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When a shift is deleted in StaffHub, remove entry from O365 calendar

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Posted on by Community Power Pla...

Hiya,

I'm a complete newbie to Flow so be gentle.

We've started using StaffHub at work and it would be great if our shifts were written to our O365 calendar. I've already used the existing template which writes them to our Calendar, but was wondering if there was a way to use a Flow to remove a deleted shift from the calendar too.

I've had a go but not had much luck so far. I will probably get there eventually, but was wondering whether someone could point me in the right direction or have possibly set one up.

Thanks in advance

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v-xida-msft on at

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Hi @Anonymous,

Could you please share a screenshot of your flow's configuration?

Do you use the "Add new StaffHub shifts to your Office 365 calendar" built-in template to create your flow?

I suppose that you use the "Add new StaffHub shifts to your Office 365 calendar" built-in template to create your flow, is it true? If you want to delete the corresponding shift (Outlook event) from your Outlook calendar, you should include the Shift ID within your Outlook event. When a shift is deleted from your StaffHub, you could find the specific the Outlook event based on the Shift ID and then delete it.

I have made a test on my side and please take a try with the following workaround:

Move StaffHub Shifts to Outlook calendar (use the "Add new StaffHub shifts to your Office 365 calendar" built-in template to create my flow😞

Within Body field of the "Create event (V2)" action, type the Shift ID dynamic content of the "Get Shift" action.

The flow works successfully as below:

When a Shift is deleted in your StaffHub, remove event from your Office 365 Outlook calendar:

Add a "When a shift is deleted in a team" trigger, specify Team Id.

Add a "Get events (V2)" action, specify Calendar id.

Add a "Apply to each" action, input parameter set to output of "Get events (V2)" action.

Within "Apply to each" action, add a "HTML to text" action, Content field set to Body dynamic content of the "Get events (V2)" action.

Add a Condition, left input box set to output of "HTML to text" action, right input box set to Resource Id dynamic content of the trigger, within middle drop down, choose contains. Within "If/yes" branch of Condition, add a "Delete event" action, specify Calendar id, Id field set to Id dynamic content of the "Get events (V2)" action.

Image reference:

The flow works successfully as below:

Best regards,

Kris

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Community Power Pla... on at

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This is perfect! Thank you so much @v-xida-msft

I do have one small issue though when it gets to "apply to each". I'm guessing at that point it's looking at every calendar entry for the ShiftID (in my case 199 entries) which is making the process run on a bit., is there a way to help speed it up? Perhaps add another condition like the subject line?

Don't worry, I am trying to figure it out myself too. 🙂

Thanks again

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GabrielStJohn on at

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Hello, @Anonymous!

I see that you appear to be satisfied with a reply to your post! If this reply helped you out and met your Flow needs, please mark it as the "Accepted Solution"!

Much Appreciated!

-Gabriel

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lacrimas201 17 on at

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Hi

I have followed the exact same steps as described here above.
However, my removal flow seems to be going in error each time because of this reason:

InvalidTemplate. Unable to process template language expressions for action 'Voorwaarde' at line '1' and column '1745': 'The template language function 'contains' expects its first argument 'collection' to be a dictionary (object), an array or a string. The provided value is of type 'Null'.'.

Of course I have other appointments in my agenda without a shift idea.

Anyone who can help with this?

Thanks!

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lacrimas201 17 on at

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Ok I have ran some more tests.

When I rerun the flow, it works. The entry which was added via StaffHub is getting removed from the Outlook agenda. However since the flow is finding a lot of entries in the agenda (with only one matching entry with the shift ID), it says the error is for all other entries except for that one. Result in flow error.

I can live with that, as long as the result is OK.

But there is one thing I don't understand.
I have 2 flows running, one is for adding an entry via StaffHub (and simultaneously the Outlook agenda is updated) and one for the removal of entries. As soon as I add a new shift via StaffHub, the 'add' flow starts to run. However the 'removal' run also starts to run, which is kinda weird since I did not remove anything.

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