send out email series via recurrence appointment form

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Posted on by Endjoy11

Hi Community,

i am pretty new to dataverse and model driven apps so bare with me.

My task is to create a table where appointments/events can be scheduled and when scheduled an email should be sent out to the participants in their mailbox.

So far I have created an appointment activity table, where I can schedule the events and connected it to a flow which sends out an email when an event is scheduled (row added in appointment table trigger). So far so good.

My issue comes when this event is a recurring appointment - the flow works, but it sends our separate emails for each occurrence (as the events are added as rows in the appointment table and as per flow, each row sends out an email), which is not ideal.

I would like to send out recurring appointments as series - with one email to the enduser mailbox.

Is this possible? It seems recurring appointments is a form in the appointment table (although it shows as table in dataverse :)) and each time i make a recurrence series it also adds a row in the appointment table

Any suggestions are appreciated.

Martin

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Microsoft Dataverse with Power Apps

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Mira Ghaly 11,415 Moderator on at

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@Endjoy11

This is true a recurring appointment though it is a separate table it creates separate appointment records in the background,so if your flow is based on the appointment creation then this will not work, have you tried your flow to work on recurring appointment table insy?

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Drew Poggemann 9,287 Most Valuable Professional on at

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Hi @Endjoy11

The Recurring Appointment Master table and the Appointments tables are connected, see the following details:

https://docs.microsoft.com/en-us/power-apps/developer/data-platform/create-recurring-appointment-series-instance-exception#create-a-recurring-appointment-series

1. You could utilize your first flow for the Appointments and exclude where the seriesId on not null on the appointment. If this is null then it is a regular appointment and you can send the emails as you do now.

2. Create a second flow triggered on the creation of the recurring appointment record and then utilize this to send out emails for recurring appointments as there will only be one record in this table for the recurring appointments.

The tables are connected by the seriesId so you could do other things as well and keep triggering on all appointments and check if seriesId is null or not, get the recurring appointment master and compare if first one (based on date time start, etc.)

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Endjoy11 56 on at

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@Mira_Ghaly @dpoggemann

thanks both, I created a separate flow for records in the rec. appointment. and disabled the part where it triggers in the appointments flow. So now, it does create the events in the calendar as desired. It does not trigger email for those events, but i think i will put a step where I sent out one email with the recurrence description as a workaround.
again thanks for the assistance

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