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Automated Email Notification When SharePoint Calendar Events Occurs

Hi there

I am looking to establish an automated email notification when events in my team's shared SharePoint calendar occur.  The calendar is being established specifically to include only significant events for which a notification is required.  Given staff changes will occur, it is hoped that we can achieve an outcome where every time a calendar event in the SharePoint calendar occurs, everyone who at that time has access to the SharePoint will receive an email notification, including the description of the event.

I have read this thread (https://powerusers.microsoft.com/t5/Building-Flows/Flow-to-send-email-reminders-when-calendar-date-a...), however it appears to focus on one recurring event. The Flow we hope to build would send an email on any day when one of the calendar events is occuring. Any assistance would be very much appreciated!

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Community Support
Community Support

Hi @Rory_Pryce,

 

Firstly, there is no any way for flow to send an email notification to person who at that time has access to the SharePoint when a calendar event in the SharePoint calendar occurs.

 

Secondly, as you said, it  focus on one recurring event in microsoft flow,and there is no any way to send an email on any day when one of the calendar events is occuring.

 

Best regards,

Alice

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3 REPLIES 3
Community Support
Community Support

Hi @Rory_Pryce,

 

Firstly, there is no any way for flow to send an email notification to person who at that time has access to the SharePoint when a calendar event in the SharePoint calendar occurs.

 

Secondly, as you said, it  focus on one recurring event in microsoft flow,and there is no any way to send an email on any day when one of the calendar events is occuring.

 

Best regards,

Alice

View solution in original post

Thanks for the response Alice, appreciate it.


Kind regards

Rory

Regular Visitor

@Rory_Pryce I think you have more options than what Alice suggests. 

 

Are you using recurring events or individual events? If you are using individual events, then you do have options for accomplishing what you ask. 

If you are using recurring events, well then Flow apparently can't read-in all events in a recurring event, but only the first occurence of a series. I am looking for a workaround to this myself. 

 

If you are using individual events, then you could setup a scheduled Flow which runs daily. Each daily run can get your calendar list items and check to see if there are any events that day, if there are then send an email. It is similar to the thread you referenced, except you would run yours daily instead of just on Tuesdays.

 

As for finding out who has access to the SharePoint site on a given day, you might need to use the HTTP request action to pull in the site users. 

 

 

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