Can we create an Outlook meeting automatically when a user submits a request through JSM.

[Vignesh Eetaram]

We have created a request type in JSM that customers use to schedule a deployment call. The request includes custom fields such as Requested Team and Date and Time. We would like to automate this process so that when a user submits the request, an automation rule triggers to schedule a meeting at the date and time specified in the Date and Time field and sends a meeting invitation to the users listed in the Requested Team field.

Please advise the best practice without any paid marketplaces apps

[Bill Sheboy]

Hi @Vignesh Eetaram -- Welcome to the Atlassian Community!

I do not believe there is a built-in automation rule action to create an Outlook meeting.  There are actions to create a Zoom meeting or a Microsoft Teams meeting for an incident.

For Outlook, perhaps investigate calling the Microsoft REST API endpoints to do so.

Kind regards,
Bill

[Bill Sheboy]

Hi @Vignesh Eetaram 

Just following up to check if this answered your question.  If so, please consider marking this one as "answered".  That will help others with a similar need find solutions faster.  If not, please let the community know what help you need with the rule.

Thanks!

[Vignesh Eetaram]

Hi @Bill Sheboy ,

Thank you for taking the time to review and answer my question. We are still figuring this out and are at least trying to demonstrate that when a user adds an email address in the custom Required Team field, the user’s Outlook calendar availability is displayed immediately on customer portal itself. Any suggestions on how to achieve this would be greatly appreciated. Thank you.

[Bill Sheboy]

Hi @Vignesh Eetaram 

I haven't used the Microsoft endpoints to do that with an automation rule from Jira, so checking Microsoft's docs for examples will likely help.  And, I suspect the challenging part will be getting the permissions to work when called from a rule for a specific Outlook calendar.

[Benjamin Linser _yasoon_]

Hi @Vignesh Eetaram   - Welcome to the Atlassian Community!

I agree with Bill, I don't think there is a built-in way of achieving this. Maybe using a webhook calling Power Automate/Rest API as Bill suggested (?). If you consider using a 3rd party app see my text below, otherwise stop reading ;)

My name is Benjamin and I'm working for yasoon, a company that develops 3rd party applications specialized on integration Microsoft and Atlassian tools.

One way of achieving this using our app is building an automation that will schedule the meeting based on a Jira trigger like you described. The meeting automation will then be able to take your DateTime-field and add automatically the participants from a Jira field or a static user creating then the meeting accordingly.

If you like to know more feel free to check out our Atlassiam Marketplace listing: Microsoft 365 for Jira & JSM (Teams & Outlook Integration) | Atlassian Marketplace or book a time with us here: Meet Microsoft 365 for Jira

Best regards,

Benjamin

[Vignesh Eetaram]

Thank you, @Benjamin Linser _yasoon_  , for your time and for explaining the use case of your application. Your application is great. I will get back to you if we want to move forward.

[Benjamin Linser _yasoon_]

Thanks Vignesh for your time and the call we had together! :)  Appreciate you are responding here the way you did!