Personal Email Notification from Work Email

BigLeviathan on 21/10/2020 - 11:56

Hi,

The company is currently using O365.

The company wanted to restrict the ability of contractors to forward company email to their personal email, due to security risk and branding (note: most contractors rarely check their emails, thus the reason they created this auto-forwarding rule). We are planning to do this by creating a transport rule in Exchange Online.

To ensure a smooth transition for these contractors, we are planning to create a personal email notification that encourages them to login to the work email; this email will consist of no attachment, just a simple message, something like 'Hi, you have a new email on your work email, please check it accordingly'.

Obviously, we would need to feed-in the system with the respective personal email address, for the system to know which email to sent to.
I checked Exchange Online transport rule, unfortunately, it is not natively support such scenario.
I also checked Microsoft Power Automate (Flow), but then there is no easy way to deploy the Flow script for multiple users.

Do you have any other suggestions for this?

Thanks heaps!

Ps: ProtonMail has this feature, where a simple notification email sent to a personal email whenever an email comes to their inbox

Computing

Comments

  • Ryanek on 21/10/2020 - 12:08
    +4

    Why don't the contractors just install Outlook on their phone?

    • BigLeviathan on 21/10/2020 - 13:17

      They can, although they have the tendencies to ignore the one we supply (reason: no need, as it's a low volume).

      We are an IT consulting firm, most contractors are working on a client project and the client provides these contractors with an email for day-to-day project activities.

      When our company sends them an email, most of the time is not related to the current project; it could be for future projects / future clients; thus the reason, we cannot send this information over their personal email nor the current client email.

      • MrHyde on 21/10/2020 - 14:38
        +1

        I am in a similar situation where we are in an IT Consulting firm and an email is setup for all contractors as well. We've not had any issues with them not using the company email. Its actually in their contract that all communications is to be via work email and use of or forwarding to personal email is not allowed.

        O365 makes it very easy to set up additional accounts in either Outlook mobile or Outlook desktop that we have not had anyone complain that they can't check the work email. It doesn't even require active checking - Outlook notifications informs you when there is new mail.

        • BigLeviathan on 21/10/2020 - 15:26

          Good to know, thanks!
          I guess by the end of the day, it's people laziness that catches us all;
          IT could build the best system and process of all; if the people do not do what they are meant to do, it'll just be pointless, right?

          • MrHyde on 21/10/2020 - 15:52

            @BigLeviathan: Exactly. don't spend effort and time putting in band-aids and hack solutions that caters for a few lazy people.

            Another option - we use Slack heavily in our organisation. It the primary mode of contact within the company - we rarely use email to communicate internally. You can set up Flow to send a message via Slack when an email is received - https://flow.microsoft.com/en-us/galleries/public/templates/…

            If you have Flow working, I would just send an email out to everyone saying whoever wants to use that notification system can deploy it themselves. However, if they dont and they miss out on any important emails; then they are the only ones to blame.

  • No Username on 21/10/2020 - 12:34

    You could try and deploy via PS.
    Were you using this tool to create the rules?
    https://admin.exchange.microsoft.com/#/connectors

    • BigLeviathan on 21/10/2020 - 13:02

      I used both, created the transport rule using the Exchange online UI and check the configurations from the PS

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