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Setting up meeting room (resource mailbox) to automatically decline conflicting request

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Posted on by miru78

Hi, im trying to make a flow in Power Automate to auto decline (with decline message) any conflicting request for a resource mailbox (meeting room), the decline message should be simple or similar like the auto message from exchange resource setting;

'Your request was declined because there are conflicts.
The conflicts are:
Organizer and Time of Conflicting Meeting"

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VictorIvanidze 13,073 on at

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Hi @miru78,
are you sure you need a flow for that?
Did you see https://answers.microsoft.com/en-us/outlook_com/forum/all/automatically-decline-meeting-requests-for-room/07b1f5ec-08ea-43ca-bdb4-33dd1cd470d8 ?

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miru78 20 on at

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Thank you for your reply @VictorIvanidze, I need to make the flow in Power Automate, because i have some rules for resource booking as follows;

1. Everyone can book resources within 30 days in advance (auto accept/decline based on availability)
2. Only certain users / group can book resources > 30 days in advance (auto accept/decline based on availability)

I disabled the "automatically process meeting request & cancellation" from Scheduling Options, because if not, it will accept all booking request (including conflicting resources). Now, i have successfully run the flow in Power Automate, but i couldn't configure the decline message (for conflicting request) like the Exchange auto decline msg:
"Your request was declined because there are conflicts.
The conflicts are:
Organizer and Time of Conflicting Meeting
Bill Graham - Monday, August 22, 2022 1:00:00 PM to Monday, August 22, 2022 2:00:00 PM"

How do i put the name of other Organizer & time of conflicting meeting in the decline message? in this case, Bill Graham. I tried to use "Organizer" & Start Date - End Date, but it showed my name not the conflicting requester.
Here is my flow'

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VictorIvanidze 13,073 on at

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Hi @miru78,
to do what you want you have to find and open the conflicting event. List the events as shown here and check for conflicts.

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VictorIvanidze 13,073 on at

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Also have a look at this excellent thread: https://stackoverflow.com/questions/325933/determine-whether-two-date-ranges-overlap

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miru78 20 on at

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Thank you @VictorIvanidze , but i couldn't find the field name that shows the name of the person who have made the conflicting resources. If i put "Organizer" it will show my name instead.

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VictorIvanidze 13,073 on at

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Please show how you are retrieving Organizer.

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miru78 20 on at

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Please kindly look at the red arrow in the pic below:

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VictorIvanidze 13,073 on at

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I've already seen this, thanks. Could you show this field in edit mode? In other words what action you are using to retrieve the event?

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