Configure Email Notifications

The portal can send email notifications for:

• Request submitted confirmations
• Approval required notifications to approvers
• Request approved/rejected notifications to requestors

Prerequisites

1. Mail.Send permission must be added to your API app registration (see Create Entra app registrations, item 8).
2. A user mailbox or shared mailbox to send emails from.

Add Mail.Send permission

If you didn’t add it during initial setup:

1. Go to Azure Portal > Microsoft Entra ID > App registrations.
2. Select your backend API app registration.
3. Select API permissions > Add a permission.
4. Select Microsoft Graph > Application permissions.
5. Search for Mail.Send and check it.
6. Select Add permissions.
7. Select Grant admin consent for [your tenant] (requires Global Administrator or Privileged Role Administrator).

Get the user object ID

You need the Object ID of the user or shared mailbox that will send emails:

1. Go to Azure Portal > Microsoft Entra ID > Users.
2. Search for and select the user (or shared mailbox).
3. Copy the Object ID from the Overview page.

Tip

You can create a dedicated shared mailbox like apprequest-noreply@yourdomain.com for this purpose.

Option A: configure via portal settings UI (recommended)

1. Go to Admin > Communications tab.
2. Under Email Notifications:
   • Toggle Enable email notifications on.
   • Enter the Send As User ID (Object ID of mailbox).
   • Enter the From Address (email address).
   • Enter the Portal URL (for email links).
3. Select Save Settings.

Option B: configure via appsettings.json

Update appsettings.json:

{
  "EmailSettings": {
    "SendAsUserId": "user-object-id-here",
    "FromAddress": "apprequest-noreply@yourdomain.com",
    "PortalUrl": "https://your-portal-url.com"
  }
}

Setting	Description
SendAsUserId	The Object ID of the user or shared mailbox to send emails from. If empty, email notifications are disabled.
FromAddress	The email address shown in the From field (should match the mailbox).
PortalUrl	The URL of your portal, used for links in email notifications.

Tip

Settings configured in the UI take precedence over appsettings.json values.

Test email notifications

1. Submit an app request.
2. Check that the requestor receives a confirmation email.
3. Check that approvers receive an approval request email.
4. Approve or reject the request and verify the requestor receives the result notification.

Troubleshooting email issues

• 403 Forbidden: Ensure Mail.Send permission has admin consent granted.
• User not found: Verify the SendAsUserId is a valid Object ID.
• Email not sent: Check the API logs for detailed error messages.

Next step

Continue to Configure Microsoft Teams Bot (optional).