Outlook

Introduction

The purpose of this manual is to detail how to configure and integrate Qflow with Outlook to enable interaction between both platforms, allowing the creation, updating, and cancellation of meetings in the calendar.

Outlook features the following actions:

• Create a meeting

• Update a meeting

• Cancel a meeting

See Actions to learn about the description and content of each one.

Prerequisites

You need to have a Microsoft Entra account and a workspace created on the platform. You can create an account here.

Application parameter

To establish the connection, it is necessary to have at least one application parameter (see Application Parameters) that allows communication between Qflow and Outlook. This field is used to configure the connector of a Service Task in Qflow. (see Connector Configuration from a Service Task)

To create an Outlook application parameter, the following steps are required, as detailed below.

Application parameter using Microsoft Entra ID

This type of application parameter requires the following parameters:

• Client ID: Public value that identifies the application.

• Tenant ID: ID of the dedicated and trusted instance of the Microsoft Entr identifier.

• Client Secret: Confidential value used to prove the identity of the application.

To obtain them, you must follow these steps:

1. Access the Registered applications section in Microsoft Entra.

2. Click on New registration

   

   Fig. 788 Application registration section

3. Enter a name to identify the application, for example, Outlook, choose the accounts that should have access to the API, and select Register.

   

   Fig. 789 New application configuration section

4. Select the previously created application.

   

   Fig. 790 Existing applications selection section

5. Once the application is selected, you will be redirected to the overview tab where you will find two of the necessary parameters for the connection: Client ID and Tenant ID. To obtain the Client Secret parameter, select Add a certificate or secret under Client credentials.

   

   Fig. 791 General Application Information Section

6. Select New client secret

   

   Fig. 792 New secrets creation section

7. Enter a description for the secret, a lifetime for it, and select Add.

   

   Fig. 793 New secrets configuration section

8. Once the secret is created, in the value column, you will find the value of the Client Secret parameter.

   

   Fig. 794 Secrets overview section

9. Finally, permissions must be granted to allow the API to operate with the Outlook calendar. To do this, go to the API permissions tab and select Add a permission.

   

   Fig. 795 Application permissions overview section

10. Select the Microsoft Graph API.

    

    Fig. 796 New permissions configuration section

11. Select the Application permissions type and filter by Calendars. Once done, select the Calendars.ReadWrite permission.

    

    Fig. 797 New permissions configuration section

Once you have obtained these data (Client ID, Tenant ID, and Client Secret), it will be possible to create an application parameter for Outlook, thus allowing you to perform various actions with the connector from Qflow.

Actions

You can perform the following actions with Outlook:

Create a meeting

This action allows you to create a meeting in the Outlook calendar. You must provide the organizer’s email and the start and end date and time of the meeting. Optionally, you can add other fields listed below. After creating the meeting, you receive a key that identifies the meeting in Outlook, allowing you to edit or cancel it later.

Table 2 Inputs

Input	Description
Organizer email	Required. Meeting organizer email.
Start time	Required. Meeting start time.
End time	Required. End time of the meeting.
Subject	Subject of the email that will be sent to the attendees included in the meeting.
Attendees email	Email addresses of the meeting attendees
Location	Description of the location where the meeting will take place.
Create and add a Teams Meeting	If desired, by marking this parameter as true, a Microsoft Teams meeting is sent along with the appointment.
Content	Content of the email sent to the attendees with information about the meeting.

Table 3 Outputs

Output	Description
Meeting ID	Outlook meeting ID that allows editing or canceling it later.

Update a meeting

This action allows you to update a meeting previously created in the Outlook calendar. You must provide the meeting ID and the organizer’s email address. Optionally, you can add other fields listed below.

Table 4 Inputs

Input	Description
Meeting ID	Required. Meeting ID obtained when creating the meeting.
Organizer email	Required. Organizer’s email address of the meeting to be edited.
Start time	Start time of the meeting.
End time	End time of the meeting.
Subject	Subject of the email that will be sent to the attendees included in the meeting.
Attendees email	Email addresses of the meeting attendees
Location	Description of the location where the meeting will take place.
Create and add a Teams Meeting	If desired, by marking this parameter as true, a Microsoft Teams meeting is sent along with the appointment.
Content	Content of the email sent to the attendees with information about the meeting.

If the non-required parameters are not modified, they will retain the original information with which the meeting was created.

Cancel a meeting

This action allows you to cancel a meeting previously created in the Outlook calendar. You must provide the meeting identifier and the organizer’s email address. Optionally, you can add other fields listed below.

Table 5 Inputs

Input	Description
Meeting ID	Required. Meeting ID obtained when creating the meeting.
Organizer email	Required. Organizer’s email address of the meeting to be canceled.
Comment	Comment informing the reason for canceling the meeting