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Power Apps with Power Automate flow to add Calendar event

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Posted on by 38

Hello all,

I am just learning how to use all the Microsoft Power 'stuff'.  I followed an online guide to create a vacation request Power App with the data stored in a Sharepoint List.  That part is working great.  It also notifies the user's manager of the request with approval.  The guide I followed is here.  I am trying to take it one step more by adding a calendar event on the submitter's calendar with the vacation request.  After some digging it seems like the best way is to use a "Get calendars (V2)" block.  The array that is generated from that is then filtered in a for each to look for the "Calendar" calendar and then create the event on that calendar.  Everything with the creation of the event works.

 

The problem I am having is no matter the user who submits the request, the calendar event ALWAYS ends up on my calendar, not theirs.  

 

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  • DamoBird365 Profile Picture
    8,942 Microsoft Employee on at

    Hi @KGuthrie-NF 

     

    You want the action to run in the context of requesting user.  The easiest way to do this is to change run only permissions but that can only be done if the trigger is in the context of the user.  When an item created is in the context of the flow owner - i.e. you.  Could you change the flow trigger to be from PowerApps using the V2 trigger?  Then you would create the item via this flow.  This would also allow you to run the calendar action in the context of the user and it would therefore be in their calendar.

     

    DamoBird365_0-1653582253439.png

     

    Manage owners and users in your Microsoft list flows with Power Automate | Microsoft Docs - specifically run only users.

     

    Damien

     

  • KGuthrie-NF Profile Picture
    38 on at

    So I have been looking into this solution, however, it won't work for this application.  I have even tried to modify your solution by using the PowerApps V1 trigger.  

    I also am not seeing the run-only permissions card.

  • DamoBird365 Profile Picture
    8,942 Microsoft Employee on at

    Hi @KGuthrie-NF 

     

    It would have to be v2. Can you explain why it won’t. Is it an error or something else that needs overcome?

     

    Damien

  • KGuthrie-NF Profile Picture
    38 on at

    I guess the biggest reason is the ability to track the user vacations in a SharePoint list.  Currently, they enter the details in a PowerApp.  The Submit button adds the values to the list, then this triggers the flow.  

     

    KGuthrieNF_0-1653590146862.png

    Can the same thing still be accomplished with PowerApps v2?

     

  • DamoBird365 Profile Picture
    8,942 Microsoft Employee on at

    Hi @KGuthrie-NF 

     

    Is this a patch or a form or all done via a flow? You could just have a flow that creates the event. You might even be able to create the event straight from PowerApps too. I would need to check.

     

    Damien

  • KGuthrie-NF Profile Picture
    38 on at

    I'm not sure what you mean. 


    Is this a patch or a form or all done via a flow?


    The idea was to create a simple way for users to request vacation from our SharePoint site.  I may be overcomplicating it, but the users don't want to do another step of creating the vacation on their calendars once it is approved.  

     

    So the current process I am trying to get working...

    1.  Open a Power App.

    2.  Enter info for vacation.

    3.  Press Submit

        a. The button action is to submit the form to the SharePoint list that holds all the data.

        b. The creation of a new item triggers a flow to start the approval process

            i. First the flow gets the user that created the new item on the list.  

            ii. Based on the user a manager is found for the approver.

            iii.  A calendar item is created on the submitter's calendar as a "tentative" event.

            iv.  An approval is started

            v.  Based on the approval the calender even is changed to out of office or deleted.

            vi. Based on the approval an email is sent to the submitter stating if the vacation was approved or rejected.

     

  • DamoBird365 Profile Picture
    8,942 Microsoft Employee on at

    Hi @KGuthrie-NF 

     

    You’ve got a PowerApps form 👍 you can call a flow when the form submits.  That flow could create the event in the calendar and run in the context of the app user.

    Damien

  • KGuthrie-NF Profile Picture
    38 on at

    Yes.  That is what I am trying to do.  However, from what I can tell this needs to use SharePoint V1 trigger.  Right?

  • DamoBird365 Profile Picture
    8,942 Microsoft Employee on at

    @KGuthrie-NF you’ll need to use the PowerApps trigger v2. If you’re not sure I can try and put together a proof of concept. Built ultimately you swap out the existing trigger for when an item is created and instead run the flow directly from the submit button. This will allow the flow to run as your user and not as you.

     

    Damien

  • KGuthrie-NF Profile Picture
    38 on at

    I think I have something like that...  

     

    KGuthrieNF_0-1653592912742.png

     

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