Translated from 日本語 • View original Hello. This is Nabe, who is in charge of intelligence system at Colorkrew.
Did you know that combining it with "Microsoft Outlook" that you usually use casually, or actually "Microsoft Power Automate", can increase convenience?
This time, I would like to introduce one such Outlook story.
This content is for those who have ever touched Microsoft PowerAutomate
Regular MTG Auto-Invite
I think that your company also has MTGs that are regularly implemented, so-called "regular MTGs".
In Outlook, when you add a user to a group, the recurring schedule set for the group is not reflected.
At that time, isn't it troublesome to invite new employees manually?
Well, with Microsoft PowerAutomate, it's easy to solve.
The Rough Flow of Automatic Invitations
- Add a new employee's Microsoft account to a specific group
- Trigger group addition to run Microsoft PowerAutomate flows
- Regular MTG is automatically added to the new employee's Outlook calendar
What to Prepare
Accounts that PowerAutomate can use
In order to carry out this work, all you need is that the "PowerAutomate-enabled account" is granted "Microsoft Entra ID management permissions" and "permissions to modify Outlook data for new employees".
Without it, you can't build a flow with PowerAutomate in the first place, so you can't do this work.
Accounts from which regular MTGs are reflected
When you run a flow on PowerAutomate, you have to get an Outlook calendar.
You will need a "Microsoft account that can use Outlook" to retrieve your Outlook calendar.
Also, make sure that the account belongs to a specific group (see the PowerAutomate configuration "Triggers" section below).
In addition, considering regular maintenance, it is recommended that the Outlook calendar source account be an account that can be managed by the intelligence system.
Configuring PowerAutomate
Let's take a look at what configuration we actually build PowerAutomate in.
It looks like this in the diagram.
Please basically create this configuration with the "Accounts that can be used by PowerAutomate" introduced in the previous section "What to prepare".
- Trigger (add new employees to a specific group)
Create a trigger to activate PowerAutomate. To be honest, as long as you keep the point in mind, any trigger doesn't matter.
I'm triggering a new employee to add a Microsoft account to a specific group.
The key point to consider here is to "make sure that the email address value of new employees can be obtained".
In order to obtain the email address value of the new employee in the follow-up work in the flow, it is recommended to configure it so that the new employee can be identified during the trigger work! - Get new employee email addresses
As mentioned in the previous work, we will get the email address of the new employee here.
3. Get New Employee Calendar Properties
Now, this is the biggest problem.
When performing this work, it is necessary to obtain something called "Outlook Calendar ID".
You need to use Microsoft Graph to get it, so you need to build it with the Get method.
The Action to be used is Get web resource under HTTP with Microsoft Entra ID.
Method：Get
URL:'https://graph.microsoft.com/v1.0/users/@{outputs('Get new entrants' email address')?[' body/mail']}/calendar`
Please do it.
4. Categorize new employee calendar properties
The values of the Outlook calendar properties that you did in the previous work are retrieved in one column.
What you want is the Outlook calendar ID, so separate them separately.
5. Retrieving Master Events
Connect the "Regular MTG Reflection Account" that you have prepared in advance to obtain the master event.
6. Reflect events in your new employee's Outlook calendar
Finally, build an Outlook event reflection action for new employees.
For Action, select "Create event" in "Office 365 Outlook".
Here's what you need to set up: Other than that, please set it optionally.
- Calender ID: '@{body('Segment calendar properties for new entrants')?[' id']}`
- Required Attendees: '@{outputs('Get New Entrant's Email Address')?[' body/mail']}`
## Finally
What did you think?
This time, I introduced a small story about Microsoft Outlook, but I plan to send out more and more other materials related to information systems.
Please look forward to it! !
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