Updating Microsoft 365 Mailbox Connections

In this article: 

• Why is Actionstep Changing the Way It Connects With Your Mailbox?
• What Will This Change Mean for Me?
• How Do I Reconnect My Mailboxes?
  • Reconnect your personal mailbox
  • Reconnect your system mailbox

Starting the week of 27 May 2024, Actionstep is changing the API connection method used when connecting a Microsoft 365 mailbox to Actionstep. This means you must reconnect the configuration for both your organization's mailbox as well as your own personal mailbox to continue to send emails.

This article covers what the change is, how it might affect you, and what steps you can take to continue to send email as expected. Otherwise, you will receive an error that says "There was a problem with authentication. Please reconnect or sign in again to your Outlook mailbox and try again."

Why is Actionstep Changing the Way It Connects With Your Mailbox?

Actionstep uses a set of APIs to connect to your Microsoft mailbox so that you can send emails from Actionstep. Microsoft has updated its API, which means the old API can no longer be used in Actionstep. This new API provides a more secure connection, which helps better protect your email data.

What Will This Change Mean for Me?

This change affects only those users who use a Microsoft mailbox. Once deployed, you will need to reconnect to your Microsoft mailbox before you can:

• Send emails out of Actionstep
• Save emails to matters using the Actionstep add-in for Outlook. 

If you attempt to send an email before reconnecting, or you attempt to assign an email to a matter in Outlook, you may get an authentication error like the following:

When sending an email from within Actionstep

When assigning an email in Outlook

How Do I Reconnect My Mailboxes?

How you reconnect depends on the type of mailbox you are using: 

• Personal mailboxes are set per user. Only you can use a personal mailbox you set.
• System mailboxes are configured in the Admin area of Actionstep and can be used by any Actionstep user.

To reconnect your personal mailbox:

1. In Actionstep, click your profile link. The My Profile page appears.
2. In the Email mailboxes section, click Edit for the personal mailbox that has (Outlook) at the end of its name. 
3. Click the Reconnect button.
4. Follow the onscreen prompts to authorize your Microsoft-hosted mailbox.

To reconnect your system mailbox:

1. In Actionstep, go to Admin > Email & SMS. 
2. In the Outbound email section, click Edit. The Outbound email page appears.
3. In the System mailboxes section, click Edit for any mailbox that has (Outlook) at the end of its name. You may have multiple mailboxes available. 
4. At the Edit Outlook Mailbox window, click Reconnect.
5. Follow the onscreen prompts to authorize your Microsoft-hosted mailbox.
6. Repeat this process for any other Microsoft-based system mailboxes you might have.
7. When you're finished, click Save to save your changes.