Create team meeting

You can use the "Create meeting action" when, for example, a project reaches a certain milestone to create a Teams meeting with the project members automatically or via a button. When training courses are planned, an invitation to an online meeting can be sent to all training participants.

To use this process action, a Microsoft 365 application must be registered in the "Integration" module under Collaboration / Microsoft 365.

Create team meeting

The Create team meeting action can be found in processes in the "Elements" area. It belongs to the category "Actions - Microsoft 365 and Teams". From there, it can be dragged and dropped to the desired position in the process chain and then configured. General information on creating process elements can be found here.

If you have created the Create Teams meeting action on the workspace, open the properties dialog by double-clicking on the element.

All information about the settings in this dialog can be found here.

Click "Next".

Microsoft 365 configuration

Select an existing Microsoft 365 configuration here. The login can be done via the current user, a static user or a service account.

Click "Next".

Thread and text configuration

Thread

Static value

A simple, monolingual text for the thread can be entered here.

Thread from system value

The thread or text can be read from a request value, a session variable, a variable in the processing context, a system data field or a data field of the user data group.

Thread from data field

This option is available if the action has a data group context - e.g. if a data group event handler has been defined as the event source. Here, a data field is selected from the data group whose content forms the thread or text.

Text

The same settings can be set for the thread text as for the thread. In addition, the "Type" selection list is used to specify whether the text is plain text or HTML.

Click "Next".

Participant configuration

Static users

Enter the e-mail addresses of the participants here, as they are also stored in Entra ID (formerly Azure AD) as principalUserName, if you want to use static users as participants. The email addresses must be entered comma-separated or semicolon-separated. Alternatively, there can be one email address per line.

Users from data field

This option is available if the action has a data group context - e.g. if a data group event handler has been defined as the event source. Here, a data field is selected from the data group in which the email addresses are stored. The type specifies how the data is formatted to collect the email addresses (e.g. semicolon-separated, GENERIC (which extracts email addresses from free text according to RFC 5322), distribution list selection (pipe-separated list of organizational structure GUIDs) and double-pipe-separated.

User from data group query

A data field from a published application is selected here, which holds the data as in the "User from data field" setting. Here too, the type of formatting must be selected accordingly.

System value

With users from system value, the email addresses are determined via a session variable, a request value, a variable in the processing context or a system data field.

Participant type

Select here whether they are required or optional participants or resources.

Click "Next".

Times

The start and end of the meeting can be set here with the options "From data field" and "From system value". The "From data field" option can only be selected if the action has a data group context.

The time zone (taken as UTC or from a system value) for the beginning and end of the meeting must also be defined.

Please note: If the time comes from a data field of type DATETIME, it is converted to the set time zone. If the time comes from a text data field, no conversion takes place. The set time zone should therefore match the set time.

By clicking on "Edit system value", a dialog can be opened for the "From system value" options in which the system value can be defined.

Click "Next".

Options

The meeting location can be set here.

Do not set location

With this setting, no location is set.

Static value

Enter simple monolingual text here.

Location from data field

This option is available if the action has a data group context, e.g. if a data group event handler has been defined as the event source. Here, a data field is selected from the data group whose content forms the meeting location.

Location from system value

The location is read from a request value, a session variable, a variable in the processing context, a system data field or a data field of the user data group. Click on "Edit system value" to open a dialog in which the system value can be defined.

Additional options

Here you can set whether or not the meeting is an online meeting.

Tip: The ID of the meeting created can be found in the SharedState under the key "meetingId". The web link can also be found in the SharedState under the key "meetingWebLink". The entire meeting can be found in the SharedState with the key "meeting".

Exception handling

You will only find this tab for a process item that has already been created when you open the properties dialog. Here you can specify whether the transaction should be canceled or continued if there is no topic or no text, no participants could be determined, no start time or no time for the end of the meeting and no corresponding time zone has been set.

To do this, click on "Configure exception handling".

More information

Connector for Microsoft 365 and Teams

Processes" module

Create and manage processes

The areas of the "Processes" module

Creating and editing elements

Analyze log file

Options

External data in processes

Java classes in process objects