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Flow to check if Outlook Event ID is on a SharePoint List when the event is changed then updating that List item

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Posted on by 2leftthumbs

I'm using SharePoint to help automate scheduling training sessions on a shared Outlook calendar. All this data will be used in a student-facing Power App in the future. The creation of Events is working smoothly in a different flow. I have a separate flow to handle Calendar changes/deletions when SharePoint is updated, which also works. However, despite giving warnings to teammates, they'll make changes to the shared Outlook Calendar instead of SharePoint. These sessions aren't the only thing on this Outlook calendar, so I need the flow to check if it is a Cal ID in SharePoint before updating the List.

I'm using Outlook - When an event is added, updated or deleted (V3) pulling the Shared Outlook Calendar, then using SharePoint - Get items to retrieve the SharePoint List data, which creates an Apply to each for the Condition. I that checking the SharePoint list for matching Cal IDs in 3 List Columns.

Is there a way to avoid an Apply to each? I'll admit I don't understand them very well, so I try to avoid them if possible. I've always had problems with them.
How do I tell the Flow which SharePoint Item ID to update? It needs to be something like: If (Outlook Event ID = SharePoint Cal ID Column 1 || Column 2 || Column 3, Update SharePoint Item where the Cal ID matches). I don't know the syntax to create that result.
Does the "Is Updated" option for the Outlook trigger apply when things are deleted? The Dynamic content list includes "Is Added" and "Is Updated" but doesn't have a separate one for deleting despite having that option in the title of the trigger.

Thank you in advance!

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v-liwei-msft on at

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Hi @2leftthumbs

1. If you want to search and update in SharePoint according to the modified event, Apply to each cannot be avoided.
You can understand Apply to each as a loop.
For example, if there are 10 items in your SharePoint, when the event in the calendar is modified, Apply to each will loop ten times (traversing through the ten items one by one to see if there is an item that meets the condition.)
2. Your flow is perfect, you just need to select Dynamic Content (Dynamic Content ID provided by Get Items) in the Id field of Update Item.
3. When you delete the event, IsUpdated is false.

Best Regards,

Levi

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2leftthumbs 19 on at

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"host": { "connectionReferenceName": "shared_office365", "operationId": "CalendarGetOnChangedItemsV3" }, "parameters": { "table": "AAMkAGQyZGYyZGM0LTE1OTAtNGU3OC1hZDViLTYzNDcwMjZjYWEyZQBGAAAAAACs0Sae0k2tTqrOIwOEQKWsBwABzLvNmSr7S4oMqDDhWDczAAAAAAEGAAABzLvNmSr7S4oMqDDhWDczAAKPjVYDAAA=", "incomingDays": 300, "pastDays": 50 } }

Get calendar view of events (V3) result:
"id": "AAMkAGQyZGYyZGM0LTE1OTAtNGU3OC1hZDViLTYzNDcwMjZjYWEyZQBGAAAAAACs0Sae0k2tTqrOIwOEQKWsBwABzLvNmSr7S4oMqDDhWDczAAKPjPX4AAABzLvNmSr7S4oMqDDhWDczAAKrWTw6AAA=",
What's in my SharePoint:

Thanks! That cleared up how I should think about Apply to each and the link between the condition statement and how to update SharePoint.

However, It's a very different problem so I will likely create a new post to solve that and update here once the flow is functional. But if you're interested, here are the details of the new issue.

The Calendar id in the starting trigger isn't matching what is in SharePoint, so the condition fails every time and nothing gets updated. I selected a calendar event and checked that the Calendar Id matches the SharePoint Id info and it did. I used a Manual trigger > Get calendar view of events (V3) setup to doublecheck the ID before and after I made a change. Both times it was still the same as what's in SharePoint and not what this flow is pulling. Not sure where the other ID is coming from. I thought they were static, which is the crux of this whole flow and process.

What this flow is pulling:
When an event is added, updated or deleted (V3) - raw output
{
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                        Hi,
I think that you have mixed some things here, or is it me? In When an event is added, updated or deleted (V3) - raw output, table ID is only the calendar id, where trigger pulls the events.
 
If I have understood right, you are saving the Event ID in the SharePoint- column. Those are not the same ID:s ever.
 
This is old topic but you have to find items in SharePoint based on Event ID that is triggered your flow. I think something like this:
 
Get items action to find out the Sharepoint ItemIDP1_RFE_Cal eq triggerBody()?['id']
Update Item action, and use ID from Get Items output.
                      
                    
                        
                        
                            





 





 










 





 






    
    
    
    
        
    
    


                        
                         
                      
                          
                       
                        
                            
                             
                              
                            
                            
                            
                            
                                
                                    
                                    
                                    
                                    
                                    
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