Create and Update Calendar Events triggered from a SharePoint list

[Medalow]

Hi guys,

First I got to say that I am a complete newbie to MS Flow.

I am developing a Room Booking application on PowerApps. It creates/updates items in a SharePoint list. I have managed to create a flow which successfully creates new calendar event/sends meeting invitation every time when a new item is created into the SharePoint list. Here it is:

Now I am struggling to make it update/delete the corresponding calendar event when an item in the SharePoint list is modified or deleted. i.e. when the meeting owner change the meeting details or cancel the meeting.

I cannot find a way to store and then make a reference to the specific item ID in outlook...

Any help will be highly appreciated!

Thank you in advance!

Tony

[v-yamao-msft · Accepted solution]

Hi @Medalow,

I assume that the event Title in SharePoint should be always consistent with the event Subject in Outlook calendar.

To get the specific item Id in Outlook, we need to Get events first, then filter out the specific one using a Condition.

I have made the following test, please check the screenshot for a reference.

Add a Condition after the action Get events, and set it as Title is equal to Subject.

It will then update the specific event properly.

Please take a try with it.

Best regards,

Mabel

[Medalow]

@v-yamao-msft, this worked out! Thank you!

I am just wondering is there a way to store the initially created Calendar Item's ID into a column in the SharePoint list, and then use that column for the condition evaluation? I.e. not to compare the Subject value (because most probably it wont be unique), but to compare the calendar items IDs when updating/deleting a meeting?

Please refer to the screens below:

I cannot seem to find a way to do that, but I feel it's not so complicated to achieve it after all.

Any suggestions will be highly appreciated!

Thanks!

[v-yamao-msft · Accepted solution]

Hi @Medalow,

Yes, it could be achieved by having two flows.

Flow1 is used to create the corresponding EventID in SharePoint list when an event is created on Outlook Calendar.

Note: Please create a Single Text of column in the list first for the unique identifier of the event.  

Flow2 is used to update corresponding event on Outlook calendar when an item is modified in SharePoint list.

Add a Condition in the flow with “Created is equal to Modified” to check if it is a new item or a modified item.

Under if no, add action Get event (V2), select dynamic content EventID from the trigger, then update event (V2) with the modification from the list.

Best regards,

Mabel

[Medalow]

Thank you for your time and the proposed solutions!

It's working out perfectly! 🙂 

Cheers

[Matthias-OTK]

hi

I´m struggling with a variant of what is being accomplished here.

I am using a sharepoint list for leaverequests and then a flow for approval.

If approved, my flow creates an item in a sharepoint calendar.

The ID of the item in the sharepoint list for leave requests however, is not the same as the ID of the corresponding item in the calendar.

I´m desperatedly trying to establish the part of the flow for changes.

So, if an approved entry in the leave request sharepoint list, for which a corresponding calendar entry had been created gets changed, I want to update said calendar entry accordingly.

Any ideas?

[KarlB]

I'm having the same issue. Any ideas?

[Anonymous]

How did you solve this, I want to do the exact same thing. I did it once and it worked, but now it does not. 

It don't want to find the document library, so I write it manually. 

When I want to do the apply to each it does not find anything

[BatInDaCave]

I've tried this method but it does not work as intended.

It compares all the events you have you in the calendar to the given value, yes it will send 1 update to the given event. but for the rest of the events in the calendar, since the condition does not meet, and you get a bunch of event creation in the same flow run.

[KIBANG]

Hi,

Would the single line of text column be hidden in the list? Otherwise, it might cause confusion to the people filling out the list.

[Goffgaff]

Can this solutions use with MS Team Meeting that were created by MS flows also ? 

[Rense]

Hi Mabel,

@Medalow Can you help me with these topic? How to UPDATE Sharepoint Event calendar when Share... - Power Platform Community (microsoft.com)
I have the same question but then from a Sharepoint Calendar.
@AKool11 is excatly explaining what I am looking for.

Best Regards,

Rense

[SAHoff]

I know it's been a while, but I'm having the same problem as BatInDaCave. The flow compares all events in the calendar to the given value, and if they don't match, it creates a new event for each of the existing calendar events, because of the Apply to Each function. Really you only want it to create one event if there's not an existing event that's a match. Anyone found a fix for this issue?