Usage guide: Schedule online meetings in Outlook

The Workflow: Schedule online meetings in Outlook library pack enables EUC teams to:

• Automate meeting scheduling, reducing time spent on coordination

• Accelerate ticket resolution by streamlining collaboration setup

• Enhance support agent productivity and reduce scheduling overhead

• Enhance the user experience by offering faster and more efficient support interactions.

Library pack uses

Use the library pack content for the following purposes.

Visibility

This library pack focuses on the Schedule online meetings in Outlook workflow. This workflow automates the scheduling of Microsoft Teams meetings by programmatically coordinating availability and creating calendar events in Outlook for both support agents and end users.

Workflow triggering

This workflow should be launched on a specific device either during a call with an employee or in response to an issue they have raised. This can be achieved using device view (as shown below) or from Amplify.

Predefined workflow structure and steps

The Schedule online meetings in Outlook workflow is structured in these main steps:

1. Configure the input parameters

2. The workflow uses a Function thinklet containing JavaScript code to determine the next business day based on the current date

3. The workflow retrieves calendar availability data from the target user's and the defined participant's calendars

4. The workflow uses a Function thinklet containing JavaScript code to compare the availability data and identify the first common time slot for both parties

5. If a common time slot is found, the workflow will create a Microsoft Teams online meeting for both parties on that date and time

Configure the input parameters

The following input parameters are required for the workflow:

• Participant - Specify the email address of the user who will be invited to the online meeting. Example: [email protected]

• Subject - Enter the subject line for the online meeting. Example: Project Kickoff Meeting

• Content - Provide the body text that will appear in the meeting invitation. Example: Please join this Teams meeting to review the project scope and next steps.

• Meeting duration minutes - Set the duration of the meeting, in minutes. Example: 60

• Location - Specify the location text for the meeting appointment. Example: Microsoft Teams Meeting

The workflow uses a Function thinklet containing JavaScript code to determine the next business day based on the current date

The purpose of this Function thinklet is to identify the next business day from the current date and return the start and end timestamps of that day as outputs.

You can find the code for this function in the relevant section of the Configuration guide.

The workflow retrieves calendar availability data from the target user's and the defined participant's calendars

In the next step, the workflow retrieves availability strings (you can find more details of AvailabilityView in Microsoft documentation) for both the organiser and participant using a Graph API call to the getSchedule API endpoint.

These strings represent a person's working day as a sequence of digits, with each digit indicating availability within a defined time interval (one hour by default, as managed by the AvailabilityViewInterval parameter). Availability statuses can take the following values:

• 0 = free or working elsewhere

• 1 = tentative

• 2 = busy

• 3 = out of office

The workflow uses a Function thinklet containing JavaScript code to compare the availability data and identify the first common time slot for both parties

The next step in the workflow is to compare these availability strings to find a time slot that works for both the organiser and the participant, using a Function thinklet. This thinklet returns a string output 'message', which indicates whether or not a time slot was found. If a time slot is found, it also returns the start and end outputs containing timestamps of this time slot.

You can find the code for this function in the relevant section of the Configuration guide.

If a common time slot is found, the workflow will create a Microsoft Teams online meeting for both parties on that date and time

The final step consists of two actions. First, a condition is checked to see if the slot has been found. If so, a Service/API thinklet performs a call to the Graph API to create an event; you can find more details of the Event API endpoint in the Microsoft documentation.

Here is an example of the resulting event, with its properties defined by the workflow parameters.

RELATED TOPICS

• Workflow: Schedule online meetings in Outlook

• Configuration guide: Schedule online meetings in Outlook

• Manage Workflows