SharePoint Item Updates Calendar Event

[Fluffalo]

I am trying to create a flow where a SharePoint connects to my Outlook Calendar. I've seen several iterations on here and tried to replicate them, but I can never get them to update correctly. What I want is this:

SharePoint item is created = Outlook event is created

SharePoint item is modified = Outlook event is modified (I am pulling a date from one of the columns and want to make sure the date in SP corresponds to the event, even if it is modified.)

SharePoint item is completed = Outlook event is deleted

Creating the events is no problem. I haven't even started with trying to delete them, because I can't get them to update. Some workflows would simply add another event for the new date. Others would change the date, but it would still create duplicate events. I know screenshots help, but I've tried so many flows that I'm not sure which one I should post. How should I go about this?

[MarvinBangert]

Hi @Fluffalo 

here are some thoughts:
- Instead of the "date" you should save the unique Event ID within your SharePoint list in a column of your item (like within a hidden SharePoint column, that's not visible to the user)

- Using this unique ID you can easily use the "Update event" and "Delete event" action.

Here is the problem:

When you are using the "When an item is created or modified" or "When an item is modified" action as a trigger, your flow will always get triggered when you write back the Event ID after the first run into your SharePoint list. To prevent this, you would need to use another account / credential, so you can check who modified the item within a Trigger condition (like your flow will not start if the item was modified by "flow@contoso.com"; This must be an AAD Account with a proper license). Read more about trigger conditions here: Power Automate: Trigger conditions | CLOUD KUMPEL

Example Trigger condition:
@not(equals(triggerOutputs()?['body/Editor/Email'],'flow@contoso.com'))

To check if an item was modified, you could use "When an item is created or modified" and add a condition "Created is equal to Modified"

- If yes: Create event and Update SharePoint Item with Event ID

- If no: Update event

Otherwise, if you are not using a different account to update the list (and this account will only update the item from the flow), your flow will trigger itself at least once (First when an item is created, the flow updates the SharePoint list -> Flow is triggered again, but this time just updates the event).

Does this help you? Otherwise please give me some more information.

Best regards
Marvin

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[Fluffalo]

Hi @MarvinBangert 

Thanks for taking the time. It helps, but I still have questions.

• Due to the nature of the information in the SharePoint I'm using, there is already a unique identifier. I will attach some pictures of the flow as it is, but wherever it says "PDI", that is a unique string from the SharePoint. I plan to have the event in the calendar have "PDI: #" for the subject and that unique number exists for each row, so I was counting on that providing the link. Is this not sufficient?
  • If I need an Event ID outside of the PDI#, do I get it from Power Automate or is this something I make up on my own? I know there's the "Id" connector, and I'm not sure if that's what you're referring to or not.
• As far as the account goes, the SharePoint and email are corporate accounts with corporate access, so I'm working with one account, I'm afraid. Would I still be able to get this to work with just one account? The flow I'm trying now still creates duplicates. Is there a way to either stop it from making them or have a delete cleanup function that would kill the older versions?
• How the heck do I even bring deleting completed SharePoint items into this?