Webex Meeting Attendance to CRM

Overview

This flow captures Webex meeting engagement into the CRM. On a daily schedule it pulls recently ended Webex meetings, retrieves each meeting's participant/attendance report and invitee list, matches attendees to Dataverse CRM contacts by email, logs attendance and duration (and flags no-shows) to a dedicated Webex Attendance Log table, and notifies the meeting owner's Teams channel with a per-meeting summary.

Why it matters: Who attended (and for how long) is a strong engagement signal. Writing it to the CRM informs follow-up and lead scoring instead of being lost in Webex reports.

Build note — connector reality: the Webex connector (shared_webex) is messaging/spaces only — it has no meetings, participants, or invitees operations and no meeting trigger. Per the connector-first rule, when no connector operation exists the build falls back to the connector's underlying REST API via the built-in HTTP action. So this flow uses a Recurrence (daily) trigger, calls the Webex REST API (/meetings, /meetingParticipants, /meetingInvitees) via built-in HTTP, and uses Dataverse and Teams connector actions for everything those connectors support.

Use Case

Sales/marketing teams running demos and webinars on Webex want attendance and duration reflected on CRM records, with no-show follow-up and an owner notification — all captured automatically.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Microsoft Dataverse	shared_commondataserviceforapps	ListRecords CreateRecord
Microsoft Teams	shared_teams	PostMessageToConversation

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.

Lead scoring

Add an UpdateRecord on the matched contact to add engagement points proportional to flowlibs_durationminutes.

Follow-up sequence

Branch on flowlibs_attendancestatus to trigger different follow-ups for attendees vs no-shows (e.g. Approvals or an email).

Webinar source

For large Webex Events/webinars, point Get Meeting Participants at the Webex meetingParticipants endpoint with the webinar id, or add the Webex Events report endpoint.

Lookback window

Change Initialize Lookback Hours (e.g. 168 for weekly).

Event-driven

Replace the Recurrence trigger with a Webex meeting-ended trigger (or a webhook Request trigger) when available, feeding the meeting id into the existing loop.

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.

@{addHours(utcNow(), mul(-1, variables('varLookbackHours')))}

@div(sub(ticks(coalesce(items('Apply_to_each_Participant')?['leftTime'],utcNow())), ticks(coalesce(items('Apply_to_each_Participant')?['joinedTime'],utcNow()))), 600000000)

emailaddress1 eq '<lowercased attendee email>'

@not(contains(body('Select_Participant_Emails'), toLower(coalesce(item()?['email'],''))))

@{first(body('List_Matching_Contacts')?['value'])?['contactid']}

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