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      Supporting Microsoft Exchange in DSR Access Requests

      Overview

      When handling Data Subject Rights (DSR) Access Requests, organizations often need to retrieve personal data stored in Microsoft Exchange (emails, attachments, or metadata). Since Exchange does not natively expose all mailboxes as files, the recommended approach is to connect Exchange with SharePoint or OneDrive, which MineOS already integrates with.

      By setting up an automated flow, all relevant emails can be stored in SharePoint or OneDrive, allowing MineOS to discover and process them during DSR handling.

      How does it work?

      There are four recommended approaches to support Microsoft Exchange in your DSR workflows:

      1. Microsoft Graph API 

      The Microsoft Graph API allows programmatic export of mailbox data, including both historical and new emails. Messages can be queried and stored in SharePoint or OneDrive for MineOS to process.

      • Use endpoints such as Get message to retrieve individual items or Mailbox import/export APIs for bulk export.

      • Requires application-level permissions and an Azure app registration.

      • Best suited for organizations with developer resources who need full control or historical coverage.

      Documentation:

      2. Power Automate Flow

      Microsoft Power Automate can automatically copy new incoming emails into SharePoint or OneDrive.

      • Create an automated flow with the trigger “When a new email arrives (V3)”.

      • Add the action “Create file” in OneDrive or SharePoint.

      • Map fields such as Subject, Message ID, Body, or Attachments.

      • Optionally filter which emails to capture based on sender, subject, or folder.

      Documentation: Email triggers in Power Automate

      3. Exchange Journaling

      Journaling in Exchange captures copies of all incoming and outgoing emails, including BCC and internal messages. These journaled messages can then be transferred into SharePoint or OneDrive for MineOS discovery.

      • Configure journal rules in Exchange Online to send copies to a journaling mailbox or external archive.

      • Ensure the captured messages are securely exported to a repository MineOS can access.

      Documentation: Journaling in Exchange Online

      4. Custom Integration via MineOS Integration Builder

      Organizations can also use the MineOS Integration Builder to create a tailored Exchange connector.

      • Build your own 'Exchange → MineOS' integration using the Integration Builder.

      • Alternatively, collaborate with the MineOS Solution Engineering team, who can design and deploy a custom connector tailored for your needs.

      Historical Email Coverage

      • Graph API → Supports both existing and new emails.

      • Power Automate Flow → Captures only new emails from the time the flow is activated. Existing emails must be migrated separately.

      • Exchange Journaling → Captures only new emails after journaling is enabled. Past emails are not included.

      • Custom Integration (Integration Builder) → Can be designed to support both existing and new emails.