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Running list of past appointments?

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Posted on by invintern

Hello,

Not sure if this is more appropriate for PA or D365. We will start here.

I have been working on a Flow which should watch the Outlook Shared calendar and recreate entries into D365.

So far, I have figured out the Flow, with the help of Ellis in PA!

But I realize my Columns are not set up correctly for a running list.

The goal is to see the 'Upcoming Meeting Date' with any given Account, then cycle that date into 'Last Meeting Date' once the time comes. Last Meeting Date is a Date field, whereas Next Meeting is a text field. So, I think I will have to at least change the second field to a date field.

I believe I can experiment with the Views to find out what works best once the underlying function is working. Though if you have suggestions, I am open to it. It may be worthwhile to see a running list, sorted by newest to oldest too, but I may be able to figure that out on my own.

Any thoughts on how I might keep a running list of upcoming & past meetings in D365?

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invintern 80 on at

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The challenging part will be to link the Calendar events to the corresponding Accounts. This is because calendar invites are non-standardized, sometimes coming in from our client, or from someone inside our organization.

I imagine linking the event to the Contact with the email, and THEN it will somehow link under Account.

But I need help.

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Hi invintern,

What is the "calendar event" you mentioned above?

Is it one entity?

You mentioned 'The challenging part will be to link the Calendar events to the corresponding Accounts.'

If it is one entity, maybe you can create a relationship between it and account.

Types of entity relationships in Dynamics 365 Customer Engagement (on-premises) | Microsoft Docs

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invintern 80 on at

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by Calendar Event I mean Appointment.

I am using the Appointment entity for Appointments.

I have tried Set Regarding within a Flow, but if the Required Attendees are not Contacts the Flow will fail. In my failed cases, the emails Appointments were set by internal non-D365-users, failing once they tried to Set Regarding.

The challenging part will be getting the Set Regardings correct. (I think)

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Hi invintern,

Can you provide some related screenshot? Error details in the flow or others?

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invintern 80 on at

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Here is a Flow run.

Here is the Condition it is stuck on.

The Outlook Dynamics Content is "Required Attendees" and the Dataverse Dynamic Content is 'value' ...

Here is my Account Form.

Thank you for the continued help.

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Bipin D365 28,983 Moderator on at

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I have setup flow on my instance same as your's. I created new event in my outlook as shown below -

As you can see I have two people added in my event so now if i check the value of RequiredAttendees it will have 2 email address with semicolon separated -

bipinshan@gmail.com;bipinshan@bipininfysolution.onmicrosoft.com;

So the first question is - Your Event record will always have one people or it can have multiple also?

If it will always have one people then we can simply remove compare the email address with Contact record in List rows and set the regarding

If Multiple people then we will first need to split the email address and how will you decide which record to set in regarding?

https://www.enjoysharepoint.com/power-automate-split-string-into-an-array/

Please mark my answer verified if this is helpful!

Regards,

Bipin Kumar

Follow my Blog: xrmdynamicscrm.wordpress.com/

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invintern 80 on at

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Bipin,

Thank you.

Answer: There will ALWAYS be multiple people per meeting. Let's think about splitting the email addresses.

In practice, the domain name of the email address should (usually) tell us which Account to Set Regarding.

These are board meetings, generally set up by a secretary.

Essentially, a secretary will set up a meeting with their board members and our client relations team. The presumed 'secretary' has been designated as a non-Contact for tracking purposes. So, a non-Contact will generally be setting the meeting with our team (our team are not Contacts either) and some Contacts.

We want the emails tracked to the Contacts' Accounts. I believe this means we could Set Regarding to Contact and the emails should appear in the Account's Timeline.

...

In our outlying case examples, we do have a few Contacts who use the same email address for multiple Accounts - some of these people are on multiple boards; small community - so occasionally the Contacts' email domain will not be accurate. But we have decided it is ok for his multiple Accounts' worth of emails can be tracked to his one Contact file and first Account.

...

Does that make sense?

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