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Sleky
Frequent Visitor

SharePoint Calendar and Events

‎01-24-2018 04:08 PM

I had initiall posted this in the wrong forum; trying again here!  lol

 

I am trying to create a flow that will:

 

Create a new event unless one exists, then it will update the existing event.

 

I'm [    ] that close to getting this to work!  Just can't figure out the if/then statement.  

 

I can get the flow to email me all the pertinent information, so the trigger is perfect.  I am triggering off of "When an event is created or modified" and it is a List name = "group calendar".

 

I can get the flow to create the event just fine as well.

 

However, what I'm having issues with is if the event exists, it updates it instead of creating a new one.  I just tried one last time to get it to work, and it went thru ALL my events, checked the condition (if the ID matches) and executes on that one event, which will create the event because the ID's don't match.  But then it went onto the next irrelevent event and repeated.  Thankfully Outlook lists events and easy deletion (phew).

 

I can provide SS's or such.  TIA

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v-yuazh-msft
Community Support
Community Support
In response to Anonymous

‎01-28-2018 05:20 PM

Hi @ Slekys,

Do you want the flow to :

  1. When an event is new created in your group calendar list, create a new event in Office365 outlook.
  2. When an event is updated in your group calendar list, update the event in Office365 outlook.

 

Because the outlook event’s id is generated by System automatically, so you need to add a column in your calendar list and save the outlook event’s id in this column.

When an event is created in your outlook, the outlook event’s id should be saved in the column in your calendar list.

Your calendar list should have no event before you create the flow so that all new created event in your calendar list would have a value in outlook event id field.

To add a column in your calendar list ,please follow steps below:

  1. Sign in your sharepoint ,find your calendar list
  2. Click the gear in the calendar list web’s top right ,select Site settings

 1.png

     3.Click the Site columns in the Site settings web.

 

 2.jpg

     4.Click Create in the Site columns web.

3.png

     5.Add a column name “outlook event id” in the Create columns web. the column set to Single line of text type. Make sure to save the column.

 4.jpg

 

 

 

You could create a flow as steps below:

  1. Add a trigger “When an item is created or modified”, fill in your Site Address and calendar list Name.
  2. Add action “Get item”, fill in your Site Address and calendar list Name, choose the ID dynamic content of “When an item is created or modified” in Id field.
  3. Add action “Get events(V1)”, choose your Calendar in Calendar id field.
  4. Add action “Initialize variable”, the Name field set to Integer，the Type field choose Integer, the Value field set to “0”
  5. Add an apply to each, choose the value dynamic content of “Get events(V1)” action in the input field.
  6. Inside the apply to each, add a Condition, the first value set to the outlook event id dynamic content of “Get item”, the second value set to the Id dynamic content of “Get events(V1)”, the condition in the middle select is equal to.
  7. Inside the If yes, add action “Update event(V1)”, choose your Calendar in Calendar id field, choose Id dynamic content of “Get events(V1)” in Id field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”,choose Title dynamic content of “When an item is created or modified” in Subject field.
  8. Add a “Increment variable” under the “Update event(V1)”. Name field choose Interger. Every time the Increment variable action run，the Interger would increase 1.
  9. Outside the apply to each, add a Condition2, the first value set to the Integer dynamic content of Variables, the second value set to “0”, the condition in the middle select is equal to. The Integer’s value would always be “0” if the “Update event(V1)” haven’t run. that stand for “No update event” and mean we need to “Create event” next.
  10. Inside the if yes, add action “Create event(V1)”, choose your Calendar in Calendar id field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”,choose Title dynamic content of “When an item is created or modified” in Subject field.
  11. Add action “Update item” under the “Create event(V1)”, fill in your Site Address and calendar list Name, choose the ID dynamic content of “When an item is created or modified” in Id field, choose the Title dynamic content of “When an item is created or modified” in Title field, choose the Title dynamic content of “When an item is created or modified” in Title field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”, and choose the Id dynamic content of “Create event(V1)”.

 

Image reference:

 5.png6.png7.png

 

 

 

 

When an item is created, the flow run successfully as below:

 

8.png

When an item is updated, the flow run successfully as below:

 9.png

 

 


Regards,
Alice Zhang

View solution in original post

Message 6 of 23
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Sleky
Frequent Visitor

‎01-24-2018 05:20 PM

So - Here is what I got.  When it runs, because of an update/creation on the sharepoint calendar.  It will basically creates only one new item at a time and will delete any previous entries into my O365 calendar.

 

That is really puzzeling!

 

Screen Shot 2018-01-24 at 8.17.56 PM.png

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Anonymous
Not applicable
In response to Sleky

‎01-25-2018 11:58 AM

Have you tried adding a condition that checks the "ID" of the new event and "ID" in the get events step?

