Power Platform Community Forum Thread Details

I've created a calendar on a group SharePoint site so that everyone on my team can enter PTO, but because the people in my office are tech-inept, I want it to also sync into their Outlook calendar.

I know how to sync to Outlook, but is there a way to also create an automation that can notify me via email, Teams, or track/log (in excel or something) when calendar appointments/events are created, modified or deleted AND who made/modified/deleted the event?

We're currently using a shared calendar that I created in Outlook, but as of recently, people have been modifying or just deleting PTO that occured in the past and claiming they never took it or use all of it. There is no way to see when an event was deleted - obviously because it doesn't exist anymore and while I have the initial email notification showing they did put it in, I have nothing to support that it was indeed deleted on X day, by X person. Not to mention, every new entry automatically defaults to my name as the organizer which is annoying.

Help?

Categories:

Building flows

Synching the events to someone's calendar will be challenging because every person would need to give the workflow owner permissions to manage their calendar, something most people are unlikely to allow. You could create an ics file that you could e-mail the person and then they can add it to their calendar. You can read how to do that at: Power Automate: How to create an ics calendar event - Manuel T. Gomes (manueltgomes.com)

Now for your question: "but is there a way to also create an automation that can notify me via e-mail, Teams, or track/log (in excel or something) when calendar appointments/events are created, modified or deleted AND who made/modified/deleted the event?" Yes, if you are referring to the calendar you created in SharePoint. If it is for each person's calendar, again, you would need to have everyone give you permission to manage their calendars and you would need to create one workflow for each person since the trigger can only run on one calendar. SharePoint automatically tracks who created and who modified an item, along with the date. You can just use the appropriate flow triggers to set up workflows to handle each of your use cases.

The easiest way to prevent modifying or deleting items in the SharePoint list is to create a custom permission level that only allows them to create, but not edit or delete items. Then break inheritance on the list and assign the new permission level to the member group. Then only owners will be able to edit and delete items. Just make a copy of the contribute permission level and uncheck edit items, delete items, and delete versions.