Respond to Event Invitation

The Respond to Event Invitation activity enables the configured Microsoft 365 account to respond to a meeting invitation by sending an Accept, Tentative, or Decline response. An optional message can also be included with the response. This activity can be used only when the configured account is an attendee of the meeting invitation.

Prerequisites

A valid Project Key is required in the Publish Console to successfully access and publish workflows.

Limitations

1. This activity is not standalone and must be used within the For Each Event Activity.
2. The event to respond to must be provided through the Event.
3. The configured Microsoft 365 account must be an attendee of the meeting invitation. The activity cannot be used by the meeting organizer to accept, decline, or tentatively accept their own meeting invitation.

Activity Details in Canvas

Microsoft 365: Select a Microsoft 365 account from the available connections. The selected account is used to authenticate and access the mailbox.

Event to Reply: Specifies the meeting invitation to which the response is sent. You can provide the event directly or use a String variable containing the required event value.

Response: Specifies the response status sent to the event organizer. The available options are: Accept, Tentatively Accept or Decline

Input

Apply on All Occurrences: Specifies whether the response should be applied to all occurrences of a recurring event in Yes or No.
Accept: When Accept is selected, no additional fields are displayed.
Tentatively Accept / Decline: When Tentatively Accept or Decline is selected, additional fields are displayed.

NEW

Start Date & Time: Specifies the date and time from which events are retrieved. You can select the date using the date picker, provide the value through a variable, and enter the time manually.

End Date & Time: Specifies the date and time until which events are retrieved. You can select the date using the date picker, provide the value through a variable, and enter the time manually.

Note: The Start Date & Time and End Date & Time fields can be configured using either of the following options:
Use Variable: Select a variable that stores the required date and time value.
Deactivate Variable: Remove the variable and enter the date and time directly.
Supported DateTime Format: YYYY-MM-DD HH:mm:ss Example: 2023-01-10 13:00:00

Timezone: Specifies the time zone used while retrieving events. You can enter the time zone directly as text or provide a String variable containing the required time zone value.
For example: Indian Standard Time (IST). If no value is provided, the default configured time zone is used.

Send Response Notification: Specifies whether a response notification should be sent. Yes or No

Comment: The Comment field is displayed when Send Response Notification is set to Yes. It allows you to enter a message that is sent to the event organizer along with the response status. This property supports String variables and string-formatted values.

Properties

EMAIL

Body: Displays the response message or content associated with the event invitation response.

INPUT

Response Option: Displays the response option selected for the event invitation.
Time Zone: Specifies the time zone associated with the event response.

MISC

DisplayName: Specifies the display name of the activity. This value can be customized to improve workflow readability and troubleshooting.

SkipOnError: Specifies whether workflow execution should continue when the activity encounters an error.
True: The workflow continues execution even if an error occurs.
False: The workflow stops execution when an error occurs.
None: The default value is False.

Version: Displays the current version of the activity.

OUTPUT

Result: Returns a Boolean value indicating the execution status of the activity.
True: The activity executed successfully.
False: The activity failed due to an unexpected error.

Note: Once the activity executes successfully, the selected response is sent to the meeting invitation organizer.

Common Error

Meeting Organizer Cannot Respond

Error Message:

Cannot respond to this event: the current user is the meeting organizer, not an attendee. Only attendees can accept/decline/tentatively accept a meeting invitation.

This error occurs when the Microsoft 365 account configured in the activity is the meeting organizer rather than an attendee. In Microsoft Outlook/Office 365, only attendees can Accept, Decline, or Tentatively Accept a meeting invitation. Since the configured account created and owns the meeting, the Respond to Event Invitation activity is not applicable and the operation fails.

Resolution

Verify whether the meeting was created by the same Microsoft 365 account configured in the automation.

1. If the configured account is the meeting organizer, skip the Respond to Event Invitation. 
2. If the configured account is an attendee, the response can be sent using this activity.
3. Ensure that the configured account is listed as an attendee of the meeting invitation before executing the activity.