How to set an event when admin gives delegation to shared mailbox

Mani 376

Hello all,While giving delegation to Terminated user shared mailbox we want to make it for 60days and then need to follow up with the delegate on next step to remove or extend the delegation

To get this is there a way to create an event after 60days of giving delegation to shared mailbox with all details to our mailbox.

I tried office alerts but it's not giving all details.

Please suggest if any one have some automated scripts or any other solution to achive this.

Thanks in advance

Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-14T06:54:54.87+00:00

Hello, @Mani,

Is there any update on this thread? If the issue has been resolved, please mark the helpful replies as answers, this will make answer searching in the forum easier and be beneficial to other community members as well. Thanks for your understanding.

Best Wishes,

Alex Zhang
Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-21T02:38:21.8366667+00:00

Hello, @Mani

Just wanted to check if the answer shared below helped. If it helped, then would request you to please "Accept the answer" as it would be helpful to others in the community as well.

Best Wishes,

Alex Zhang

1 answer

Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-10T05:09:13.8566667+00:00
Hello, @Mani,

Welcome to the Microsoft Q&A platform!

From Exchange's native configuration there isn’t a built‐in mechanism to track when a delegation was assigned (and thus no native “expiry” event) or to automatically trigger reminders based solely on a 60-day interval. Perhaps you can try to handle this directly from Exchange by custom scripting.

Here's a way to automate the delegation and set a reminder using PowerShell:

Assign Delegation: Use the Add-MailboxPermission cmdlet to assign the delegation.

Set a Reminder: You can use a scheduled task to run a PowerShell script that checks for delegations that are about to expire and sends a reminder email.

# Assign delegation Add-MailboxPermission -Identity "SharedMailbox" -User "DelegateUser" -AccessRights FullAccess -InheritanceType All # Schedule a task to run after 60 days $action = New-ScheduledTaskAction -Execute 'Powershell.exe' -Argument '-File "C:\Scripts\CheckDelegation.ps1"' $trigger = New-ScheduledTaskTrigger -At (Get-Date).AddDays(60) -Once Register-ScheduledTask -Action $action -Trigger $trigger -TaskName "CheckDelegation" # Create the CheckDelegation.ps1 script $scriptContent = @" # CheckDelegation.ps1 # Script to check delegation and send reminder # Your logic to check delegation # Example: Send an email reminder Send-MailMessage -To "your-email@example.com" -Subject "Delegation Reminder" -Body "Please review the delegation for SharedMailbox." -SmtpServer "smtp.example.com" "@ Set-Content -Path "C:\Scripts\CheckDelegation.ps1" -Value $scriptContent

This script will:

Assign the delegation.

Schedule a task to run a script after 60 days.

The scheduled script will send a reminder email.

Since it is very difficult for exchange to try to automate on this issue, if it fails, I suggest using Power Automate to finish this. For reference, please refer to Automate Shared Mailbox Requests Using Azure Logic Apps.

(Note: Microsoft provides third-party contact information to help you find additional information about this topic. This contact information may change without notice. Microsoft does not guarantee the accuracy of third-party contact information.)

Should you need more help on this, you can feel free to post back.

If the answer is helpful, please click on “Accept answer” as it could help other members of the Microsoft Q&A community who have similar questions and are looking for solutions.

Thank you for your support and understanding.

Best Wishes,

Alex Zhang
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Mani 376 Reputation points

2025-02-10T19:51:03.9166667+00:00

Hello @Alex Zhang-MSFT ,

Thanks for sharing steps i will try and update on this,

And is there any command to check when mailbox converted to shared mailbox?

Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-11T02:42:26.7033333+00:00

Hello, @Mani,

Yes, you can check when a mailbox was converted to a shared mailbox by using the Exchange Admin Audit Log. This log records administrative actions, including mailbox conversions.

