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Modify and Delete Group Calendar Events

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Posted on by KatherineW

Hi,

I've created a Flow whereby employees in our organisation submit an application for leave by adding an item to a Sharepoint list (using Modern Sharepoint / Communication Site). The flow works perfectly - the new item triggers an approval email to the nominated manager, then approval triggers a confirmation email to the requestor, and update to the list item "Status" column, advisory emails to senior manager and payroll and creates an event in the Group Calendar 'All Users', which is designated as our Approved Leave Calendar. If the application is rejected, the requestor is advised with the reasons and the list item "Status" is updated accordingly. It's great!

Except - when a leave application needs to be changed, or cancelled, I have written a working Flow that triggers when the list item is updated, email advice is sent to the invested parties. But there's no way to modify (or delete) the Group Event ??? Am I missing something? I have searched forums high and low but no luck.

I am trying to address this via training at present, that requestors have to manually go and update the Group Calendar with any changes, but as with anything manual, that is prone to user error and is causing my management some headaches.

Help!

Many thanks

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efialttes 14,756 on at

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@KatherineW

"and creates an event in the Group Calendar 'All Users'"

Which action block are you currently using to create the event? 'Office 365 groups' 'Create a group event'?

https://docs.microsoft.com/en-us/connectors/office365groups/#create-a-group-event-(v2)

If so, I am afraid there is not yet an action block neither to update it nor to delete it. There is a request for these features already posted in Power Automate community, you can provide support for it here:

https://powerusers.microsoft.com/t5/Power-Automate-Ideas/Get-Update-Delete-Event-amp-Get-Events-on-Office-365-Groups/idi-p/67323

I faced this limitation some months ago, what I did is to create events in the personal calendar of the user running the flow (i.e. 'Office 365 outlook' connector) and adding all the members of the office 365 group to the event -'List group members' action block-. 'Office 365 outlook' connector offers the option to update and delete the event.

In the meantime, let's hope somebody else can suggest a better workaround... I am not used to invoke directly neither the Microsoft Graph API nor the Office 365 GRoups API, but let's hope someother members of the community can suggest the way to proceed

Thanx!

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KatherineW 2 on at

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@efialttesthanks - you're right, I'm using the 'Office 365 groups' / 'Create a group event' action block. It works well because I've been able to add the group calendar to our intranet (SharePoint Online comms page) so all approved leave is easily visible across the organisation. But not being able to update/delete is a serious limitation when I'm trying to sell our management on the automation and traceability of an electronic approval flow instead our traditional paper-based methods.

I've added support to the request, thanks for the link.

Your workaround makes sense but in my case won't be practical as if I understand correctly, in my case we'd end up with all users' personal calendars flooded with events for approved leave for all other users in the organisation. This is too much noise for personal calendars. I could limit the event to just the personal calendar of the user running the flow and a few other key people, but then we lose the visibility across the organisation as there's not a central single leave calendar showing all events.

Hmm I'll continue thinking about it and hopefully someone has a better workaround, or an action block to modify and delete group events!

Thanx!!

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carl1to 208 on at

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Is there a workaround to update/delete group events with the http action?

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Linda_Tran_ 12 on at

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Hi All,

So I have set up something similar to @KatherineW for our company. I believe they have add a connector for "Delete Event V2). My question is, if an employee cancelled a leave.

How do I find the iD of the event that was previously created and get it deleted.

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