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Power Platform Community / Forums / Power Automate - Building Flows / Creating an event that...
Power Automate - Building Flows
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Creating an event that appears at same time on all user calendars

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Posted on by LindyTalbot 14

I have created a recurring flow that sends an email to a list of people on SharePoint each month. The flow then creates an event in each of their own calendars, with a reminder that goes off exactly at the start of the 'event'.  However...

 

I have not been able to figure out how to set it up so that the event will start at the same local time (8am) for all of the invitees (I don't want users to have to take any action themselves so I have not pursued the creation and attachment of an .ics file.)

 

Any ideas, friends? For example, if not creating an event, how about creating an Outlook task? Or maybe a link/button in the body of the email that creates that event or task?

 

Thanks.

  • tom_riha Profile Picture
    tom_riha 10,127 Most Valuable Professional on at
    Re: Creating an event that appears at same time on all user calendars

    Thank you for the kind words @LindyTalbot . 🙂 

    Actually I played with it a bit yesterday and I was able to create a solution that 'maybe' could work, depending on what information you have available in the user profile. I'm using the user 'Country', which might not work if you're in the US (with multiple time zones). But the logic goes like this:

    • Create a mapping table (initialize object variable) using some information that you can get in the 'Get user profile' action (you can see in the flow run history what information is available). In my flow I used the 'Country' and for each possible 'Country' I defined the necessary time correction: 

     

    {
 "CZ": "-1",
 "GB": "0"
}​

     

    • Next step is to get the information from the user profile using the user email address with the 'Get user profile' action.
    • Once you have the information from user profile, you can use it to get the value from the mapping table (the object variable from step 1), as I said, I'm using the user 'Country'. If country is CZ, the expression below will return -1.

     

    int(variables('timeCorrection')?[outputs('Get_user_profile_(V2)')?['body/country']])​

Notes:
outputs('Get_user_profile_(V2)')?['body/country'] is the 'Country' value from the 'Get user profile'
variables('timeCorrection')?[outputs('Get_user_profile_(V2)')?['body/country']] will take from a variable 'timeCorrection' the value that corresponds to the 'Country'
int(...) will convert the value into integer so you can use it in addHours(...) action

     

    • And that's the value you can use to adjust the the event start time by the number of hours from the previous step with the addHours(...) expression. Enter the event date/time as the first parameter and the expression from step 3 as the value to add to that date/time).

     

    addHours('2020-02-12',int(variables('timeCorrection')?[outputs('Get_user_profile_(V2)')?['body/country']]))

     

    image.png

  • Verified answer
    LindyTalbot Profile Picture
    LindyTalbot 14 on at
    Re: Creating an event that appears at same time on all user calendars

    Thanks @Anonymous -- I think developing the flow to calculate each user's time zone is a logical approach, but probably not worth the effort (and I am also pretty new to PA, so it would be quite a stretch for me 😉). You sparked some thinking and testing, though, and I have decided to create the event as an all day event that at 12:01am UTC-8, with a reminder popup at 0 minutes before.

     

    Thanks for your reply and I love your blog (which I have bookmarked and will refer to often. Good stuff!)

    I started to play with ICS files and they have the same issues with time zone adjustment

     

    Stay safe.

  • tom_riha Profile Picture
    tom_riha 10,127 Most Valuable Professional on at
    Re: Creating an event that appears at same time on all user calendars

    Hello @LindyTalbot ,

    the time is adjusted locally in the Outlook depending on the user location so I don't think you can create a single event for all users at once.

    Theoretically, if you knew the timezone of all the users, you send each of them a separate event with start time adjusted to their timezone, but I'm not sure if that's the solution you're looking for (and if you can get the timezone information, I guess it would have to be in the user profiles).

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