How do I create a Zap to delete Outlook Calendar events when a VolunteerHub registration is cancelled?

Hi @SimpsonHouse 
Review the available Outlook Zap app triggers/actions: https://zapier.com/apps/microsoft-outlook/integrations#triggers-and-actions

Thank you!

Do you have any additional details on how to set up this flow? I am getting an error message when I add the ‘delete event’ action.

@SimpsonHouse 

For us to have more info, post these screenshots:

• How your Zap steps are outlined and configured in EDIT mode
• The encountered error

Hi @SimpsonHouse,

I’m jumping in to see if I can help!

Could you please send a screenshot of the “Action” section of the “Delete Event” action step. Like so:

(view larger)

I'll be keeping an eye out for your response!

Hi @SimpsonHouse,

Thanks for the screenshot!

It looks like you’re using the incorrect Event ID in the “Event” field. The “Event” field looks for the Event ID from Microsoft Outlook. I recommend mapping the Event ID from the “Find Calendar Event” step to the “Event” field of the “Delete Event” step.

Hopefully, this helps.

Thank you! That helped correct the error in the ‘Find Calendar Event’ Step but not the ‘Delete Event’ step. I am also wondering is there a way I have to identify that the Calendar Event should only be deleted if the user registration is updated to ‘deleted’ status.

Hi @SimpsonHouse,

It looks like you’re still using the incorrect ID on the “Event” field. Could you please try removing the mapped data from the 2nd step and leave the mapped ID data from the 3rd step? Like so:

(view larger)

I'll be keeping an eye out for your response!

Thank you so  much for the input!! I removed the mapping from the 2nd step (in orange) and kep the mapping ID from the 3rd step. Unfortunately, there is still an error message that says: 

Failed to create a deleted event in Microsoft Outlook

Error from halted execution: Could not delete the event: One of the fields you entered has an invalid id.

I appreciate the support. Is there anything else that might be causing an issue?

Hi @SimpsonHouse,

The “Delete Event” step setup should be good now. Could you please send a screenshot of the “Find Calendar Event” step? This is to ensure that we’re on the right track here.

I'll be keeping an eye out for your response!

@ken.a is there any update on what might be going wrong on the “Delete Event” step? I can provide additional screenshots if needed.

Thank you!

Hi @SimpsonHouse,

I’m so sorry for the late response.

It looks like you might be using the incorrect data in the “Searchterm” field. The “Searchterm” field is usually mapped by the Event Title and not the ID. Does the VolunteerHub return the event title that is the same event in Microsoft Outlook Calendar? If so, it would be best to use that instead.

@ken.a thank you for the follow up! Unfortunately, when I change the ‘searchterm’ field to ‘name’ in the ‘Find Calendar Event’ action, it still ‘failed to find a calendar event in Microsoft Outlook.’There is not an option to include the ‘name’ searchterm in the ‘Find Event’ action under configure. The set up is currently as follow:

• Find Event Action→ configure = EventUid
• Find Calendar Event → configure = Eventuid
• Delete Event → configure = EventUid

Right now the only action step that is producing an error is ‘Delete Event’. I am also curious how Zapier distinguishes between a user registration update that is added and a user registration update that is a cancellation?

Hi @SimpsonHouse,

Unfortunately, I have exhausted my resources regarding the issue you’re running into. I would recommend reaching out to our Support Team since they have the correct tools to look closer at the Zap and guide you how to setup your workflow.

You can reach our Support Team here: https://zapier.com/app/get-help

I appreciate your patience and understanding.