Power Automate Exchange

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  • 1.  Teams-Related Power Automation Needed

    Posted Jun 24, 2021 10:32 AM

    Would like to have a Power Automate flow (using the free desktop version, if possible) which would work with Teams to display people's Outlook Scheduling Assistant to show availability.

     

    In Teams, clicking or hovering over a person's picture pops up a Contact card (?) which shows the person's email address:

     

    That address would need to be copied, then Outlook opened, which can be done by using Win-R, pasting in Outlook.exe  /select outlook:calendar, and clicking OK

     

     

     

    That opens up Outlook to this view, and a click on New Meeting needs to be done.

     

     

     

    On this screen,

    1.    The day's date needs to be pasted in (the text 6/14/2021 works)

    2.    The current time needs to be pasted in (the text 14:24 works)

    3.    The copied email address needs to be pasted in

    4.    Scheduling Assistant needs to be clicked

     

     

     

    Which gives this screen, and here only Check Names needs to be clicked to 'resolve' the person's schedule

     

     

    Is this even possible at all?  Certainly I have no idea on how to achieve this result...

     

    James Cox               

     



  • 2.  RE: Teams-Related Power Automation Needed

    Top Contributor
    Posted Jun 25, 2021 07:18 AM
    What is your end goal here?

    The web version of flow has the ability to get a persons availability via the outlook connector, and there are ways with the graph api action to get all users in a specific distribution group or all company. then you can loop through that list an individually check each users availability. You should be able to then follow that up and create a meeting in the first "free" window if needed. The power automate desktop has a very limited set of abilities/actions, it was designed for things that can not be done without some type of user intervention, so power automate desktop is used to take the place of that person, and as a result it only contains the tools needed to replace that human actions, plus a few more things. To go further you have to combine it with the online version.

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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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  • 3.  RE: Teams-Related Power Automation Needed

    Posted Jun 25, 2021 10:30 AM
    The exact need is to replace the 'Schedule a meeting' functionality in Skype for Business (SfB)  (which is going away) with equivalent functionality in Teams.
    Basically that function opened the calendar to show availability of the single person who had been selected in SfB.
    The desktop Power Automate 'trigger' event in Teams needs to be a click on (or a hover over) a person's picture in Teams.  This launches a 'contact card' which has the person's email address - and a Copy Email button to copy the email - alternately, clicking the Copy Email action could be the the PA trigger.
    After that, all the other steps will be keystrokes or clicks on items on the PC display.
    I've never created a PA script - desktop or online - so it's not clear if (or how) a click on a Teams contact card can start the action.



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    James Cox
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  • 4.  RE: Teams-Related Power Automation Needed

    Top Contributor
    Posted Jun 25, 2021 10:44 AM
    If you have sharepoint online, you can create a sharepoint list with a people column and a date/time column. Then have power automate trigger on "new item is created" it can then create a teams meeting with the person or persons listed in the column. You could also use forms, but it doesn't have a "smart" people picker, so it would be prone to human error (typos).

    Not sure if you can have power automate desktop trigger automatically when you click someones name in teams.


    There is a teams plugin/extension in outlook (not sure if it's enabled by default) that will let you create a teams meeting from within outlook, or the calendar tab in teams, can also schedule teams meetings. Neither one of these options seems to have the option to create a teams meeting from the contact card though, so you'd have to manually enter their name. But you're doing that anyways to get to their contact card.

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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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  • 5.  RE: Teams-Related Power Automation Needed

    Silver Contributor
    Posted Jun 25, 2021 11:48 AM
    Why not just schedule things using the Teams Calendar? It works just like Outlook. Create a new event, add the people, use the built in scheduling agent to see availability? I do it all the time. Works great.

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    Rachel Davis
    Program Manager, Business Operations
    Rockwell Automation
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  • 6.  RE: Teams-Related Power Automation Needed

    Posted Jun 25, 2021 12:11 PM
    Maybe it's just me and my work environment, but I often need to get (or give) information to someone.  The list of possible 'usual suspects' is large and constantly changing - but may require several contacts in a few days.

    Phone calls are preferred, but all Skype for Business or Teams status indicators show are the current level of availability - and not if the meeting they are in will be over in 5 minutes.

    That's where the ad-hoc quick check of a person's calendar that Skype for Business has is useful.  The steps laid out in my initial note describe how that can be done using the Meeting functionality of Outlook, but the goal is really not to set up a meeting.  Teams is even less friendly in terms of adding other people's calendar to mine, so that's not a viable option for me, either.

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    James Cox

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  • 7.  RE: Teams-Related Power Automation Needed

    Top Contributor
    Posted Jun 25, 2021 12:49 PM
    I don't think power automate desktop will do what you want... It will take you longer to activate the script and wait for results (i don't believe it can be automatically activated)

    Triggering a flow via a manual button or entering into a sharepoint list, might do what you want.

    Basically you build a flow that will accept inputs (manual button, power bi, or http post command), pass that input into the get availability action. then you can have that information emailed back to you or show up on screen at the end of the flow.


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    Sam Duval
    Data Quality Analyst
    Element Financial
    Indianapolis IN
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