Microsoft Teams: Meeting Reminder Guide & Tips

by HubSite 365 about Brian T. Jackett

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A Microsoft Teams Reminder Workflow Guide

Authored by Brian T. Jackett, this blog post is a comprehensive guide on creating a Microsoft Teams reminder workflow. Jackett's post outlines a sample workflow designed to send out Teams messages as part of a team sync meeting. The example is part of Jackett's Spring 2022 Fix Hack Learn (FHL) project.

The described workflow serves the function of sending individual reminders to the author's massive team (with 35 or more members) to note down their “weekly accomplishments'' for the forthcoming sync meeting. The automated reminders on the platform are programed to run weekly, specifically on Fridays.

An overview of the solution

In Jackett's encounter, the solution included the following steps:

Creating a weekly trigger on Fridays.
Creating variables for tracking the date when the flow runs and the following Tuesday.
Making copies of a template file and renaming it as desired.
Fetching a list of team members.
Sending a Teams message with a link to the above created file for each team member.

However, there were some challenges during the process. One obstacle was including dynamic links in the Teams message as the HTML designer only allows for static links. To overcome this, an HTML anchor element was used in Code View to incorporate the link to the document.

Resolving issues in renaming files

A cornerstone of the reminder process, renaming files in a SharePoint Online document library was quite a hindrance. The issue was mitigated, however, by creating a copy of the template file contents and then recreating it under the desired name.

As an interesting mathematical query, another problem involves dynamically calculating the date for the upcoming Tuesday. This was important because it allows the distribution of the reminder on any weekday. Ultimately, the calculation was hardcoded to add four days to the reminder's send-date (Friday).

Concluding Thoughts

The author concludes hoping that his experience with this project can provide readers with inspiration when they face similar challenges of sending out personalized reminders of recurring events or meetings. Jackett appreciates how Power Automate simplifies the automation of manual processes.

Detailed Understanding of the Topic

Implementing automated reminders can be a great boon for any organization, leveraging platforms like Microsoft Collaborative Application can simplify and automate routine tasks, enhance productivity, and alleviate miscommunication within team members. It's a prime example of how digital tools are reshaping modern workspace by ramping up team collaboration and maintaining precise coordination. Hacks like creating dynamic links, file renaming, and conditional reminders are not just interesting but significantly useful in day-to-day operations. Thus, these principles could be utilized in various other applications to improve workflow management overall.

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Read the full article Microsoft Teams Reminder for Meeting

Teams - Microsoft Teams: Meeting Reminder Guide & Tips

Learn about Microsoft Teams Reminder for Meeting

In this article, we explore a detailed workflow for dispatching regular reminder messages using a platform synonymous with Microsoft Teams. This tutorial springs from a Spring 2022 Fix Hack Learn (FHL) project. By the end of this guide, you should be able to employ this solution fluidly onto your platform. Using this platform, you can dispatch individual reminders to each team member, optimizing weekly meetings and updates.

More specifically, I will demonstrate how to automate this process to activate every week, specifically on Fridays. The high-level architecture of the solution that I have prototyped encompasses reminders and tracking of weekly accomplishments for the upcoming team meetings.

One of the major challenges I encountered during the initial stages of the project was generating dynamic links in the Chat messages. I quickly found out that through HTML designer of the communication platform, we could only integrate static links. However, in our context, we needed to incorporate a dynamic link that would lead to the upcoming document containing weekly accomplishments. We dissected this challenge and concluded that it could be tackled using Code View. In Code View, you can specify an HTML anchor element and include the “link to item” for the file in SharePoint.

A secondary challenge arose when renaming files in the SharePoint Online document library. Power Automate has an action for duplicating a file, yet there's minimal control over renaming the file. Additionally, no native actions exist for changing a file name. We managed to maneuver this complication by copying the contents of an existing “template” file and creating a copy with the contents of the original file. In the process, we can choose any name that aligns with our desires.

As part of the renaming of files, the flow was set to dynamically calculate the date for the following Tuesday. The initiation of this function was mostly due to personal curiosity and the ambition to make use of this calculation while distributing the reminder on any day of the week.

Conclusively, we hope that this example can inspire and provide insights if you require a similar solution for sending out custom reminders or for a recurring event. This method makes it significantly easier to automate and simplify manual processes. Suppose you have any proposals for improvement, don't hesitate to share them in the comments.

Resource 1: Flow does not generate clickable links for dynamic paths
Resource 2: Power Automate Rename File
Resource 3: How To Round Date To Previous Or Next Specific Weekday In Excel?

Keywords

Microsoft Teams reminder, Meeting reminders, Teams meeting alert, Microsoft Teams features, Teams schedule notice, Microsoft Teams tips, Enhance Teams meetings, MS Teams improvement, Microsoft Teams notifications, Teams meeting prep