Breaking Changes in Email Delivery

Vladi Gubler

September 04, 2025

Retirement of SendEmail API

Microsoft is planning to remove SendEmail API from SharePoint Online on October 31st 2025. This API is used by developers, including Infowise, to send emails from SharePoint in a simple fashion. Once the API is removed, it will no longer be possible to send any email via this channel. All emails need to be sent via email servers, such as Exchange Online.

Usage of API in Ultimate Forms

Ultimate Forms only still uses the API in legacy or fallback features. The two prominent features still using the API:

Alerts - normally, alerts are always sent via Exchange Online. However, if you failed to properly configure your Alerts module, sending via Exchange will fail. Up until now, the component will then deliver the email via SendEmail API with the following limitations:
- No external recipients - only email addresses belonging to your tenant can be delivered to.
- No attachments - only email body is included, any attachments are discarded.
- Error entry in the alert log is added
Send Email Action - until recently, this action type exclusively used the SendEmail API. Once Microsoft announced the retirement of the API the following changes were made to this action type:
- From account property was added and made required.
- When From property is configured, the email is sent via Exchange Online using the same mechanism as Alerts. If the property is empty or sending via Exchange fails, the email is sent via SendEmail API.

Upon the retirement of the API both fallback functions will stop working and will be removed from Ultimate Forms. Properly configured Alerts and Actions will continue operating normally without any interruptions.

Necessary Updates

IMPORTANT: if you do not take the necessary measures as described, you will experience failures and loss of functionality. Make sure to perform the adjustments in a timely fashion to ensure uninterrupted service.

Alerts

You must ensure Exchange Online permission grant is performed in your tenant. This permission grant can be performed by Global Administrators only. You can test and grant permissions in two locations within Ultimate Forms:

Alerts -> Administration
Global Settings -> Alerts

You have a choice of either application or delegated permission grants. Read this dedicated article for more information.

Additionally, ensure all alerts have a valid From account. This account must resolve to an actual active user mailbox. Do not use fake accounts, such as no-reply@mydomain.com.

NOTE: you must grant this permission to be used with Send Email and Print List Items actions.

Send Email Action

You must specify a valid From account for all your Send Email actions. Actions without a valid From account will stop working with the retirement of the SendEmail API. You can be provided with a list of misconfigured actions in your tenant upon request.

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