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Optimize repetitive flow

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Posted on by matthieudumont

Hello,

1) I have a flow to export weekly all meetings from my team to an excel file. Their calendars are all shared with me and i'm using the action Get calendar view of event (v3) to access it.

I have it structured like this:

- Trigger

and then for each team member:

- Get calendar view

- Apply to each

- Add a row into excel

but for 50+ team members it seems like this flow could be optimized, any idea on how to do this? (see screenshot 1 below)

2) I only want to export events that include at least 1 external attendee. I thought this could be done using the filters on the action "get calendar view" and saying there must be one attendees without the "@ourdomain.com" invited to the meeting but i have no idea how to do it. Any idea?

(see screenshot 2 below)

Thanks in advance !

screenshot 2 foru...

screenshot 1 foru...

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creativeopinion 10,396 Super User 2025 Season 1 on at

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Re: Optimize repetitive flow

@matthieudumont The Get Calendars (V2) action returns the calendars you have access to. You need to then use the Filter Array action to filter out the calendars that you don't want to loop through.

As mentioned in my previous post, please reference this YT Tutorial: Are you using the Microsoft Power Automate Filter Array Action wrong? to learn how you can filter OUT the calendars you don't want to loop through. You'll need to reference the third section in the tutorial where I show you how to filter your array by substring.

The issue with your current logic in your flow is that you are getting each individual calendar, then getting the events for each calendar. This is inefficient especially if you have to do this 50+ times. Also, the way you currently have your flow set up, you are running the get events action, then looping through each event of the calendar then adding the row to the excel table. The way you have it set up, it needs to complete those actions for each calendar before moving onto the next calendar. Whenever you find yourself duplicating actions in a flow to suit specific requirements, it's always best to look at the logic and figure out a way where your flow doesn't require duplicate actions (when it's not necessary)

My recommendation is suggesting the following (this is a rough draft of what the flow would look like):

Get Calendars (V2): Get Calendars you have access to

Filter Array: Filter Out Calendars you don't want to loop through

Apply to Each: Loop through Each Calendar

Get calendar view of events (V3): Get Events for the Calendar—filter out events with external attendees)

Add row to a table

By doing it this way, you can use dynamic content in the Calendar ID field of the Get Calendar View of Events (V3) action rather than having to manually select each calendar 50 times and having to duplicate that action 50 times in your flow.

Hope this helps!

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matthieudumont 20 on at

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Re: Optimize repetitive flow

And just to be sure, the output that i want is not the list of calendars i have access to. I want to see meeting names, attendees, ect...
Seems like the "Get calendars (V2)" is not really doing that. By looking at the dynamic value i see it only returns the ID of the calendars and some other parameters but nothing like the kind of output i used to get with the Get calendar (v3) which was allowing filtering on Attendees / organizer ect...

get calendar V2.png
creativeopinion 10,396 Super User 2025 Season 1 on at

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Re: Optimize repetitive flow

@matthieudumont The Get Calendars (V2) action doesn't require you to select any thing. It's an action that you can add to your flow which will return all the calendars you have access to (aka an array of Calendars).

You will then need to filter this array to remove the calendars you don't want to include—please refer to this YT Tutorial: Are you using the Microsoft Power Automate Filter Array Action wrong?

You'll want to reference the third part of this tutorial where I cover how to filter by substring. You want to adjust the Filter Array action so it filters OUT the calendars you don't want to loop through. Although it may look like the Filter Array action can only take a single condition—it can take multiple conditions. I cover how to add multiple conditions near the end of the video.

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

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matthieudumont 20 on at

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Re: Optimize repetitive flow

Sorry i'm really beginning:
when you say: "You should use the Get Calendars action first to return the Calendars you have access to."

-> in the "Get calendar action" i can only select one calendar, how do i select 50+ calendars on 1 action "get calendar view" ?
creativeopinion 10,396 Super User 2025 Season 1 on at

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Re: Optimize repetitive flow

@matthieudumont To run these actions 50+ times is definitely inefficient.

You should use the Get Calendars action first to return the Calendars you have access to. Then use a Filter Array action to filter out the calendars that you don't want to loop through. I've linked a tutorial below on the Filter Array action. Although it may look like the Filter Array action can only take a single condition—it can take multiple conditions when using the Advanced Editing Mode.

Refer to this section of a YT Tutorial I uploaded on how to get dynamic content from a Filter Array action

To learn more about how to use the Filter Array action, please refer to this YT Tutorial: Are you using the Microsoft Power Automate Filter Array Action wrong?

In this video tutorial I’ll show you 3 practical ways to use the Filter Array action and how to use it properly.

1️⃣ Cross-Referencing Data

2️⃣ Filtering by Key

3️⃣ Substring Matching

Did you know that the Condition action has a limit of 10 conditions? Although it might look like the Filter Array action can only accept one condition—this is not true. By using the advanced mode you can enter multiple conditions into a Filter Array action with an expression.

IN THIS VIDEO:

✅ 3 Ways to Use the Filter Array Action

✅ How to use the Scope Action to Group Actions

✅ How to Check the Number of Items returned from a Filter Array Action

✅ How to Cross-Reference Data in Excel with a SharePoint List

✅ How the Filter Array Action Works

✅ How to Access the Dynamic Content from a Filter Array Action

✅ How to Filter Items by a Key

✅ How to Filter Items by Matching a Substring

✅ How to Use Multiple Conditions in a Filter Array Action

.... more to come. Let me know once you've successfully filtered out the calendars you don't want to loop through.

Hope this helps!

If I helped you solve your problem—please mark my post as a solution ✅.
Consider giving me a 👍 if you liked my response!

👉 Level up your Power Automate skills by checking out my tutorials on YouTube
👉 Tips and Tricks on TikTok and Instagram

... lmk once you've successfully