 

If you want your calendar to check if the event already exists, then I think you need a condition that actually looks up event IDs. I have not tested this - I just wanted to share this quick idea!

Message 3 of 23
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Sleky
Frequent Visitor
In response to Anonymous

‎01-26-2018 04:18 AM

The second action step is to gather up my calendar events.  I'm wondering if I need to use the "filter" on that step to focus on only the ID we are focusing on.  I tried to but in dynamic content; but it complained about that filter.  So I had to strip it out.

 

I have tried using a conditional action step; but it would change the flow as soon as I left the A = B? condition and change it to an "apply to all items" sorta scenario.  Very odd

 

 

 

 

Screen Shot 2018-01-26 at 7.21.04 AM.png

Screen Shot 2018-01-26 at 7.30.22 AM.png

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Anonymous
Not applicable
In response to Sleky

‎01-26-2018 06:34 AM

I think you need the "apply to each", because it needs to check all calendar events to see if there is a matching event. 

 

 

Attached is a screenshot of what I was thinking in terms of the flow steps. I have not fully tested this flow - I wanted to at least quickly share a potential structure. 

 

 

Screen Shot 2018-01-26 at 9.32.17 AM.png

 

Have you tried separating this process into two flows? One flow would start with "when an item is created" trigger and the other would start with "when an item is modified". 

Message 5 of 23
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v-yuazh-msft
Community Support
Community Support
In response to Anonymous

‎01-28-2018 05:20 PM

Hi @ Slekys,

Do you want the flow to :

  1. When an event is new created in your group calendar list, create a new event in Office365 outlook.
  2. When an event is updated in your group calendar list, update the event in Office365 outlook.

 

Because the outlook event’s id is generated by System automatically, so you need to add a column in your calendar list and save the outlook event’s id in this column.

When an event is created in your outlook, the outlook event’s id should be saved in the column in your calendar list.

Your calendar list should have no event before you create the flow so that all new created event in your calendar list would have a value in outlook event id field.

To add a column in your calendar list ,please follow steps below:

  1. Sign in your sharepoint ,find your calendar list
  2. Click the gear in the calendar list web’s top right ,select Site settings

 1.png

     3.Click the Site columns in the Site settings web.

 

 2.jpg

     4.Click Create in the Site columns web.

3.png

     5.Add a column name “outlook event id” in the Create columns web. the column set to Single line of text type. Make sure to save the column.

 4.jpg

 

 

 

You could create a flow as steps below:

  1. Add a trigger “When an item is created or modified”, fill in your Site Address and calendar list Name.
  2. Add action “Get item”, fill in your Site Address and calendar list Name, choose the ID dynamic content of “When an item is created or modified” in Id field.
  3. Add action “Get events(V1)”, choose your Calendar in Calendar id field.
  4. Add action “Initialize variable”, the Name field set to Integer，the Type field choose Integer, the Value field set to “0”
  5. Add an apply to each, choose the value dynamic content of “Get events(V1)” action in the input field.
  6. Inside the apply to each, add a Condition, the first value set to the outlook event id dynamic content of “Get item”, the second value set to the Id dynamic content of “Get events(V1)”, the condition in the middle select is equal to.
  7. Inside the If yes, add action “Update event(V1)”, choose your Calendar in Calendar id field, choose Id dynamic content of “Get events(V1)” in Id field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”,choose Title dynamic content of “When an item is created or modified” in Subject field.
  8. Add a “Increment variable” under the “Update event(V1)”. Name field choose Interger. Every time the Increment variable action run，the Interger would increase 1.
  9. Outside the apply to each, add a Condition2, the first value set to the Integer dynamic content of Variables, the second value set to “0”, the condition in the middle select is equal to. The Integer’s value would always be “0” if the “Update event(V1)” haven’t run. that stand for “No update event” and mean we need to “Create event” next.
  10. Inside the if yes, add action “Create event(V1)”, choose your Calendar in Calendar id field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”,choose Title dynamic content of “When an item is created or modified” in Subject field.
  11. Add action “Update item” under the “Create event(V1)”, fill in your Site Address and calendar list Name, choose the ID dynamic content of “When an item is created or modified” in Id field, choose the Title dynamic content of “When an item is created or modified” in Title field, choose the Title dynamic content of “When an item is created or modified” in Title field, choose the End Time, the Start Time dynamic content of “When an item is created or modified”, and choose the Id dynamic content of “Create event(V1)”.

 

Image reference:

 5.png6.png7.png

 

 

 

 

When an item is created, the flow run successfully as below:

 

8.png

When an item is updated, the flow run successfully as below:

 9.png

 

 


Regards,
Alice Zhang

Message 6 of 23
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Sleky
Frequent Visitor
In response to v-yuazh-msft

‎02-03-2018 08:41 AM

You are a mad scientist!

