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SharePoint list flow to user calendar

Hi guys, I need some help to create a flow like this:

 

When entering or modifying an item in a SharePoint list and assigning a responsible (responsible field filled in item), the Next Step field must be entered in the calendar of the person assigned (Assigned field) on the given day in the (Next Step Data field).

 

Like this:

 

o.s to do.JPGqq.JPG

 

Any help is welcome, thanks

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Resident Rockstar
Resident Rockstar

Re: SharePoint list flow to user calendar

Hi @ccam 

Here is how I would achieve this using the "Scope" connector.

Please see this overview then I will break it down:Capture-188.png

Here is my list.Capture-189.png

You will see I have assigned user. The column "Boolean" is a swich yes/no.

When I flick it, it triggers the flow using the connector you indicated:Capture-190.png

Now on to "Get Items" so we can work with "Assigned User".Capture-191.png

And for each Scope ... I have 2 but you will need 10 for your 10 users as this is purerly for illustration so you can recreate. so here is "Try 1", it looks for "User 1", your first "Assigned User"Capture-192.png

Here is "Try 2", it looks for "User 2", your 2nd "Assigned User".Capture-193.png

And the catch at the end, this terminates the Flow if no previous tries match and only creates the event for the matching user:Capture-194.png

 

Drawbacks: My demonstartion here shows you how to cycle through your 10 or so users. A connection to each of their calendars or a shared calendar will be required. I am not certain you can hook up easilly to all user's calendars but there are ways round it. I am hoping that this will be a good starting point for you regardless and you may want to look at The "Office 365 Groups" connector or posts relating to Microsoft Graph if you were to fall short on that. 

 

The best way I can think of although you would have an event in your calendar as well is to utilise "Required Attendees".Capture-197.png

If you have found my post helpful, please mark thumbs up.

If this post has solved your problem, please click "Accept as Solution".

Any other questions, just ask.

Thanks, Alan

 


Did I answer your question? Mark my post as a solution!

Proud to be a Flownaut!


View solution in original post

6 REPLIES 6
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Resident Rockstar
Resident Rockstar

Re: SharePoint list flow to user calendar

Hi @ccam 

This should do the trick:Capture-157.png

I've added Start Date

addDays(triggerBody()?['Created'],1)

I've added End Date

addDays(utcNow(),2)

This demonstrates a start date, 1 day on from creation date and an end dtae, 2 days from now using utcnow()

I can see from your image that may want to use a time use that is not UTC so you may have to look at:

convertFromUtc()

formatDateTime()

Full details on Date and time functions can be found here, just in case!

Any other questions, just ask.

Thanks, Alan


Did I answer your question? Mark my post as a solution!

Proud to be a Flownaut!


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Regular Visitor

Re: SharePoint list flow to user calendar

Hi @AlanPs1 

First thanks a lot for the instructions.

 

So there is a detail, I have an organization with 10 people, and this list is accessible to all. I need that if I put the name of the person x, in the column named (assigned user), the task determined in (Next Step) should go to the calendar only of the determined person x.

 

In addition the event created in the specified person's calendar must be marked for 12PM to 13PM on the day determined in the (Next Step Data) column.

 

Can you show me next steps? 

 

Thanks again

Highlighted
Resident Rockstar
Resident Rockstar

Re: SharePoint list flow to user calendar

Hi @ccam 

It sounds like you will need to use some sort of combination of "Conditions" and possibly "Filter Arrays" (or an alternative method) to achieve what you are looking for.

Can you post a detailed picture of your Flow so I can see how far you have got?

Thanks, Alan


Did I answer your question? Mark my post as a solution!

Proud to be a Flownaut!


Highlighted
Regular Visitor

Re: SharePoint list flow to user calendar

Hi @AlanPs1,

Of course, I just made what we was talking about.

Flow is not working, you can see here:

 

flow1.JPGww.JPG

Highlighted
Resident Rockstar
Resident Rockstar

Re: SharePoint list flow to user calendar

Hi @ccam 

When you paste in the likes of this ...

addDays(triggerBody()?['Created'],1) 

It's an expression, so what you would do is this:

 Capture-187.png

Thanks, Alan


Did I answer your question? Mark my post as a solution!

Proud to be a Flownaut!


Highlighted
Resident Rockstar
Resident Rockstar

Re: SharePoint list flow to user calendar

Hi @ccam 

Here is how I would achieve this using the "Scope" connector.

Please see this overview then I will break it down:Capture-188.png

Here is my list.Capture-189.png

You will see I have assigned user. The column "Boolean" is a swich yes/no.

When I flick it, it triggers the flow using the connector you indicated:Capture-190.png

Now on to "Get Items" so we can work with "Assigned User".Capture-191.png

And for each Scope ... I have 2 but you will need 10 for your 10 users as this is purerly for illustration so you can recreate. so here is "Try 1", it looks for "User 1", your first "Assigned User"Capture-192.png

Here is "Try 2", it looks for "User 2", your 2nd "Assigned User".Capture-193.png

And the catch at the end, this terminates the Flow if no previous tries match and only creates the event for the matching user:Capture-194.png

 

Drawbacks: My demonstartion here shows you how to cycle through your 10 or so users. A connection to each of their calendars or a shared calendar will be required. I am not certain you can hook up easilly to all user's calendars but there are ways round it. I am hoping that this will be a good starting point for you regardless and you may want to look at The "Office 365 Groups" connector or posts relating to Microsoft Graph if you were to fall short on that. 

 

The best way I can think of although you would have an event in your calendar as well is to utilise "Required Attendees".Capture-197.png

If you have found my post helpful, please mark thumbs up.

If this post has solved your problem, please click "Accept as Solution".

Any other questions, just ask.

Thanks, Alan

 


Did I answer your question? Mark my post as a solution!

Proud to be a Flownaut!


View solution in original post

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