto-reply and inbox rules per mailboxOutlook
- LogicCheck if auto-responder active and unexpired
- ActionLog coverage status row to PostgresPostgres
- LogicCollect mailboxes with no coverage
- OutputAlert Teams with the gap listMicrosoft Teams
What it does
Once a day it inspects the automatic-reply and inbox-rule configuration of each shared Outlook mailbox to confirm an active out-of-office or after-hours auto-responder is in place. It records the state of every mailbox to a Postgres coverage table and raises a Teams alert for any mailbox that is missing or has an expired auto-reply.
When to use it
Use it when customer-facing shared inboxes must never go dark. Auto-replies get toggled off after a holiday and forgotten, leaving senders with no acknowledgment. This catches the gap before a customer does.
How it works
- 1A daily schedule fires before business hours.
- 2For each shared mailbox, read its automatic-reply settings and active inbox rules via the Outlook API.
- 3Evaluate whether an auto-responder is enabled and whether its scheduled window is still valid (not expired, covers off-hours).
- 4Write one coverage row per mailbox to Postgres with status, rule type, and expiry.
- 5If any mailbox lacks active coverage, assemble a gap list.
- 6Send the gap list to the IT-ops Teams channel naming each uncovered mailbox.
Set it up
What you configure once, before turning it on.
- 1Connect OutlookMail, calendar, contacts.
- 2Connect PostgresAny Postgres URL — query, write, migrate.
- 3Connect Microsoft TeamsChannels, chats, files.
- 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.
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