 

So close, when creating the event in my calendar, it makes, like 8 copies.  I noticed, that when creating the event on the sharepoint calendar, the Outlook EventID isn't being filled with anything.  Is there a way to make that auto-increment on sharepoint when the event is created?

Message 7 of 23
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Anonymous
Not applicable
In response to Sleky

‎02-05-2018 07:11 AM

@v-yuazh-msft What a great solution!

 

I implemented your recommendation and the flow successfully created an Outlook event based on the SharePoint calendar item.

 

However, when the SharePoint calendar item was updated at a later time, the flow failed to update the Outlook calendar item with the new SharePoint details. '

 

I receive the following error message for updating the outlook event: 

 

  "message": "Your request can't be completed. The start and end times for an all-day event need to be set to midnight.\r\nclientRequestId: 7f137333-d881-415a-953b-bf7e357a7aa1",

 

 

I have the "Update event" settings exactly like the "create event" settings and there is no problem with creating an event. 

Message 8 of 23
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Sleky
Frequent Visitor
In response to Anonymous

‎02-05-2018 02:42 PM

I missed the part where it updates the sharepoint item and adds the ID to the sharepoint item.  I've added that - however, it is still creating an separate event for EACH item in my calendar.  Very odd.  Also - for whatever reason, when I update the sharepoint calendar, it will run 2 or 3 times EACH update.  Argh....

 

Also - this just dawned on me.  What'll happen if someone removes the event on sharepoint calendar.  There is an update, but it's gone...  Hmmmmmm

Message 9 of 23
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Anonymous
Not applicable
In response to Sleky

‎02-06-2018 06:20 AM

If the event is removed from the SharePoint calendar, I want the flow to run and update (i.e. delete) the Outlook event accordingly. 

 

@v-yuazh-msft - Can this be done? I tested a deletion and the flow did not run. Do you have any other recommendations for addressing the issues we are experiencing?

Message 10 of 23
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Sleky
Frequent Visitor
In response to Anonymous

‎02-06-2018 08:28 AM

Here's what I've got.  Runs fine; -ish.  It created 10 events.  <sigh>  Here is my flow as it stands:

Screen Shot 2018-02-06 at 11.16.23 AM.png

Screen Shot 2018-02-06 at 11.16.44 AM.png
Screen Shot 2018-02-06 at 11.17.13 AM.png
Screen Shot 2018-02-06 at 11.17.50 AM.png

Screen Shot 2018-02-06 at 11.18.19 AM.png

 

Here are the results...

Screen Shot 2018-02-06 at 11.19.45 AM.png

 

Here is my calendar now....

Screen Shot 2018-02-06 at 11.19.56 AM.png

 

As far as I can tell, I've got it set-up just how you described.  Yet it is creating a ton of events and not actually working right.  Any thoughts as to why it won't work for me, lol?  I know, user error....  hahahaha  TIA!!

Message 11 of 23
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Anonymous
Not applicable
In response to Sleky

‎02-06-2018 08:41 AM

@Sleky It looks like you have both conditions in the "Apply to each". 

 

Place the "Integer equal to 0" condition outside of the "Apply to each" and run another test to see if the flow works as expected. I have my flow set up this way and it creates the events correctly. 

Message 12 of 23
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Sleky
Frequent Visitor
In response to Anonymous

‎02-06-2018 08:47 AM

So this is wrong?  The "Condition 2" happens outside of the "Apply to each"?

 

Screen Shot 2018-02-06 at 11.46.08 AM.png

Message 13 of 23
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Anonymous
Not applicable
In response to Sleky

‎02-06-2018 08:50 AM

@Sleky This is how mine looks:

 

Screen Shot 2018-02-06 at 11.49.19 AM.png

Message 14 of 23
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Sleky
Frequent Visitor
In response to Anonymous

‎02-06-2018 09:07 AM

AWESOMESAUCE!!!!!  So yea, about those event deletions...  hahahahaha!!!  You two rock, thank you both so much!!

 

Screen Shot 2018-02-06 at 12.06.37 PM.png

Message 15 of 23
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Sleky
Frequent Visitor
In response to Sleky

‎02-06-2018 09:20 AM

So - sounds like we have a couple issues left...

 

1.  Event is deleted on sharepoint - retains on calendar

2.  All day events aren't being registered on calendar

 

Lastly - I saw there was some error correcting?  Is that needed?

Message 16 of 23
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Sleky
Frequent Visitor
In response to Sleky

‎02-07-2018 07:31 AM

Well, seems like something Microsoft is needing to immplement.  Grrrr....  

 

https://powerusers.microsoft.com/t5/Flow-Ideas/SharePoint-Trigger-on-Item-Deleting/idi-p/5171

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MichaelW1987
Regular Visitor
In response to Sleky

‎04-11-2018 08:55 PM

Hi All,
 I have setup as per instructions and mine still appears to be making multiple entries, and it keeps going until I stop it, it is creating a new flow everytime it adds a new item.

Cheers

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AndriesJ
New Member
In response to v-yuazh-msft

‎06-04-2018 05:18 AM

Sweet, that worked great! Thank you so much for sharing this solution.

This was about when an item is created or modified. Now I want to delete an item that was added to a users calendar via Flow, would this be possible?

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Pieter_Veenstra
Community Champion
Community Champion
In response to AndriesJ

‎06-04-2018 09:40 AM

Hi @AndriesJ,

 

I don;'t think that you can get to the metadata for the deleted item. I looked into getting the metadata from the recycle bin item using REST API, but that also doesn't give you much detail.

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Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

We have closed kudos on this post at this time. Thank you to everyone who kudo'ed their RSVP--your invitations are coming soon!  Miss the window to RSVP? Don't worry--you can catch the recording of the meeting this week in the Community.  Details coming soon!   *****   It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Blogging in the Community is a Great Way to Start

Tuesday Tip: Blogging in the Community is a Great Way to Start

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Topic: Blogging in the Community Are you new to our Communities and feel like you may know a few things to share, but you're not quite ready to start answering questions in the forums? A great place to start is the Community blog! Whether you've been using Power Platform for awhile, or you're new to the low-code revolution, the Community blog is a place for anyone who can write, has some great insight to share, and is willing to commit to posting regularly! In other words, we want YOU to join the Community blog.    Why should you consider becoming a blog author? Here are just a few great reasons. 🎉   Learn from Each Other: Our community is like a bustling marketplace of ideas. By sharing your experiences and insights, you contribute to a dynamic ecosystem where makers learn from one another. Your unique perspective matters! Collaborate and Innovate: Imagine a virtual brainstorming session where minds collide, ideas spark, and solutions emerge. That’s what our community blog offers—a platform for collaboration and innovation. Together, we can build something extraordinary. Showcase the Power of Low-Code: You know that feeling when you discover a hidden gem? By writing about your experience with your favorite Power Platform tool, you’re shining a spotlight on its capabilities and real-world applications. It’s like saying, “Hey world, check out this amazing tool!” Earn Trust and Credibility: When you share valuable information, you become a trusted resource. Your fellow community members rely on your tips, tricks, and know-how. It’s like being the go-to friend who always has the best recommendations. Empower Others: By contributing to our community blog, you empower others to level up their skills. Whether it’s a nifty workaround, a time-saving hack, or an aha moment, your words have impact. So grab your keyboard, brew your favorite beverage, and start writing! Your insights matter and your voice counts! With every blog shared in the Community, we all do a better job of tackling complex challenges with gusto. 🚀 Welcome aboard, future blog author! ✍️💻🌟 Get started blogging across the Power Platform Communities today! Just follow one of the links below to begin your blogging adventure.   Power Apps: https://powerusers.microsoft.com/t5/Power-Apps-Community-Blog/bg-p/PowerAppsBlog Power Automate: https://powerusers.microsoft.com/t5/Power-Automate-Community-Blog/bg-p/MPABlog Copilot Studio: https://powerusers.microsoft.com/t5/Copilot-Studio-Community-Blog/bg-p/PVACommunityBlog Power Pages: https://powerusers.microsoft.com/t5/Power-Pages-Community-Blog/bg-p/mpp_blog   When you follow the link, look for the Message Admins button like this on the page's right rail, and let us know you're interested. We can't wait to connect with you and help you get started. Thanks for being part of our incredible community--and thanks for becoming part of the community blog!

Launch Event Registration: Redefine What's Possible Using AI

Launch Event Registration: Redefine What's Possible Using AI

  Join Microsoft product leaders and engineers for an in-depth look at the latest features in Microsoft Dynamics 365 and Microsoft Power Platform. Learn how advances in AI and Microsoft Copilot can help you connect teams, processes, and data, and respond to changing business needs with greater agility. We’ll share insights and demonstrate how 2024 release wave 1 updates and advancements will help you:   Streamline business processes, automate repetitive tasks, and unlock creativity using the power of Copilot and role-specific insights and actions. Unify customer data to optimize customer journeys with generative AI and foster collaboration between sales and marketing teams. Strengthen governance with upgraded tools and features. Accelerate low-code development  using natural language and streamlined tools. Plus, you can get answers to your questions during our live Q&A chat! Don't wait--register today by clicking the image below!      

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