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Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

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Posted on by wlcasale

Hello,

I am new to Power Automate and Dynamics 365. I am trying to create a flow that will add an appointment to an Account record in Dynamics 365. I only want to add appointments created via Calendly.

Trigger: John Smith (client) schedules a meeting Joe Johnson (employee) via Calendly. The meeting is added to Joe's Outlook calendar via the Calendly/Outlook integration.

Action: Track the meeting in Dynamics 365 and set Regarding to the Account Record.

John's account record in the CRM will show the appointment, and Joe will also see it when reporting on "My Appointments Today" without having to manually track and set regarding in Outlook.

I think one issue is that I need to be able to pull the account GUID by using the required attendee email address. It is the only unique ID in an Outlook appointment. By using Search Rows, I was able to pull the GUID.

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I get the error when trying to create the appointment record.

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Error: OpenApiOperationParameterTypeConversionFailed. The 'inputs.parameters' of workflow operation 'Create_a_new_record_(deprecated)' of type 'OpenApiConnection' is not valid. Error details: Input parameter 'item/_regardingobjectid_value' is required to be of type 'String/uuid'. The runtime value '"wendy@hobartwealth.com;wlcasale2@gmail.com;"' to be converted doesn't have the expected format 'String/uuid'.

Flow: even if this did work, i still need to limit it to only add meetings scheduled via Calendly.

Any direction or ideas are welcome! TIA

Wendy

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Inogic 24,102 on at

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RE: Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

It seems you are using deprecated connectors to create the appointment record.

Please use the latest Microsoft Dataverse connectors to create the appointment records as shown in below screen:

and to set the account in regrading you need to add the “accounts(Guid of Account)” in Regrading(Accounts) you can refer below screen clip:

Hope this Helps.

Thanks!
Inogic 24,102 on at

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RE: Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

It seems you are using deprecated connectors to create the appointment record.

Please use the latest Microsoft Dataverse connectors to create the appointment records as shown in below screen:

and to set the account in regrading you need to add the “accounts(Guid of Account)” in Regrading(Accounts) you can refer below screen clip:

Hope this Helps.

Thanks!
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Community Member Microsoft Employee on at

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RE: Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

Hi wlcasale,

You should create appointments in the Dynamics 365 for Outlook app. And it could automatically be added to your calendar in the outlook.

Setting:
wlcasale 25 on at

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RE: Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

From my understanding, to sync from the Exchange to Dynamics the appointment must be created in Outlook. If Calendly is creating the appointment for it does not sync automatically.

Could it be possible that the synchronization was set up incorrectly? Do you have a resource showing how to set up the Exchange to Dynamics sync?

Than you
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Community Member Microsoft Employee on at

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RE: Create a Flow: Track Appointments in Dynamics 365 (Calendly; Outlook)

Hi wlcasale,

Could you tell us why you create a flow to track appointments rather than use Dynamics 365 for Outlook app which could automatic to do this?

Reference: Synchronization logic for appointments, contacts, and tasks - Power Platform | Microsoft Docs

By the way, you need to use this action instead of the deprecated one: