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Create an Event (Meeting) based on Availabilty of attendees & conference room

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Posted on by Asuncion

Hello, I'm pretty new to Power Automate, wondering if anyone else has come across this issue or can assist with a solution. Appreciate any help, thank

Currently, a document is loaded onto SharePoint triggering an email notification, letting know team involved this needs to be reviewed and discussed further. Then I would like to then have an action that follows.. that finds meeting times then based on the availability automatically creates an event (meeting) for all parties.

Here's what I currently have setup:

The Setup

Here's the error I receive when I do a test run:

The Error

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Asuncion 32 on at

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Full error shows:

{
"status": 400,
"message": "String was not recognized as a valid DateTime.\r\nclientRequestId: 802fa315-1601-4669-876c-99cbac952e89",
"error": {
"message": "String was not recognized as a valid DateTime."
},
"source": "office365-eus.azconn-eus-01.p.azurewebsites.net"
}
DeepakS 2,301 Most Valuable Professional on at

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Hi @Asuncion looking at your error it seems like apply to each function is receiving incorrect date formate or empty.
Could you please share and check what date formate are you passing in Start time and End time fields in "Find Meeting Times".

here is my sample flow that works fine I used -addHours(utcNow(),24,'MM/dd/yyyy HH:mm') something like this.

If this does not fix your issue share the Find Meeting Times output.

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Asuncion 32 on at

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Hello @DeepakS,

Thanks for your help. I'm using the following expressions for my Start and End time. I was trying to use an expression that I thought would help the flow only look for availability between 8am to 5pm (work hours). Any suggestions?

Start Time:
-addHours(startOfDay(formatDateTime(convertTimeZone(utcnow(), 'UTC', 'Pacific Standard Time')), 'hh:mm'), 8 )

End Time:
-addHours(startOfDay(formatDateTime(convertTimeZone(utcnow(), 'UTC', 'Pacific Standard Time')), 'hh:mm'), 17)
DeepakS 2,301 Most Valuable Professional on at

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Hi @Asuncion

I just tried with your expression and still works. Could you please post what you are getting in Start Time and End Time after a run at Find Meeting Time step.

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Asuncion 32 on at

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@DeepakShere is what I get from running the Find Meeting Step;
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DeepakS 2,301 Most Valuable Professional on at

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@Asuncion

when you are creating event, try using following expression to get the start and end DateTime:
items('Apply_to_each')?['meetingTimeSlot']['start']['dateTime']
items('Apply_to_each')?['meetingTimeSlot']['end']['dateTime']
change loop object as per your flow (sorry if you are already doing like this).

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Asuncion 32 on at

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@DeepakStruly appreciate your help with this! The great news is that applying those expressions to my Create Event action got the flow to run successfully, however the 1 test run created 6 meetings on the Outlook calendar and Im not sure why?

Looks like a 4pm meeting for each conference room (3) and a 4:30pm for each conference room (3).

Here are the field details from Create Event:
DeepakS 2,301 Most Valuable Professional on at

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Hi @Asuncion The reason behind this you might be getting more than one available time. Not sure about your requirements, but you can create a meeting for the first occurrence of available time and discard others.

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Asuncion 32 on at

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@DeepakS is there a particular expression or type of dynamic content I have to apply in order to create the meeting with the first occurrence found from Find Meeting then disregard the rest?
DeepakS 2,301 Most Valuable Professional on at

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Hi @Asuncion
Set Max Candidates Properties to 1 on Find Meeting times action. i would also recommend you to read about other as well, you may find them use full in your scenario :
https://docs.microsoft.com/en-us/connectors/office365/#find-meeting-times-(v2)

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