Webex Webinar Registration and Follow-Up

Overview

This solution automates the full Webex webinar attendee journey from registration to post-event follow-up. When a registrant is added, the flow creates a Dataverse CRM record, notifies the marketing Webex space, sends a confirmation email with a calendar (.ics) invite, sends day-before and hour-before reminders, then after the webinar emails attendees the recording link and no-shows the on-demand replay link.

Why it matters: Webinar logistics — confirmations, reminders, and tailored follow-up — are repetitive and easy to fumble. Automating the journey lifts attendance and turns the recording into a nurture asset, while keeping a governed Dataverse record of every registrant and their attendance outcome.

Architecture note (connector reality): the Power Automate Webex connector (shared_webex) is messaging-only — it has no webinar/meetings/participants/recording operations. The solution uses a built-in Request (HTTP) trigger as the registration intake, the Webex connector SendMessage action for a genuine connector-first Webex step (posting a registration notice into the marketing space), and falls back to built-in HTTP to the Webex Meetings REST API for participants and recording reads.

Use Case

A marketing team running Webex webinars wants registration-to-follow-up handled automatically, with distinct attendee vs no-show treatment and a CRM record of the whole audience.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Dataverse	shared_commondataserviceforapps	CreateRecord UpdateRecord
Office 365 Outlook	shared_office365	SendEmailV2
Webex	shared_webex	SendMessage

Note — 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.

Lead scoring

Score by attendance + duration (use flowlibs_MinAttendanceMinutes and the participant duration fields).

SDR handoff

Route engaged attendees (status Attended) to sales via an added Dataverse/CRM step.

Localized comms

Send the confirmation/reminder/follow-up emails in the registrant's language by branching on a language field added to the trigger schema.

Registration source

Repoint the trigger from a Webex webhook to a Microsoft Forms trigger if registration is collected via a Form.

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.

@{guid()}

@{addDays(triggerBody()?['webinarStartTime'], -1)}

@{addHours(triggerBody()?['webinarStartTime'], -1)}

@greater(length(body('Filter_This_Registrant_Participation')), 0)

@equals(toLower(coalesce(item()?['email'],'')), variables('varRegistrantEmail'))

@{base64(outputs('Compose_Calendar_Invite_ICS'))}

@{outputs('Create_Registrant_Record')?['body/flowlibs_webinarregid']}

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