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Creating a workflow that will send an appointment to Outlook

Question

Monday, April 9, 2012 7:00 PM

I have a calendar in SharePoint that anytime an item is added or changed, I would like it so send an Outlook appointment to the person that is assigned to the SharePoint task.  Can anyone tell me how to do this?

Thanks, Dale

All replies (6)

Monday, April 9, 2012 8:14 PM ✅Answered

- You need a Calendar and a task list in SharePoint. 

- You can use sharepoint designer to create workflow which create a task item in "Task List" based on every entry in calendar.

- Task list can be synchronized with outlook to get the task notification via Outlook interface (http://office.microsoft.com/en-us/sharepoint-foundation-help/synchronize-sharepoint-2010-content-with-outlook-2010-HA101881295.aspx)

Hope it helps.

Monday, April 9, 2012 8:24 PM ✅Answered

You can attach event receivers to the calendar list for itemadded and itemupdated, then send out the custom invitation to the user in the event.

You can create outlook meeting request as : http://msdn.microsoft.com/en-us/library/bb644964.aspx

Rahul Gupta, MCPD - SharePoint 2010

Friday, September 6, 2013 1:59 PM | 2 votes

Try following these steps for a sharepoint calendar workflow:

Step 1 - Open SP   Designer:

In SharePoint, click on Site Actions>Edit in SharePoint Designer.

Step 2 – Navigate to   Calendar List:

Navigate to “Lists and Libraries” and click on your calendar.

Note: For this example we will use the calendar name “DC Calendar.”

Step 3 – Create New   Workflow:

In the Calendar page click on “New” under the Workflows tab.

Step 4 – Name the   Workflow:

Enter in a name for the workflow and an optional description.

Click “OK” when finished.

Step 5 – Add Action:

When the Workflow page opens, click on the “Action” button and then   click on “Send an Email” listed under “Core Actions” heading.

Step 6 – Edit Email   Action:

Left-click on “these users” (Highlighted in blue).

Step 7 – Recipients:

A window should open displaying a sample email.

First click the book icon, located to the right of the “To:” field   (“CC:” field if applicable).

Step 8 – Recipients   Lookup:

  1. When the “Select Users” window pops up, select   “Workflow Lookup for a User…”
  2. Click “Add >>”
  3. Another   window will pop up. Select the fields as displayed.

Click “OK” to exit the Lookup window, then click “OK” to exit the   “Select Users.”

Step 9 – Subject   Line:

  1. Next,   click on the “…” button to the right of the “Subject” field. A window will   open
  2. Type   in what you would like.
  3. To   add the title click “Add or Change Lookup” button located on the bottom left.

When the new window opens set the   following:

Data Source: Current   Item

Field From Source:   Title

Click “OK” to complete.

Step 10 – Email Body:

  1. Type   in the text as shown:

    TO: Current Item:Invite Attendee
    Subject: New Event Notification - [%Current Item:Title%]
    Body Text: You have been invited for the following event:
                     Event Name: [%Current Item:Title%]
                     Event Start Time: [%Current Item:Start Time%]
                     Event End Time: [%Current Item:End Time%]

    But DO NOT type the text with the brackets. That should be selected through the button option.
  2. After   typing the Event Name etc… click on the URL icon. A window will pop up.
  3. In   the Hyperlink window select the “…” button.
  4. Click   the “Add or Change Lookup” button located on the bottom.

When the new window opens set   the following:

Data Source: Current   Item

Field From Source:   Title

Click “Ok” when finished.

Note: Repeat these steps or the rest of the   content (I.e. Event Start time).

Only use the “Text to display” field, DO NOT enter   an address.

Step 11 – Add Event   Hyperlink:

  1. Assuming   you haven’t added the Hyperlink yet, click the URL button.
  2. Enter   what you whatever text you see reasonable to notify the attendee they can   click the link to add it to their calendar.
  3. Select   the “…” button located to the right of the “Address:” field.
  4. Paste   the following URL and modify with your sites’ information:

https://mycompanysite/sites/sitename/pagename/subpagename/pagewherecalendarislocated/_vti_bin/owssvr.dll?CS=109&Cmd=Display&List=[ENTER LIST GUID HERE]&CacheControl=1&ID=[%Current   Item:ID%]&Using=event.ics

Note: The URL before “/_vti_bin” can vary   depending on where your calendar is located. Best way to get it is navigate   to your SharePoint Calendar and copy the URL before the “Lists” library.

  1. Find   the GUID of the list and insert it into the URL in the following format:   12345678-1234-1234-1234-123456789ABCD

Make sure no spaces are before   it or after it.

  1. Delete   [Current Item:ID%] that was pasted in when you copied the URL.
  2. After   it has been deleted click the “Add of Change Lookup” button located on the bottom   left.

Assign the appropriate   articles:

Data Source: Current   Item

Field From Source: ID

Click “OK” to complete.

Step 12 – View Event   Hyperlink:

  1. To   create a link to the SharePoint Event, click the URL button.
  2. Enter   the appropriate text (I.e. Click to view event in SharePoint).
  3. Press   the “…” button to the right of the “Address:” field.
  4. Once   it’s open copy the URL from the actual event, something like this:

https://mycompanysite/sites/sitename/pagename/subpagename/pagewherecalendarislocated/Calendar/DispForm.aspx?ID=123

You will want to remove the   numbers after “ID=” and in the example above you would delete “123” from the   URL.

Once it has been removed,   click “Add or Change Lookup” and apply the following:

Data Source: Current   Item

Field From Source: ID

Click “OK” to complete.

Step 13 - Publishing:

Once complete, navigate to the Workflow settings and select “Start   workflow automatically when an item is created” under the “Start Options”   tab.

Don’t forget to Save and Publish your workflow.

Friday, September 5, 2014 6:57 AM

This doesn't create the actual Invite.

It just sends out an email with a link that will download a .ics file.

Everything from there needs to be manually set up

Artificial intelligence can never beat natural stupidity.

Friday, August 14, 2015 8:19 PM

Great solution! Doesn´t send a proper invite but you'll get a link to download a ics file with the metting.

thanks

Tuesday, December 20, 2016 7:08 PM

It worked for me. thanks for the solution. I have one more question. If we edit any existing event then it create another outlook event, How can we update existing event in outlook?