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Use cases

Send an Outlook meeting invite from a task

A common flow: an appointment is agreed in the case, and afterwards a real calendar invite should go out to the attendees — with subject and location from the case and, if wanted, a Teams meeting link. This use case walks through exactly that: from the task that captures the appointment time to the sent invite. One thing up front: Bricksta has no standalone “Teams invite” — the Teams link is created as part of the Outlook meeting invite.

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The scenario

Example “Schedule an intro call with a customer”: in an earlier task, the responsible person records the date and time of the call. Once that task is done, a “Meeting invitation” step turns it into an Outlook calendar invite to the customer — with a Teams meeting link for the online call.

Prerequisites: (1) The assignee has connected their Microsoft account in Bricksta. (2) For the appointment there are two ways — either enter a fixed date in the invite step, or bind a date/time field from a preceding task. (3) To set up the template you need the template-management right (template.manage).

Step 1: Set the appointment — fixed date or field

The invite's start date comes from one of two sources: a fixed date you enter directly in the invite step, or a date/time field of a preceding task. If the date is already known when building the template, use a fixed date. If it is only agreed during the running case, capture it in a preceding task and bind that field.

  1. 1
    Only for “From a field”: add a task before the invite step, e.g. “Agree on a time”.
  2. 2
    Give it an output field of type date or date/time, e.g. “Call date”, and a token (such as call_date; on the field under “Reuse”).
  3. 3
    That value is then available later as the anchor for the invite.

In field mode only date/time fields from true preceding tasks are offered — not parallel or later tasks. If there are none, the editor says so; you can then add one to a preceding task or use a fixed date instead.

Step 2: Configure the invite task

  1. 1
    Open the template in the editor and add a new task after the appointment task.
  2. 2
    Click it, open the task window via “Edit form” in its sheet, and in the “Type” chip pick “Meeting invitation” under “Runs automatically”. That settles the delivery path: meeting invitations go out via Microsoft Outlook, so there is no channel left to choose.
  3. 3
    The “Appointment” section reads top to bottom: “Meeting”, “Attendees”, “Invitation” and “Delivery”. Under “Attendees” you add one or more attendees at “Invite” — each an internal member of your organization, a case contact, a field from an earlier task or a fixed address, freely mixed. All are invited as attendees of the calendar invite.
  4. 4
    Recipient from a field: this is not limited to email fields. If a person was picked earlier in the flow — say the project lead via a member field or a counterpart via a contact field — you can use that field directly as the recipient; Bricksta inserts the stored address when sending. If the field allows several entries (e.g. a project team), every selected person is invited.
  5. 5
    Subject: e.g. “Intro call:” plus a field placed via “Insert field” — inserted fields sit in the text as tokens and are replaced with values from predecessor tasks when sending.
  6. 6
    Start date: choose “Fixed date” and enter date + time, or “From a field” and bind the date/time field you created in step 1 (e.g. “Call date”).
  7. 7
    Duration: enter the length in minutes (default: 60).
  8. 8
    Optional: location as free text (fields can be inserted there too) and a meeting message/agenda in the message body.
  9. 9
    Under “Meeting”, switch on “Include Teams meeting link” if the invite should contain a Teams meeting.
  10. 10
    “Delivery” states whose calendar the appointment comes from: “From the Outlook calendar of the person who sends the invitation from the case”. No other person can be chosen there.

The Teams meeting link is part of this Outlook invite — there is no separate “Teams invite” step. With the switch on, Microsoft creates the meeting automatically on send and puts the join link into the appointment.

Step 3: Connect the Microsoft account (one-time)

Invites are sent from the personal mailbox / calendar of the person who runs the task — not from a central system account. Each assignee connects their account once.

  1. 1
    Open Settings → Connected accounts.
  2. 2
    Click “Connect Microsoft account” and complete the Microsoft sign-in.
  3. 3
    The page then shows the connected account with its email address; “Disconnect” removes it again.

If no account is connected yet, the task shows a “Connect Microsoft account” prompt instead of the preview. After connecting, the task reloads and the preview appears.

Step 4: Send the invite

When the task comes up, it shows a preview with the resolved values — To, Title, Date/time, Duration, Location and a note that a Teams link will be created. If the recipient or the date is missing, sending is disabled and the card says what is missing. At the bottom there is one button, “Send invitation and complete”; the arrow ▾ next to it offers the two other ways:

Send invitation and complete
One click: Bricksta sends the invite to the attendees right away — including the Teams link if enabled — and completes the task. You don’t need to claim or start it first. The next step is released, and the sheet then opens the next task.
Draft (without attendees) — in the ▾
Bricksta creates the appointment in your Outlook calendar (initially without attendees) and opens Outlook. There you add the attendees and send it yourself. Afterwards you complete the task with “Mark as done manually” — a calendar draft doesn’t complete on its own.
Complete without sending — in the ▾
When the invitation isn’t needed. You give a reason; it goes into the history, and the task shows “Completed without sending” instead of “Sent”.

The Teams link is already included on a draft too — Bricksta creates the Teams meeting as soon as the switch is on. Only the attendees are missing on a draft: an appointment with attendees would be sent by Outlook immediately, so you add them in the opened Outlook and send it yourself.

If a direct send fails (e.g. an error from the Microsoft interface), the task enters a blocked state with the options “Retry”, “Complete manually” and “Skip” — nothing is lost silently.

Only someone who may edit the task and is responsible for it can send. If the Teams link also goes into an output field for which you set field roles, the sender needs one of those roles too — otherwise the invitation would go out and the field would stay empty. The card then says what is missing; completing without sending stays possible.

When to use this vs. something else

  • For a real calendar invite with an appointment and an optional Teams link: this path (task type “Meeting invitation”).
  • For a short, non-blocking notification email on task completion without a calendar entry: the automatic email on completion.
  • The “Notification” task type is a different thing: it sends a short notice into the Teams feed of internal members — it does not create a meeting invite.
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