All User email

[Adrian Simpkins]

Hi,

Currently we have a planned / unplanned email sent out to all our customers from an Outlook email group as and when required. This is to communicate when a system is down normally.

Ideally we want to start raising this as a request within Service Manager to track / report against these items. Is it possible to send an all user email from within Hornbill? I can see options for individual emails but nothing for an all user email or a group?

Many thanks as always

Adrian

 

[Berto2002]

Interested in this as I don't think there is a way.

What we do is maintain O365 groups (enabled as email distribution lists and security groups) in Azure AD.

We have a SLAM workflows that add/remove users to these application-specific AAD groups using iBridge.

We sync these users into Service Manager Organisations of type 'general' and use those as Subscribers for the apps in the portal.

We then have 'fake' users in Service Manager with email addresses that match the email address of the AAD groups (acting as a dist list).

We can then use the UI or the workflow to email these "users"; and the emails get sent to all the people in the AAD group.

The practical upshot of which is that you can use Service Manager to email all the users of a given application

Due to the overhead of this, we only use it for our top 20 applications but we are adding more over time.

[Adrian Simpkins]

Thanks Rob - if there is no OOB function we can perhaps explore the above solution instead

Many thanks !

[Victor]

20 hours ago, Adrian Simpkins said:

if there is no OOB function

I can confirm this. There isn't.

[Adrian Simpkins]

Thanks Victor - I will advise that we will raise the request in Hornbill but the all user email will still be sent from out Outlook group / from within Outlook

Many thanks !

[Victor]

Actually, the email will be sent from Hornbill to the group address and the group membership is managed in Outlook/O365 (your mail system that is)

[Steve Giller]

Speaking of your mail system - I'm pretty sure it's Office365Mail
You might want to consider the rate limits if you're intending to send to all Users, because you can hit them pretty quickly (especially if multiple systems go down at the same time) and then you're stuck with delayed mail until the backlog is cleared.

[Adrian Simpkins]

Thanks both - I was concerned about the rate limits as well. I think for now I will just advise the team to continue sending to the all user email group we have setup direct in Outlook.

Many thanks as always !