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Calendar to sharepoint list flow

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Posted on by CU05121554-0

I am trying to create a flow which takes calendar items and inputs them into a microsoft list.

The calendar which i would like to get the meeting details from is a shared calendar and is not showing up in my calendar ID's for the step 'when a calendar item is added, updated or deleted and therefore i cannot retrieve the calendar details to input into the sharepoint.

I did not create the outlook account associated with the calendar, however, I have followed all the help in the community to change permissions and I am now an owner of this calendar and I have added it to my personal outlook and have the ability to create and delete meetings from this calendar. Whenever i try to reset the permissions and reshare the calendar with myself, there is an error when i go to accept the change in permissions on outlook.

I really need to be able to access the calendar as it is the only way I can automatically track meetings with my suppliers. Does anyone know a work around or a reason why power automate does not recognise it in my personal calendar IDs?

Thanks,

Sam

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Business Process Flows

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Ninjasabi 122 on at

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Calendar to sharepoint list flow

To create a flow that takes calendar items from a shared calendar and inputs them into a Microsoft SharePoint list, you need to ensure that you have the correct permissions and can access the shared calendar through Power Automate. Since you are experiencing issues with the shared calendar not appearing in your calendar IDs, let's go through a step-by-step process to troubleshoot and set up the flow.

Step-by-Step Guide

Verify Permissions:

Ensure that you have full access to the shared calendar. You mentioned that you are an owner and can create and delete meetings, which is a good start.

If you encounter errors when accepting permission changes, try removing and re-adding the shared calendar to your Outlook.

Access the Shared Calendar in Power Automate:

Sometimes, shared calendars do not appear in the list of calendar IDs directly. You can use the "Get calendar view of events" action to specify the shared calendar by its email address.

Create the Flow:

Use the "Get calendar view of events" action to retrieve events from the shared calendar.

Use the "Create item" action to add the event details to a SharePoint list.

Example Flow Configuration

Trigger:

Since the "When a calendar item is added, updated or deleted" trigger does not show the shared calendar, you can use a scheduled trigger to periodically check for new events.

Trigger: "Recurrence"

Frequency: Set the desired frequency (e.g., every 15 minutes).

Get Calendar View of Events:

Action: "Get calendar view of events (V3)"

Calendar ID: Use the email address of the shared calendar.

Start Time: Use a dynamic expression to get the current time minus the interval (e.g., utcNow()).

End Time: Use a dynamic expression to get the current time (e.g., utcNow()).

Apply to Each:

Action: "Apply to each"

Output: Use the value array from the "Get calendar view of events" action.

Create Item in SharePoint List:

Action: "Create item"

Site Address: Your SharePoint site address.

List Name: Your SharePoint list name.

Title: Use the subject of the calendar event.

Start Time: Use the start time of the calendar event.

End Time: Use the end time of the calendar event.

Any other fields: Map additional fields as needed.

Example Flow Steps

Recurrence Trigger:

Frequency: Every 15 minutes (or as needed).

Get Calendar View of Events:

Calendar ID: sharedcalendar@example.com (replace with the actual email address of the shared calendar).

Start Time: @{addMinutes(utcNow(), -15)}

End Time: @{utcNow()}

Apply to Each:

Output: value from the "Get calendar view of events" action.

Create Item in SharePoint List:

Site Address: https://yoursharepointsite.sharepoint.com

List Name: YourListName

Title: @{items('Apply_to_each')?['subject']}

Start Time: @{items('Apply_to_each')?['start']['dateTime']}

End Time: @{items('Apply_to_each')?['end']['dateTime']}

Map additional fields as needed.

Additional Tips

Check Calendar Permissions: Ensure that the shared calendar permissions are correctly set and that you have full access.

Use Dynamic Content: Use dynamic content to map the fields from the calendar event to the SharePoint list item.

Debugging: Add "Compose" actions to output intermediate results and inspect the data being passed between steps.

By following these steps, you should be able to create a flow that retrieves events from a shared calendar and inputs them into a SharePoint list. If you continue to encounter issues, please provide additional details, and I can assist further.

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CU05121554-0 13 on at

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Calendar to sharepoint list flow

Hi @Ninjasabi,

Thanks for your response.

I have followed your steps but unfortunately I am met with this error: failed: Id is malformed.

I believe it is because I used the calendars email address as the calendar ID.

Do you know of any workarounds or alternatives that might work for my situation?

Thansk,
Sam

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Ninjasabi 122 on at

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Calendar to sharepoint list flow

Hi @Sam,

Thanks for providing the error details—it’s a common issue when working with shared calendars in Power Automate. The "Id is malformed" error typically occurs because Power Automate does not recognize the shared calendar email address as a valid Calendar ID. Let me walk you through a workaround and alternative approaches to solve this.

Workarounds:

1. Retrieve the Shared Calendar ID:

Shared calendars don’t always appear under your calendar IDs in Power Automate. However, you can find the calendar ID using the Microsoft Graph Explorer or by interacting directly with the Outlook API.

Steps to Retrieve the Calendar ID via Graph Explorer:

Go to Microsoft Graph Explorer.

Log in with your account.

Use the endpoint:

GET /me/calendars

Look for the shared calendar in the response, and note its id field.

Use this ID in your flow instead of the calendar’s email address.

2. Use "Get Events (V4)" Instead of Calendar-Specific Actions:

Instead of targeting a specific calendar ID, the "Get Events (V4)" action allows you to work with events across multiple calendars.

Configuration:

Calendar ID: Select "Other" and manually enter the shared calendar’s email address.

This action might work if permissions are set correctly.

3. Delegate Calendar Access Using a Personal Account:

If the shared calendar is causing persistent issues, a potential workaround is to delegate access to your personal account.

Open Outlook and share the calendar with full delegate permissions to your personal account.

Access the shared calendar from your personal account, and it should now appear in your available Calendar IDs in Power Automate.

Alternative Solution: Manual Input of Events (Using CSV Import)

If the flow continues to face issues, consider exporting calendar events from the shared calendar as a CSV file and using a Power Automate flow to import the data into a SharePoint list.

Additional Debugging Steps:

Check if the shared calendar appears under the “Shared Calendars” section in Outlook online. If not, it might indicate a synchronization issue.

Confirm that you’ve been granted full permissions (Owner or Editor) and that these changes have propagated.

Let me know if you encounter further challenges. I’m happy to assist with refining the flow configuration or troubleshooting additional errors!

Best regards,
@Ninjasabi

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