Microsoft lists

[MitchBrouhon]

Hey all,

I'm using Microsoft Lists as an inventory/new employee "database". But now our HR has requested  that when someone ordered something and i add this device to the list, i also add a date on which the user will receive his/her asset. But they would like this entry to popup into a outlook calendar so they are aware of this.

the calendar in microsoft lists is no option, because then they have 'a second place to look'..

any ideas how to fix this with a flow?

[Redders]

Hi @MitchBrouhon ,

You could add a trigger for if an item is created or modified within the list and add a create event action to add to Outlook. You would be able to add the person to the required attendees, add details of the asset you are providing, the location etc. You can even connect to a specific account if the calendars are not your own i.e. if there is an assets account that is used by the business

A few considerations, if the list item is potentially updated from time to time, you would need to add conditions in that would only create an event when it is required rather than any time that it is modified (Without knowing reasons when it is created / modified, I would find it difficult to advise) i.e. if the item is created first without the date for the asset being populated, then you would add in that the date is not null to then create the event but if the date hasn't changed then don't create the event etc.

Here is a basic sample of how that could work

[MitchBrouhon]

Hi Redders,

So i would create a column 'starting date' and only when this field is entered there should be an entry in a calendar. Will this be possible? So not with every new entry

[Redders]

Hi @MitchBrouhon,

Yes and you should be able to add the same date for end date too, if not, just use an expression to addhours to the start date.

If the list is being updated after this has been added, you will need to add some logic in that prevents new events being created if it has already been added. For example, you "could" add a column in that changes if the assets event has been created and then it looks at that column to decide whether to create an event or not. There is probably something that you can do to look at the data before the change too to decide whether to create the event or not. 

[MitchBrouhon]

Hi Redders,

I can add a condition, but i need to be able to say "when field date is filled then create calendar entry". But there is no condition "filled in yes or/no"

any idea how i could work around this?

[Redders]

Hi @MitchBrouhon,

In your condition, you would put the date dynamic content on the left hand site, choose "does not equal" in the middle and add an expression "null" in the right.

This will then look to say whether the change includes whether this date is populated and if so, then create the event. Remember that if the record is updated again after that and the date is still populated, then it will create a new event each time that it is modified

━━━━━━━━━━━━━━━━━━━━━━━━━
If I have answered your question, please mark your post as Solved.
Solved questions helps users in the future who may have the same issue or question quickly find a resolution via search.
If you liked my response, please consider giving it a thumbs up. Thank you! 

[MitchBrouhon]

Hi Redders,

we are close but the automated flow keeps giving me issues.

i have a coluln in my list "date and time" which is the only possible choice in the column section, but the flow gives following error to the field;

[Redders · Accepted solution]

Hi @MitchBrouhon,

You need to wrap the dynamic content in this expression

formatDateTime(DYNAMIC CONTENT GOES HERE,'yyyy-MM-ddTHH:mm:ss')

Just in case you are unsure how to do this, it's fairly straight forward

First select the start date or end date section of the create event

Then the dynamic content section is displayed, click expression

Type in

formatDateTime(

you should see it in the drop down list as you start typing it and it should also automatically add a close parenthesis too

Now click the dynamic content and add in the date dynamic content that you wanted to add

Now click Expression again and type in the rest of the expression ",'yyyy-MM-ddTHH:mm:ss')" (make sure that you don't add a second close parenthesis in)

It should now look something like but with a different field in the square brackets

formatDateTime(outputs('Get_item')?['body/TestDate'],'yyyy-MM-ddTHH:mm:ss')

Do the same for the other field and you should now be able to create the event automatically from the SharePoint list

━━━━━━━━━━━━━━━━━━━━━━━━━
If I have answered your question, please mark your post as Solved.
Solved questions helps users in the future who may have the same issue or question quickly find a resolution via search.
If you liked my response, please consider giving it a thumbs up. Thank you!

[MitchBrouhon]

It works!!! thanks a lot