Automate Pre-Meeting Briefings with Outlook & Teams Workflow

Streamline Your Meetings with Outlook & Teams Automation Workflow

Effortlessly enhance your meeting preparations with our "Automate Pre-Meeting Briefings with Outlook & Teams Workflow." This sophisticated automation continuously scans VIP Outlook calendars, retrieves detailed attendee insights from Microsoft Entra ID, searches relevant documents on SharePoint, and delivers comprehensive pre-meeting briefings to Microsoft Teams, ensuring you are always one step ahead in your business interactions.

What This Workflow Does

• Runs automatically every 30 minutes to load configuration settings, including the VIP mailbox list and Microsoft Teams chat destination.
• Analyzes each VIP's Outlook calendar to fetch up to 10 upcoming events, focusing on those meeting soon while avoiding duplicates.
• Extracts attendee emails and retrieves detailed attendee profiles via Microsoft Entra ID, enhancing contextual awareness.
• Utilizes Microsoft Graph to query SharePoint and collect up to five recently modified documents related to the meeting subject.
• Compiles and dispatches a detailed briefing message containing meeting specifics, attendee profiles, and relevant documents to a Microsoft Teams chat.
• Ensures seamless operation by marking events as briefed after successful Teams communication, with built-in error alerts when needed.

Use Cases

This n8n workflow is perfect for:

• Business executives who need timely and concise pre-meeting information to make strategic decisions efficiently.
• Project managers requiring comprehensive participant data and related documents to drive productive discussions.
• Operations teams aiming to automate their meeting preparations to improve organization-wide synergy and communication.

Technical Details

• Integrations: Microsoft Outlook, Microsoft Entra ID, Microsoft Teams, Microsoft SharePoint, Microsoft Graph API.
• n8n Nodes Used: if, set, code, no op, merge, sticky note.
• Setup: Requires Microsoft Graph OAuth2 credentials with permissions to access Outlook calendars, user profiles, and perform SharePoint search queries.