Hi There,
I’m using Microsoft-365 Watch Messages to monitor sent messages folder. It is triggering everytime a messages is sent by the output bundles are different for different users. When it is working correctly all the details of the sent messages are visible. when it isn’t working properly the output bundles look like this:
Any thoughts on why this is?
Hi @Chris_Clarke and welcome to the Make Community!
Do you see anything different in the Sent folder of each user that would explain it?
DOes it fail only for certain users? Or does it work sometimes and fail other times for the same user?
It could be a number of things but you have to look at each component to really understand the problem
L
Hi L_Duperval
Thanks so much for your response. To answer your questions.
I can’t see their sent folder - I have had them authenticate using the Make.com module and then leave it up to Make to monitor/read. How would i check their sent folder further?
Yes, this is for just certain users. I have two users where it is working perfectly and 3 users where it doesn’t work correctly.
No it doesn’t seem to have worked correctly these users ever.
In the history, you can see the Make.com runs and see which ones worked and which ones didn’t. By comparing the ones that succeeded with the ones that failed, you should be able to see a pattern and that will give you an indication of what the problem is.
If you can’t figure it out, you can export the input bundles for the email module and ask ChatGPT or another LLM to analyze a few of them and ask it to point out why it thinks that it’s failing. Of course, be aware that by doing so, you’re sending potentially sensitive information.
L
Hi @L_Duperval
The history isn’t too helpful in this instance. Their isn’t any input bundle for this module as it is ‘watching’ the sent folder. Once an email is sent then this flow starts. Here is an image of the working bundle.
and one of them that doesn’t work.
None of the flows actually fail. it is just that some don’t have any readable information in there.
Look closer at this comparison, it is almost like the one that isn’t working properly doesn’t have all the fields in the output bundle. While i don’t think it is meant to be necessary i have turn on all the fields to see if this will help. It will be rather strange if this does work because the flow that is working does not have these fields turned on.
I’ll report back:
Hmmm… It would be interesting to get the original messages from the users for whom it fails. They should be able to forward the message to you as an attachment and then you can inspect the source code to see. It could be that there is missing information in the message or something else that is tripping up the module.
One thing I noticed right away is the presence of the “Change Key” field, which I’m not familiar with.
This is what Perplexity says:
The “Change Key” field in a sent message is a unique identifier used in systems like Microsoft Exchange to track the state of an item, such as an email. Each time an item is modified, a new ChangeKey is generated. This ensures that updates or operations applied to the item are based on its most recent version. If the ChangeKey provided in a request does not match the current ChangeKey of the item, the operation (e.g., updating or sending) will fail to prevent conflicts caused by simultaneous changes from multiple sources[2][4][7].
This mechanism is particularly important in systems using Exchange Web Services (EWS) to maintain synchronization and data consistency.
Citations:
[1] https://ecl.informationbuilders.com/focus/topic/shell_7706/FOCUS_Maintain/source/topic143.htm
[2] EWS Identifiers in Exchange | Microsoft Learn
[3] How to rename JSON key - Stack Overflow
[4] java - The send or update operation could not be performed because the change key passed in the request does not match the current change key for the item - Stack Overflow
[5] https://rc.partners.org/servicenow-partnershc/kb_download/43b796bf87a76d50c8e623f9fdbb35a2
[6] 2 9 Code Table File Lookup Rule
[7] Office 365 Outlook - Connectors | Microsoft Learn
[8] https://partner.transavia.com/eu/-/media/Files/GDS/SABRE-GDS-booking-instructions-for-Transavia.pdf?la=en&hash=25D2B9F4FC718EF941E140DAAAD0E026
[9] Selecting Key Fields
Although in a follow up it said:
The absence of a “Change Key” field in a sent message is unlikely to directly cause an automation tool like Make.com to fail in sending an email to the sent folder. However, this situation can indirectly lead to issues with email handling and synchronization[1][4].
Impact on Email Automation
When using automation tools like Make.com for email operations, the following points are relevant:
Sending Emails: Make.com’s email module typically doesn’t rely on the “Change Key” field to send emails. The process of sending an email is generally independent of this field[2][4].
Folder Management: After sending an email, automation tools often move the sent message to a specific folder (usually the “Sent” folder). This operation might be affected if the system cannot properly track the email’s state[5].
Synchronization Issues: The absence of a “Change Key” could potentially lead to synchronization problems between the automation tool and the email server, especially when dealing with modifications or updates to sent items[1].
Workarounds and Best Practices
If you’re experiencing issues with emails not appearing in the sent folder when using Make.com, consider the following:
Use Get Emails Module: After sending an email, use the “Get Emails” module to retrieve the sent email’s UID, which can then be used to move the email to the desired folder[5].
Timing Considerations: Add a short delay after sending the email before attempting to move it, allowing time for the email server to process the sent message[5].
Check Authentication: Ensure that your email account is properly authenticated within Make.com to allow full access to folder management[2].
Review Automation Flow: Double-check your automation scenario to ensure all necessary steps for sending and managing emails are included and correctly configured[4][5].
While the “Change Key” field itself may not be directly manipulated in Make.com, ensuring proper email handling and synchronization is crucial for successful automation of email tasks, including moving sent emails to the correct folder.
Citations:
[1] Make's Send Email Module "From" problem
[2] https://www.make.com/en/help/tools/email
[3] Email Automation Feature in MailBluster
[4] Multiple recipients in one field
[5] How to move an gmail to a folder after being sent?
[6] Trends in 2021: How Email Automation Tools Are Changing - Agile CRM Blog
[7] Field Change Automation also sending email on issu...
[8] Trigger a cloud flow based on email properties in Power Automate - Power Automate | Microsoft Learn
[9] The Best Email Automation Software in 2025: Top-Rated Options
[10] Sending Emails: Changing "From" Field Bad? - Stack Overflow
[11] Changing "From" Name That Appears in Gmail Emails Sent via Make
[12] Email Automation Challenges and Solutions to Overcome
[13] https://www.make.com/en/help/release-notes
[14] https://www.make.com/en/use-cases/automated-email-responses
[15] How Email Marketing Automation Can Boost Your Productivity
[16] Need help in configuring scenario of sending email
[17] Automated email needs to be more specific - Item updates - Feature requests - monday Community Forum
[18] Email Marketing Automation: A Comprehensive Guide to Kickstart Your Journey
[19] https://www.make.com/en/help/modules/iterator
[20] automations: "when column changes..." TO- specifying column change - Feature requests - monday Community Forum
Ok, so after having turned on the fields in the ‘watch messages’ module this seems to be working, for all users.
I’ll report back if it continues to work correctly after a day or so. There was a little bit of trial and error because not all fields were applicable and would show an error if selected.
Good for you for figuring it out!
If it works, don’t forget to mark your answer as a solution so others who run into this can find it.
L
Ok, with the field setting selected the flow is now working correctly.
