Runbook: ACT-CreateSharedMailbox.ps1

📘 Description

Creates a Shared Mailbox in a customer’s on-premises or hybrid Microsoft Exchange environment.

This runbook supports:

• Creating shared mailboxes
• Automatic SMTP address generation
• Organizational Unit placement
• Optional metadata (department, description)
• Assigning FullAccess & SendAs permissions
• Jira ticket updates (comments + transitions)
• SymphonyDesk logging for full audit trace

Common use cases:

• Departmental shared boxes (HR, Finance, Support)
• Project mailboxes
• Generic functional mailboxes

---

🧩 Required Parameters

Name	Description	Example
DisplayName	Name of the mailbox	"Finance Team"
Alias	SMTP alias (before @)	"finance"
IssueKey	Jira issue key	"ITSD-5533"

---

🪄 Optional Parameters

Name	Description	Example
Department	Department label	"Finance"
Description	Mailbox description	"Shared mailbox for finance team"
Members	Array of users to grant access	["john@contoso.com","sarah@contoso.com"]
AutoMap	Outlook automapping toggle	"true"

---

📤 Webhook JSON Example

{
  "customer": "Contoso",
  "runbook": "ACT-CreateSharedMailbox.ps1",
  "issue_key": "{{issue.key}}",
  "params": {
    "DisplayName": "{{issue.fields.customfield_10400}}",
    "Alias": "{{issue.fields.customfield_10401}}",
    "Department": "{{issue.fields.customfield_10402}}",
    "Description": "{{issue.fields.customfield_10403}}",
    "Members": [
      "{{issue.fields.customfield_10404}}",
      "{{issue.fields.customfield_10405}}"
    ]
  }
}

---

📩 Jira Automation Example

When: Issue Created
Then: Send Web Request → SymphonyDesk

{
  "customer": "Contoso",
  "runbook": "ACT-CreateSharedMailbox.ps1",
  "issue_key": "{{issue.key}}",
  "params": {
    "DisplayName": "{{triggerIssue.fields.customfield_10400}}",
    "Alias": "{{triggerIssue.fields.customfield_10401}}",
    "Members": [
      "{{triggerIssue.fields.customfield_10404}}"
    ]
  }
}

---

📥 Success Response

{
  "job_id": "job-shared-994ab2",
  "status": "success",
  "output": "Shared mailbox created successfully"
}

---

📥 Error Response

{
  "job_id": "job-shared-994ab2",
  "status": "error",
  "message": "New-Mailbox failed",
  "raw": "New-Mailbox : Access denied..."
}

---

🗃 Requirements

• On-prem Exchange environment
• Exchange RBAC permissions to create shared mailboxes
• Runner must access:
• Domain Controller
• Exchange PowerShell endpoint
• Customer configuration must contain:
• ExchangeUri
• MailDomain
• SharedMailboxOU
• Jira credentials in SymphonyDesk secrets.json

---

🏗 Version History

Version	Date	Notes
1.0	2025-01-20	Initial release
1.1	2025-01-22	Added FullAccess/SendAs support
1.2	2025-01-25	Added department + description attributes