Microsoft Teams - Adding a Microsoft Teams URL to a Dynamics Appointment

   Words by CRM Consultancy

   on 18/05/2021 12:41:00

Untitled design (2)

There is currently no out-of-the-box functionality for scheduling an appointment in a Dynamics Teams meeting.

I'm sure this will be available in the near future, but for now, we can use Flow to create a Teams Meeting with
the same information and pass the newly created Teams URL back to the Appointment in Dynamics.

Step 1 - First, we need a trigger for the Flow. Here we can select “When a row is created, updated or deleted” from the common data service options.

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Step 2 - I want my flow to trigger whenever an Appointment is created or updated but only when a certain field equals yes. This to prevent the flow trigger every time an appointment is created/updated.

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I added a new two option field called Add Teams Meeting Link to the Appointment entity. With this added field I can add filter expressions to my trigger so the Flow will only run when an Appointment has been created and Add Teams Meeting Link equals yes, or the Add Teams Meeting Link field has been amended and the new value equals yes.

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Step 3 - Next we need to create a Teams Meetings so we are able to pull the JoinURL into Dynamics. We set the Calendar id to Calendar and use the Dynamic mappings to add the Subject and Description from Dynamics into the Teams Meeting.

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Step 4 - Now we need to add the start time and end time. For whatever reason the format of the start date and end date from Dynamics isn’t recognised here so we first need to convert these date into String. To do that we use the Expression tab and select String (value).

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Step 5 - Now we move back to the Dynamics content tab and select (Start Time)

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Pressing OK will the expression to the field, as shown below. Repeat the same process for the End Time field and you’re all set.

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Step 6 - Now we need to pass the newly created JoinURL back to the Appointment in Dynamics. We select Update a row, set the Table name to Appointments and the Item ID is the GUID from our initially created Appointment.

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I’ve found the best field to map the URL to is the Description field. This way when the invites are sent out to the required attendees, they can clearly see a Teams meeting URL to join. We do not want to overwrite any description that may have been added so use the Dynamics content to add the Description back then I’ve added some space, added a bit of text then mapped the joinURL from the Teams appointment.

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When testing we can see a newly created Appointment has no teams URL.

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After the Flow has ran we can the Teams Meeting URL has been added to the description.

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When the required attendee receives the Appointment invite in their inbox, they will be able to click on the link directly, which will take them to the Teams meeting.

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Further Reading

For more information on Microsoft Teams capabilities, including integration of Microsoft Teams, SharePoint, and Dynamics 365 with DocDrive365, visit https://www.crmcs.co.uk/docdrive365/

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