Viva Engage Event Announcement from Calendar

Overview

This flow automatically announces upcoming company events on Viva Engage. On a daily schedule it reads upcoming events from an Outlook calendar, posts a timely announcement (with the join/registration link) to the configured Viva Engage community, sends a Teams day-before reminder when an event is within 24 hours, and records each announced event in a Dataverse ledger so the same event is never announced twice.

Why it matters: Events get under-attended when announcements are inconsistent or manual. Auto-posting from the calendar keeps the whole organization aware with zero manual effort, while the dedup ledger keeps the community feed clean.

Use Case

A communications team maintains a single Outlook calendar of company events (town halls, webinars, training). They want each event announced to the relevant Viva Engage community ahead of time, plus a Teams nudge the day before — without anyone remembering to post.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Viva Engage	shared_yammer	PostMessage
Office 365 Outlook	shared_office365	GetEventsCalendarView
Microsoft Teams	shared_teams	PostMessageToConversation
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord

All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Community routing

Point flowlibs_VivaCommunityGroupId at the right community; for multiple event types, extend the loop with a Switch to route to different communities.

Announcement window

Change flowlibs_AnnounceLeadDays to scan further ahead (e.g. 14).

Reminder timing

The day-before reminder uses a 24-hour window; adjust the Condition Day Before addDays(utcNow(), 1) to a different lead time.

RSVP / registration

The announcement uses the event's online-meeting URL or web link; swap in a Bookings/Eventbrite registration link if desired.

Source swap

Replace Get Upcoming Events with a SharePoint events-list GetItems to drive announcements from a SharePoint calendar instead.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

startDateTimeOffset = @{utcNow()} ; endDateTimeOffset = @{addDays(utcNow(), int(variables('varLeadDays')))}

@concat('flowlibs_eventid eq ''', items('For_Each_Event')?['Id'], '''')

@equals(length(coalesce(outputs('Check_Already_Announced')?['body/value'], json('[]'))), 0)

@and(greater(ticks(items('For_Each_Event')?['Start']), ticks(utcNow())), less(ticks(items('For_Each_Event')?['Start']), ticks(addDays(utcNow(),1))))

input/group_id = @int(variables('varVivaGroupId')) ; input/body = announcement text ; input/title = event subject

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