Delete SharePoint item when Outlook event is deleted

[Assepa]

Hi

The trigger of my flow is When an event is added, updated or deleted (V3).

When an Outlook event is created my flow created an item in a SharePoint liste and store the ICalUiD in a simple text column named IDEvent.

When the Action Type equal Deleted I would like to delete the corresponding item in my SharePoint list, but I can't get my Item's IDEvent and Calendar ICalUiD , its always return empty so the item is never deleted. Also I though when an Outlook event is deleted the name is changed to Cancelled: Name of the meeting but nothing changed.

Is there a way to achieve that ?

Thanks!

[Kaif_Siddique · Accepted solution]

There is a workaround. The EventID(i.e. ID value) will be same for added/updated/deleted event for a particular event. So when an event is created it provides outputs such as Subject, ID, iCalUId, Body etc. But when the event is deleted it will provide ID only. Now add step to validate the other fields (i.e. Subject, ID, iCalUId, Body etc.) are having values or not. If other fields are empty then delete the SharePoint Items having same ID. 

--1-- length(outputs('Create_item')?['body/EventID']) --2-- empty(outputs('Create_item')?['body/CalendarID']) --3-- empty(outputs('Create_item')?['body/Title'])

Sample SharePoint List for reference.

Let me know if any queries.

If you like my response, please give it a Thumbs Up.
If this helps, please Accept as solution.

Regards
Kaif

[Assepa]

Thank you for the fast respond!

If I understood correctly, when an outlook event is created, it will create a duplicate of the same event in my SharePoint list?

For the part with the condition how do I compare the value in the IDEvent field with the ID of the Calendar ? with Get items + filter Query ?

** I tested it and it worked. I've test it 4 times, 1 time it create a duplicate of the same event in my list and the others times not, why ?

Thanks!

[Kaif_Siddique]

If I understood correctly, when an outlook event is created, it will create a duplicate of the same event in my SharePoint list? --- > not sure but seems like some bug. Its creating multiple items for an event. I tested it and creating 2-3 duplicate items.

For the part with the condition how do I compare the value in the IDEvent field with the ID of the Calendar ? with Get items + filter Query ? ---> Yes.  with Get items + filter Query

I tested it and it worked. I've test it 4 times, 1 time it create a duplicate of the same event in my list and the others times not, why ? ---> i think this a bug. I have already submitted issue in Power Automate.

Regards
Kaif

[ericwhitley]

The problem is that outlook can send multiple triggers to power automate for each event, sometimes within a second of each other.  The first one may not have generated the new item before the 2nd one starts its search.

Also, the "id" value can change for the same event.  So your search for an existing item with a matching id fails and it creates a duplicate.

• For single-day events it's better to use "iCalUId", which never changes.
• Repeating reservations are almost impossible to get a handle on.  I first search by "id" and if that fails, search by "iCalUId" or "SeriesMasterId", then filter by Date.  This catches most of them but if the date changes it fails to find a match and we get a duplicate.  There's no perfect solution to this.

Another big problem is Outlook will stop sending updates to power automate for a few hours, I'm assuming this is for maintenance.  But when it comes back it sends 400+ updates at once.  It's a lot for your flow to handle and can lock it up.  I've had my flow Throttled by microsoft for "using too many actions", but the real cause is trying to handle all these updates at once.

You can ignore ActionType = "deleted", they don't do what you think they do.  You need to process Cancelation notices instead, which are just Updates where the subject starts with "Canceled:".  (If you work with users in other countries you will have to account for the Canceled value in their language as well.)

[Anonymous]

@Kaif_Siddique, I'm very new to Power Automate and am trying to create a flow to add or update events on a Group calendar when events are added or updated on an individual's calendar. However, the flow either doesn't work at all, or creates duplicates each and every time it runs (which is just as annoying as it sounds). I keep reading every post having to do with duplicates being created (regardless of whether the flow is about Calendar events, just to try to understand expressions, etc.), to no avail. I'm using the Office 365 Outlook Calendar connector for the user's calendar with "When an event is added, updated, or deleted" and the Office 365 Groups connector, selecting the Group name from the drop-down. No matter what, if I only do that much, events are created as new every time the flow runs. The automated process that updates events on the source calendar is outside my control, but definitely works without creating duplicates, and prepends the word "UPDATED" to the event subject in addition to changing whatever other details are pertinent. I thought perhaps deleting ALL events from the Group calendar first would work around the problem, but that times out (one of the "doesn't work at all" scenarios, probably because I'm not gathering the events correctly, or it's not possible to do as a first step, etc.). I can't believe I'm the only one to experience this, but I sure haven't found it addressed anywhere. Any help would be MOST appreciated!