Getting Started with Smarter Tombola

The app is deployed once to your tenant’s app catalog. This requires SharePoint or tenant administrator rights.

1. Get the app from Microsoft AppSourceand deploy it to the app catalog.
2. Choose to add the app to all sites. The web part is then available on every site. Alternatively, add the app to individual sites via “Add an app”.
3. The deployment dialog lists the API access request Microsoft Graph · Mail.Send. Continue and approve it in the next step.

Microsoft has retired the SharePoint SendEmail API. That is why Smarter Tombola sends emails via Microsoft Graph with the delegated permission Mail.Send. A SharePoint administrator approves it once per tenant:

1. Open the SharePoint admin center › Advanced › API access.
2. Approve the pending request Microsoft Graph · Mail.Send from Smarter Tombola.

The app only uses the permission to send confirmation, gift and winner emails as the signed-in user – or from a shared mailbox, if you set one.

1. Create a page on a modern SharePoint site, or edit an existing one.
2. Add the web part Smarter Tombola. You find it in the toolbox in the group Other.
3. In edit mode the web part shows a card with the setup status and a button to start the assistant. The raffle itself is hidden while you edit, so no tickets are created while you lay out the page.

The assistant takes you to a ready-to-use raffle in five steps. You can start it in edit mode or on the published page. Until you click “Set up tombola” at the end, nothing on the site is changed.

Step 1: Mode

Choose how participants get their tickets. You can change the mode later in the settings.

Step 2: People

Decide who manages the raffle and who takes part. The assistant suggests the site’s owner group astombola admins and the member group as participants. You can add more people or groups. Tombola admins run the prize draw and see all tickets; participants only see their own.

Step 3: Appearance

By default the tickets use the colours of your site theme. Alternatively, pick a custom colour. The preview shows the ticket; a warning appears when the contrast is too low.

Step 4: Emails

Click “Send test e-mail to me”. If the test email arrives, Mail.Send is approved. If the permission is not approved yet, the message names the place where to approve it. Here you also switch the confirmation email with ticket numbers and the winner email on or off.

Optionally, enter a shared mailbox. All raffle emails then come from one address. Participants and admins need the “Send on behalf” or “Send as” right for it, set in the Exchange admin center. Without that right, the email is sent from the signed-in user’s account.

Step 5: Finish

The summary shows all settings. “Set up tombola” creates the lists, sets the permissions and saves the settings. You then see the next steps and an announcement text you can copy.

Participants only see the raffle once the page is published. Publish the page and announce the raffle – for example with the text from the assistant in Teams or in a news post.

On the published page, tombola admins see the admin bar above the raffle withTombola · Prize Draw · Lists · Settings. Only tombola admins see it; participants never do.

Settings opens a panel with tabs. Changes apply as soon as you click “Save” – you don’t need to edit the page. The web part’s property pane only points to these settings.

Below the admin bar a checklist shows how ready the raffle is – for example “67 % ready to start”. It checks, among other things, whether participants can take part, whether sending emails has been verified and whether the email texts contain the ticket numbers. Open items have a button, such as“Send test mail”. Once everything is done, the checklist disappears.

The prize draw is part of the Pro edition. Open Prize Draw in the admin bar and click“Start Prize Draw” – ideally in front of everyone, for example at the Christmas party.

• An animation runs through the ticket numbers and stops at the winning ticket.
• The draw considers all tickets. The winner receives an email.
• “Start again” draws the next winner. A ticket that has already won is not drawn again.
• The winners of earlier draws are listed in the prize draw view.

The update arrives through the app catalog. Tickets and lists are kept. Afterwards, please do three things:

1. Approve Mail.Send as described in step 2. Without the approval the raffle sends no emails. With version 1.1, sending emails has already stopped working since Microsoft retired the SendEmail API.
2. Open the page once as a tombola admin. The previous settings from the property pane – mode, colours and people – are taken over automatically. From then on you find them in the admin bar underSettings.
3. Save the permissions once. Open Settings › Permissions and click“Save”. Participants then get the “Contribute” permission instead of “Edit” on the lists and only see their own tickets.