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Synchronizing Calendar events and Sharepoint list

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Posted on by EnikoKaloz

Hi,

I would like to synchronize SharePoint list with the calendar. So far, I have the full flow, but I just can figure out, how to create this part of the flow.

I made the SharePoint list, with the Vacation approval flow. So, If someone asks for Vacation, and the manager accepts it, the flow will create an event in the calendar.

My question is, how can I synchronize the list with the calendar if the event is already created? I mean, if someone modifies the list element (date, half day to full day etc), How can I check if it is already created in the calendar, or it just have to be updated?

It would be great if this updating thing should work 2 ways. If something changes in the Sharepoint list, the calendar will be updated with a flow, and if something changes in the calendar, a flow will update the SharePoint element.

Is this possible?

Thanks for the help!

Have a great day!

Regards,

Enikő

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v-xida-msft on at

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Re: Synchronizing Calendar events and Sharepoint list

Hi @EnikoKaloz,

Do you want to update the Calendar event if the item is modified in your SharePoint list?

Could you please show a bit more about your SharePoint list?

Further, do you want to achieve your needs wihtin one flow?

If you want to achieve your needs within one flow, I afraid that there is no way to achieve your needs in Microsoft Flow currently.

You could consider take a try to create two separated flows to achieve your needs. I have create a SharePoint list on my side and the data structure of it as below:

Note: The Event ID column is used to store the event id of my calendar event. The Event ID column would be filled using "Update item" action. The ModifiedEvent column is a Yes/No type column and the default value of it is No, if the user modify his list element, he should modify the value of ModifiedEvent column into Yes.

1. When an item is created or modified in SharePoint list, create or update an event in Outlook calendar:

Add a "When an item is created or modified" trigger.

Add a "Condition", click "Edit in advanced mode", type the following formula:

@empty(triggerBody()?['Event_x0020_ID'])
Within "If/yes" branch of Condition, add a "Condition 2", click "Edit in advanced mode", type the following formula:

@equals(triggerBody()?['ModifiedEvent'], false)

Within "If/yes" branch of Condition 2, add a "Start an approval" action, then add a Condition 3, left input box set to Response dynamic content of "Start an approval" action, right input box set to Approve. Within middle drop down, choose is equal to.

Within "If/yes" branch of Condition 3, add a "Create event (V2)" action and then add a "Update item" action, Event ID field set to Id dynamic content of "Create event (V2)" action.

Within "If/no" branch of Condition, add a Condition 4, click "Edit in advanced mode", type the following formula:

@equals(triggerBody()?['ModifiedEvent'], true)

Within "If/yes" branch of Condition 4, add a "Update event (V2)" action.

Image reference:

The "If/yes" branch of Condition:

The "If/yes" branch of Condition 3:

The "If/no" branch of Condition:

The flow works successfully as below:

2. When an event is updated in Outlook calendar, update the corresponding item in SharePoint list:

Add a "When an event is modified (V2)" trigger.

Add a "Get items" action.

Add a "Apply to each", input parameter set to output of "Get items" action.

Within "Apply to each", add a Condition, left input box set to Event ID dynamic content of "Get items" action, right input box set to Id dynamic content of the trigger. Within middle drop down, choose is equal to.

Within "If/yes" branch of Condition, add a "Update item" action.

Image reference:

The flow works successfully as below:

Best regards,

Kris

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EnikoKaloz 4 on at

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Re: Synchronizing Calendar events and Sharepoint list

Hi Kris,

Thanks for the fast response! I've started creating the flow, but I'm not ready yet. 🙂

So, about my flow. I have a Vacation request flow, with approval, and with may conditions, because there is Full day/ Half day - AM / Half day - PM options - I have a column for this. So, depends on the value of the column, there is 3 options for the calendar events. So I have to make this two flows into one working 🙂

It dosesn't matter if there is two flows, I've tried many ways, but now, I see that I tried on a pretty bad way.

So, I need to create on flow if a new element is created in he list, where I add the event in the calendar.
And I have to create another one for that option is the element is modified, and update the event in the calendar. Am I right?

I will try to merge the two flows together, and I will inform you if I'm succeeded. 🙂

Thanks again!

Have a great day!
Enikő

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