This is one of the most useful common scenarios where you have to approach a Global Administrator every time to Approve Emails. Even when you want to create a few Queues or test Mailboxes on a non-production environment.
I would recommend this to be used only on Sandbox instance and let Production instance have this layer of approval of Global Administrators, but then it depends what you want to have. 🙂
Every time, you want to enable a mailbox for Server Side Synchronization, you are asked to Approve Email.
(If you want to enable Server Side Sync for enabling D365 App For Outlook, check this post Summarizing D365 App For Outlook Setup in 3 steps with Exchange Online mailbox)
And even if you try to Test & Enable the mailbox, you’ll see the error as This mailbox is disabled for email processing.
And you get the error as IncomingEmailS2SApprovalNeeded. Let’s look at how even System Administrators who aren’t Global Admins can enable Mailboxes.
Disable Approve Email for Mailboxes & Queues
So, if you want to not have each mailbox need an Approval from Global Administrator, go to Settings in site map > Administration > System Settings > Email tab
In the above screenshot, you select which of the mailboxes or queues or both, you want to allow to process emails without approval. Now, I want to only disable the need for approval for Queues and keep the users as is.
But doing so myself, gives me the following error
That’s because, to disable this, you’ll need a Global Administrator once. Once they disable this, if you have the appropriate rights to Test & Enable Mailbox, you can directly Test & Enable a mailbox even though the error message is still displayed on the Mailbox after disabling this feature.
The mailbox for the Queue is now active.
In case you are also looking to create a Support Queue for your organization, you can check this post Create a support Queue in D365 CE.
Hope this helps!!