This article was created in response to a support issue logged with K2. The content may include typographical errors and may be revised at any time without notice This article is not considered official documentation for K2 software and is provided “as is” with no warranties.
Is it possible that a Shared Mailbox for O365 can be used against the out of the box EWS configuration for K2 5.0 or 5.1, which is done through the set up or the connection string editor? This was once attempted within the previous version of K2 Pre 4.7 version, however it was stated that this was not supported.
This approach is not supported, but can be used but at your own risk.
So for SmartActions, K2 connects to the mailbox, and pulls the first email. Then processes it, and then deletes it. In the case of using a shared mailbox, this functionality might work.
There are 2 main concerns using a shared mailbox:
1. If another user\account has access to the mailbox, it might remove emails that K2 needs to process.
2. Even Microsoft has specific requirements (like disabled state): "A shared mailbox is not designed for direct logon. The user account for the shared mailbox itself should stay in a Disabled (or “disconnected”) state" and you can change something at anytime with regards to a shared mailbox.
So if it does work with K2, and Microsoft decides to make a change on their end, this could then have an impact on K2 and will no longer work as expected. No updates on our end would be made as it not officially supported.
Only using a dedicated mailbox is the only current supported approach for this at the moment.