Here’s an example of several use cases which can let you create a Teams meeting from within Power Automate based on your business use case.
In my example, I’m using Power Automate to schedule a meeting from a Project in Project Operations inviting all Team Members for a follow up!
PS: Creating an Appointment in Outlook doesn’t set the Teams call. 😊
For example, in Project Operations’ sample Project example – I want to simply put a Teams meeting to all the Project Team members of this sample Star Piping Project.
- Here are my Project Team Members whom I want to send the Teams invite to.
- And I should just be able to run a Flow from the Project itself to send an invite to all the Team Members.
I’m calling my Flow as ‘Teams Roundtable Meeting’
- And my Flow is asking me when this meeting should be. So, I’ll mention the same.
So, I want the meeting to be on 16th Sep 2021 and start at 10:30am
And End it by 11:30am
- And once the values are accepted, the Meeting should be on the Teams of all the Team Members
Let’s see how I built this Flow.
Now, this is subjective – in your case, this could be anything we can imagine!!
- I’m accepting the important parameters in the form of Dataverse (Legacy) connector [Because, this connector let’s you Run the Flow in the context of the record, the new Dataverse green connector doesn’t allow this.]
These are the values which we filled when we ran the Flow on the Project.
- Further, I have some steps to retrieve the Team Members, then eventually their Email addresses (In Project Operations, you need to retrieve the Email addresses from the Bookable Resources and further – see if User record has these email addresses or not)
Next, I’ll create a variable of type Array to collect the Email Addresses which the meeting invite should go to.
- Now, I’ll append all the Email Addresses I retrieved from the Team Members in the array.
- Now, the Array is formed with all the Email addresses separated by commas. But, we are not done yet. We need to form a string.
So, I use Join operation to join the email addresses into a string separated by semicolon (just like how you enter in the To field of emails)
The result will be a string of Email addresses separated by semicolon
Finally, once all the important data is collected, we can proceed towards creating the Teams invite.
Create a Teams meeting
Here’s how you can create a Teams meeting from Microsoft Teams connector in Power Automate
- Look for Microsoft Teams in Power Automate
- Now, in this Meeting, I can set the parameters based on how I want the meeting to be created.
I’ll fill in the information which is required for the Invite to be created.
The Start Time and End Time need to be set in the date-no-TZ format, hence, I’ve arranged the same accordingly
Select Calendar Id as Calendar (Other options are Birthdays and United States Holidays)
- The Outputs are from the result of the Join operation we performed to form the string of Email addresses to be added as attendees.
- Finally, you can select these optional parameters to make sure the invite is created based on your preference.
And that’s it!
Teams Invite vs Calendar Invite
Now, if you have a normal Calendar Appointment, it’ll look like below – It doesn’t have a Join button
Whereas, the Teams Calendar Invite has a Join button on it
Some caveats worth mentioning –
- In case you are planning to have Appointments created in D365 and eventually either sync it to Outlook using Server-Side Sync, the invite will not be a Teams Invite.
- No option to later retrieve this Outlook Appointment in Flow and convert/update it to a Teams call.
Hope this was useful!
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