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Sending an automatic response during daily calendar time period

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Posted on by 73project

Brand new to flows

What I'm wanting to do is send an automated response in Outlook to any meeting request that occurs during a specified block of time each day (eg 7AM to 8AM). Is this something that can be done in flows? I'm wanting the response to be something like " This time slot is set aside daily for review activities, please select another time for this meeting outside of the time xx:xx to xx"xx." Can anyone here give me some hints on how to get started on this?

Thanks,

Dan

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Community Power Pla... on at

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Re: Sending an automatic response during daily calendar time period

Is there a way to make this automation respond if there is a meeting marked as busy or out of the office already, and someone sends a meeting request that is conflicting? Maybe respond, Mr. XXX already has a commitment at this time. Please utilize scheduling assistant to find a free time slot, or reach out to his assistant.

So not setting specific times, but conditioning to the status of busy or out of the office?
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v-bacao-msft on at

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Re: Sending an automatic response during daily calendar time period

Hi @73project ,

If you want to implement your requirements directly through Flow, please consider referring to the following method:

Use When a new event is created as the trigger, when the event invitation is received, Flow will trigger.

Configure Condition to determine whether the Start Time and End Time conflict with the specified time period.

If there is a conflict, use Respond to an event invite action to reply automatically.

It should be noted here that due to the time zone, the values displayed in Flow and Start Time /End Time set in Outlook may be inconsistent.

So we need to use addHours() function to eliminate the time difference and convert the time format.

For example, the Start Time set in Outlook is 7:30 am, and in Flow is 14:30.

So we need to use the addHours() function to subtract 7 hours before making a decision.

The parameter values configured in addHours() function are determined by the time difference of your region, or you could directly observe the time difference displayed in Flow run history and the time set in Outlook.

Expression reference:

addHours(triggerBody()?['Start'],-7,'HH:mm')

addHours(triggerBody()?['Start'],-7,'HH:mm')

addHours(triggerBody()?['End'],-7,'HH:mm')

addHours(triggerBody()?['End'],-7,'HH:mm')

Image reference:

Hope it helps.

Best Regards,
Ed Gonzales 4,531 Most Valuable Professional on at

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Re: Sending an automatic response during daily calendar time period

@73project
Hi there! Welcome.
So...I'm wondering if you can do all of this in Outlook. I've had trouble with people constantly trying to book meetings during lunch time (too long without food, and I get cranky) so I've blocked out 11:30-12:30 on my calendar during workdays.
Then, you can set Outlook to auto-decline any meeting requests which conflict with an existing appointment or meeting.
For the reply part, I think you can set a rule that looks for a meeting request form either coming in or going out, but I couldn't find one based on time.

What do you think so far?