Meeting Follow-Up Task Generator

Overview

The Meeting Follow-Up Task Generator turns the end of a calendar meeting into a quick, structured task-capture moment. When a Microsoft 365 calendar event finishes, the flow posts an Adaptive Card to the organizer (or to a configured user) in Microsoft Teams that asks: did this meeting produce any follow-ups? If the answer is yes, the card collects a short list of follow-up items — title, assignee, and due date — and the flow creates each one as an Outlook Task on the assignee's behalf. If there are no follow-ups, the flow exits cleanly with no side effects.

The goal is to make post-meeting hygiene a habit instead of a chore. Instead of waiting for someone to remember to write down action items, the flow nudges the meeting owner at the exact moment they are most likely to remember what was decided, captures the result in two clicks, and routes the work into Outlook Tasks where teams already track their day. Everything runs inside the user's own Microsoft 365 tenant using the standard Outlook 365 and Microsoft Teams connectors — no premium services required.

Use Case

Most meetings end with someone saying "I'll send out the action items" — and then nobody does. This flow closes that gap by intercepting the calendar event's end and asking the organizer, in Teams, whether the meeting produced follow-ups. Because the prompt arrives within seconds of the meeting ending, the organizer can capture the work while the conversation is still fresh, and the assignees get their tasks delivered directly into Outlook without any manual note-taking, email threading, or separate task-tracker logins.

The flow is ideal for teams that:

• Project managers running recurring status meetings who want a lightweight way to capture decisions and owners as they happen.
• Cross-functional teams that already live in Outlook Tasks and want post-meeting action items to land there automatically.
• Organizations looking for a low-friction follow-up workflow that does not require Planner, To Do, or any premium connectors.
• Anyone tired of writing meeting recap emails — this flow replaces that step with a two-click Adaptive Card.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Route follow-ups to Planner or To Do instead of Outlook Tasks

Swap the Office 365 Outlook — Create a task action for Planner — Create a task or To Do — Add a to-do. You will need to add the corresponding connection and decide which Plan/Bucket or List the items land in. Note: Planner is a premium connector.

Filter which meetings trigger the prompt

Add a Condition right after the trigger that checks the event subject, category, or organizer and only proceeds for meetings you care about (e.g. subject contains 'standup' or category equals 'Project Review'). This avoids prompting after every 1:1 or focus block.

Capture richer follow-up metadata

Extend the Adaptive Card schema with extra fields (priority, project tag, description) and map them onto additional task properties when calling Create a task. The For-each loop already iterates the row collection, so adding columns is a card-only change.

Send a recap email in addition to creating tasks

After the For-each loop, add an Office 365 Outlook — Send an email (V2) action that emails the meeting attendees a summary of the captured follow-ups. Useful when stakeholders are not in Teams.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

addDays(triggerOutputs()?['body/end'], int(parameters('flowlibs_MeetingFollowUpDefaultDueDays')))

if(empty(parameters('flowlibs_MeetingFollowUpOrganizerOverride')), triggerOutputs()?['body/organizer/emailAddress/address'], parameters('flowlibs_MeetingFollowUpOrganizerOverride'))

length(body('Parse_JSON')?['followUps'])