Definition

The Attach files to event action in the Microsoft Calendar category allows you to add one or more file attachments to an existing event in a chosen calendar. Whether you’re uploading presentation slides for a meeting, attaching agendas, or providing reference materials, this action makes it easy to enrich your calendar events with supporting files.

Key capabilities include:

• Attaching files to both primary and shared calendars.
• Supporting multiple files in a single run (up to 20 MB per file).
• Flexibility to provide files from different sources, such as documents created in Zenphi (e.g., generated from a template) or files stored in OneDrive, Google Drive, and other integrations.
• Detailed outputs to confirm successful uploads and identify any failed attachments for troubleshooting.

Example Use Cases

1. Attach Meeting Agendas

Automatically upload a prepared agenda document (e.g., generated from a template in Zenphi) to a scheduled meeting so all attendees can access it beforehand.

2. Share Presentation Slides

Add slide decks or reference materials to a calendar event, ensuring participants have the right files directly linked to the meeting invite.

3. Include Reports in Review Sessions

Attach progress reports, analytics, or financial summaries to recurring review events, making them readily available for discussion.

4. Provide Training Materials

For training sessions, upload instructional PDFs, worksheets, or policy documents to the event for easy participant access.

5. Streamline Project Kickoffs

When scheduling kickoff meetings, attach project charters, requirements documents, or contracts so stakeholders can align before the session.

6. Share Supporting Media

Upload images, charts, or videos that will be discussed in the meeting, reducing the need for external file sharing.

🔹 Inputs

1. Connection This field establishes the connection to your Microsoft account. By connecting, Zenphi can securely access your calendar and events to attach files. Ensure you use an account with permission to edit the target event.

2. Calendar Specify the calendar where the event resides.

   • If you want to attach files to an event in your primary calendar, you can leave this field empty.
   • If the event is in a shared or secondary calendar, select it from the dropdown list. Correct selection ensures the attachment goes to the right calendar.

3. Event ID The unique identifier of the event to which the files will be attached. Zenphi needs this ID to locate the specific event.

   • Ways to find the Event ID:

     • Use the “List Events” action to retrieve events and copy the Event ID from the output.
     • If you already know the event URL, the ID is typically in the link (the part after /events/). Correct Event ID selection ensures attachments are added to the intended event without error.

4. File Contents The files you want to attach to the event. This can be a collection or a comma-separated list of files.

   • Each file must contain the actual file content, not just a path or URL.

   • Maximum size per file: 20 MB.

   • Typical sources for file content:

     • Zenphi actions like Create Document from Template, Generate File, or Download File from OneDrive/Google Drive.
     • Files uploaded from external storage through previous steps in your flow. Using this field properly ensures that attachments are fully uploaded and accessible to all event participants.

🔹 Outputs

1. Successfully Uploaded Attachments This list contains all files that were successfully attached to the event. If no files were uploaded, this list will be empty. Each entry provides detailed information about the attachment:

   • Attachment ID A unique identifier assigned to each uploaded attachment by Microsoft Calendar. This ID can be used to reference or remove the attachment in later actions.

   • File Name The exact name of the attached file, including its extension. This helps you verify the correct files were uploaded.

   • MIME Type Specifies the content type of the uploaded file, such as application/pdf or image/png. This is useful to determine the file format programmatically.

   • File Size in Bytes The total size of the attachment in bytes. This helps ensure files adhere to any size limits or compliance requirements.

2. Failed File Uploads This list contains files that could not be uploaded to the event. Uploads may fail due to size limits, unsupported formats, network issues, or invalid file content. Each entry provides:

   • File Content (Identifier) A reference or unique identifier for the file that failed to upload. You can use this to log errors, retry uploads, or alert users about the issue.

💡 Tip for Users: Always check both the Successfully Uploaded Attachments and Failed File Uploads lists after the action runs. This ensures you know which files were successfully attached and allows you to handle any errors proactively.

🔹 Example Scenario: Attaching Files to a Team Meeting Event

Scenario: Your team schedules weekly status meetings in Microsoft Calendar, and after preparing reports in OneDrive or Google Drive, you want to automatically attach these files to the corresponding calendar event so all participants have access.

Step-by-Step Setup:

1. Retrieve the Event ID

   • Use the “List Events” action to find the target meeting event in your calendar.
   • Apply a filter by event subject or start date to locate the specific event.
   • Note the Event ID of the desired event.

2. Prepare File Attachments

   • Collect the files you want to attach using actions like “Find File/Folder” in OneDrive or Google Drive, or “Create File from Template” in Zenphi.
   • Ensure each file payload is within the 20 MB per file limit.

3. Attach Files to Event

   • Configure the “Attach Files to Event” action:

     • Connection: Select your Microsoft Calendar connection.
     • Calendar: Select the calendar where the event exists (or leave empty for the primary calendar).
     • Event ID: Use the ID retrieved in step 1.
     • File Contents: Provide a collection of files retrieved in step 2.

   • Run the flow.

4. Verify Uploads

   • After execution, check the Successfully Uploaded Attachments list to confirm all files were added.
   • Review Failed File Uploads to handle any issues (e.g., retry, alert team members).

Outcome: All necessary reports are automatically attached to the team meeting event, ensuring every participant has access to the latest documents without manual effort.

This example shows a practical use case, walking users through retrieving an event, preparing files, attaching them, and handling potential errors—making it easy to replicate in their own flows.