1.Enable Mailbox Auditing (if not already enabled):

Set-Mailbox -Identity "SharedMailbox" -AuditEnabled $true

2.Search the Admin Audit Log: Use the Search-AdminAuditLog cmdlet (Search-AdminAuditLog (ExchangePowerShell) | Microsoft Learn) to find the conversion event. This command will search for the Set-Mailbox cmdlet that was used to convert the mailbox:

Search-AdminAuditLog -Cmdlets "Set-Mailbox" -ObjectIds "SharedMailbox" | Where-Object {$_.CmdletParameters -like "*Type*"}

This command will return the details of when the mailbox was converted, including the date and the admin who performed the action.

If the answer is helpful, please click on “Accept answer” as it could help other members of the Microsoft Q&A community who have similar questions and are looking for solutions.

Thank you for your support and understanding.

Best Wishes,

Alex Zhang

Mani 376 Reputation points

2025-02-12T13:29:31.46+00:00

I forgot to mention that i need to check for nearly 500 mailboxes.

Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-13T05:36:58.5333333+00:00

Hello, @Mani,

For checking the conversion date of nearly 500 mailboxes, you can use a PowerShell script to automate the process. Here's a script that will loop through a list of mailboxes and check their conversion dates:

Prepare a list of mailboxes: Create a text file (e.g., mailboxes.txt) with the list of mailbox identities, one per line.

Use the following PowerShell script:

# Read the list of mailboxes $mailboxes = Get-Content -Path "C:\path\to\mailboxes.txt" # Loop through each mailbox and check the conversion date foreach ($mailbox in $mailboxes) { $auditLog = Search-AdminAuditLog -Cmdlets "Set-Mailbox" -ObjectIds $mailbox | Where-Object {$_.CmdletParameters -like "*Type*"} if ($auditLog) { $conversionDate = $auditLog.CreationDate Write-Output "$mailbox was converted on $conversionDate" } else { Write-Output "No conversion record found for $mailbox" } }

This script will:

Read the list of mailboxes from mailboxes.txt.

Loop through each mailbox and search the admin audit log for the conversion event.

Output the conversion date for each mailbox.

Make sure to replace "C:\path\to\mailboxes.txt" with the actual path to your text file.

If the answer is helpful, please click on “Accept answer” as it could help other members of the Microsoft Q&A community who have similar questions and are looking for solutions.

Thank you for your support and understanding.

Best Wishes,

Alex Zhang

Mani 376 Reputation points

2025-02-17T13:48:28.85+00:00

Hello @Alex Zhang-MSFT ,

Search-AdminAuditLog -Cmdlets "Set-Mailbox" -ObjectIds "SharedMailbox" | Where-Object {$_.CmdletParameters -like "Type"}

I tried this command by replacing object id with shared mailbox email ID and tried for few times but still getting this same error.

Alex Zhang-MSFT 5,300 Reputation points Microsoft Vendor

2025-02-19T01:36:33.94+00:00

Hello, @Mani

First, ensure that admin audit logging is properly configured and enabled by using the Get-AdminAuditLogConfig cmdlet, and verify that you have the necessary permissions (such as Organization Management or Audit Log roles). Check that you're using the correct object identifier (whether it's the shared mailbox’s email, alias, or GUID) and review or simplify any filters—like those applied to CmdletParameters—to confirm that the expected data is available. Also, be aware that audit log entries may not appear immediately if they haven't been indexed yet.

If the issue persists, try increasing the logging detail with Set-AdminAuditLogConfig -AdminAuditLogCmdlets * -AdminAuditLogParameters * to help pinpoint the root cause, and limit your search by specifying valid dates using –StartDate and –EndDate to narrow down the log entries. Additionally, ensure your Exchange servers are healthy by running Test-ServiceHealth and check for any Active Directory replication issues. If these troubleshooting steps don't resolve the problem, consider reviewing your Exchange server logs for more detailed error information.

If the answer is helpful, please click on “Accept answer” as it could help other members of the Microsoft Q&A community who have similar questions and are looking for solutions.

Best Wishes,

Alex Zhang
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