New Action Type: Manage Exchange

Phil Gold
Phil Gold
October 24, 2018 | General

The team keeps adding cool features to Ultimate Forms!

The newest is a Manage Exchange Action which allows for the dynamic creation of calendar events based on conditions in your lists and libraries.

The scenario that immediately springs to mind for me is follow-up status meetings for late tasks or project events. Using the Manage Exchange action, I was able to very quickly set up an auto-generated meeting to take place whenever an item went past-due.

There are a few interesting features in this action. First of all, it is possible to have events sent from someone other than the action’s creator – there’s a “User” field which can be populated by the email address of the desired ‘sender.” Be advised, though, that this can only be done at the site collection admin level, so as to prevent people setting up events in others’ names willy-nilly.

Title and body of the outgoing message have the typical functionality of adding dynamic information via the usual “builder.”

Location and times are also builder enabled. If you’ve got all your meeting rooms in Exchange, you can also pull directly from there – or, just enter the information manually.

One thing that I found a little tricky – when you’re entering recipients, you have a field for “required” and a field for “optional.” Both have to entry areas – in the first, you can enter names, email addresses, SharePoint or Exchange groups; in the second, you can pick from your source’s data fields. Unfortunately, this is either/or – you can’t have both, and you can’t add more than one name. If you have additional people to add, you’ll need to put them in the “optional” area.

A work-around to this is to make sure all your recipients belong to a specific SharePoint or Exchange group.

Even with this caveat, I’m sure you can see how useful this new feature is. Keep it up, guys!

For more information, check out th etutorial at https://www.infowisesolutions.com/training/article.aspx?ID=130

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