Patch to update outlook calander

[mcgej001]

Hi,

I have a PTO Request App with a status field that defaults to "Submitted".  I'm using flow and have the user's name, current status, and requsted days off populate on a shared outlook calendar.  All of this works.   Is there a way I can update the status of the requst via the app that would also update  on the Calendar?   I was trying to research using Patch to accomplish this but have found no luck with that or using another flow to update it when a change is made. 

Thank you  

[yashag2255]

Hi @mcgej001 

For updating the existing request in calendar, you can trigger the flow directly from the app and pass the Status field as a parameter to it, that way you can reference the Status as what was submitted through powerapps.

Hope this Helps!

[v-yuxima-msft]

Hi @mcgej001 

Could you please share more details of your situation?

Could you please share more about the configure of your flow and the controls you create in your app and the formula expression you use?

Best Regards.

Yumia

[mcgej001]

Hi, The configuration of the flow is to create an outlook event when a new event is added in sharepoint. I have in the subject the "created by" and the "Status Value". I have Submitted as the default status so everything will show pending until I change it. I also have the start and end time in the flow so on the Calendar, it will read, the person who submitted the request, what they are asking for (Vac, Holiday etc), the status (Submitted, Pending, Approved, denied) and the dates they are requesting. In the app it self I'm using an edit screen for the user to make their selections and then using SubmitForm(EditForm1);Refresh('Time Off Requests');Navigate(BrowseGallery1) to send the request to sharepoint. From there the flow works fine and creates the even on our shared calendar and through conditional formatting in Outlook, I have the default color changed to yellow based on the event listed as Pending. Me as the approve will use the browse gallery to view all the request and navigate to back to the detail screen to change the status of the request. I have the displaymode changed from View to Edit when I am the one logged in so only I can make the change. I'm using the same formula as above when I change the status. This works fine and updates the status field on the original request in sharepoint and flow sends out the email that the request has been approved. How do I get outlook to automatically update the status so that I don't manually have to do it and change it. Hope this helps let me know if that makes sense. Thank you Joe

[yashag2255 · Accepted solution]

@mcgej001 

This can be achieved in two ways:

1) You can create a flow to update Outlook Calendar event based on the Event Id, Subject , start and end time matched criteria. This can be triggered if something gets modified in the Sharepoint list. You can apply a condition on the flow, which checks if the Status is not equal to "Submitted",  and if this returns true, you can perform an action to update calendar event, else stop the flow.

2) You can directly trigger the flow from the PowerApp's submit button to save the Edit form details. You can apply a condition in the app itself to check the mode of current form, please use below expression:

If(Form1.Mode <> New, trigger flow, do something)

Through this, you are checking if it is a new form then do something, if not then trigger the flow to update Calendar Event. 

You can just pass the EventId, Subject, Start time and End time and the calendar will be updated.

Hope this Helps!

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[mcgej001]



Thank you.  I feel i'm so close to getting this.  I'm trying Flow and am using "when an item is created or modified" I have emails getting sent based on "Created By" with catorgoy value and status value in the body so  i can see what they are requesting and the status. 

I have an action created based on the condition that Status Value is equel to "Pending" and if "Yes" then Create Eventv2.  Here I have

Calendar ID: DCA PTO Calendar

Subject: Created by display name, Status Value, ID

Start Time:  StartDate

End Time: EndDate

So far this works greta and the even is created with the created by name and the status as Pending

I have another action based on the condition if Satus Value is eque to Approved Update Event V2.  Here I have

Calendar ID: DCA PTO Calendar

ID: ID

Subject: Created by display name, Status Value, ID

Start Time:  StartDate

End Time: EndDate

The flow fails at this point and I get an error message that reads:   Action Failed: An Action Failed.  NO dependent Actions Succeeded.

To ge the event ID is what I did above correct what does that error message mean?

Thank you

Joe



[yashag2255]

Hey @mcgej001 

From where are you getting ID into your update calendar event action? I am guessing that the ID is not getting fetched properly. 

Try to set the ID returned into a variable (Initialize one for test and you can remove this later) and see what is it fetching?  If it is not fetching the correct value then as an alternative what you can do is, Create another action "Get Events" and filter out the required entry based on either Subject or any other identifier, through this you get an ID that can be passed in the Update event action.

If this doesn't solve your issue, can you please share a screenshot of your flow?

Thanks, 

[mcgej001]

[yashag2255]

Hi @mcgej001 

Can you please post the screenshots of the error too? 

I am guessing a possibility of two places the errors might be coming in, 

1. In the condition in the Apply to Each loops. Can you confirm, that the values "Submitted" and "Approved" actually exist on the sharepoint column (can you confirm the datatype too? I am guessing it could be choice type)

2. The even create action has the Start and End time and these need a properly formatted date time string. 

If you can post a screeenshot of the error, it would help get to the issue and resolve it. 

Hope this Helps!

Thanks, 

[mcgej001]

Here is the screen shots of the flow with the error.  The data type is a choice filed in the SP list and Submitted and Approved are listed as one of the chocies.  The event shows up on the Calendar when I first submitted it and it does list it as submitted.  When I change the status, the flow to send out the emailes workes and I get the correct email tellin gme what the status was changed too, it just does't update the Calendar with the new status.