Use Queues to Send Automated Emails

Generally I think this is best practice. In some cases we may want more personal emails sent, and replies to go directly back to users, but this more relates to notifications or other automated emailing scenario such as sending sales documents (invoices for example)

In Microsoft Dynamics mailboxes are created for each queue, as well as each user, which is created in the system

  • User mailboxes will generally be their personal email address, and queue email addresses may be any email address
  • With user mailboxes security is generally relevant, and by default users processes cannot send emails from another user, unless they are granted such permissions. With queue mailboxes security is not so relevant and users processes can send emails from queues, for the most part, without requiring additional privileges for sending emails
  • Each user account, and therefore its mailbox, in the system requires a Dynamics 365 license. A queue, and therefore its mailbox, does not require a Dynamics 365 license
  • In the scenario of automated emails generally we are using a generic email address, not tied to a person/user. We do not want it to consume a license if possible

Based on these points I think using a Queue generally comes out as a clear winner for most automated emailing scenarios

 

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