Case Study

Automated Meeting Lifecycle Plugin

A server-side plugin for an enterprise case management system that eliminated manual meeting coordination — automating creation, updates, cancellations, and rebookings across scheduling, video conferencing, and case records.

C# Dynamics 365 Microsoft Teams API Dataverse SDK Power Platform Server-Side Sync Impersonation Environment Variables

The Problem Automated Flow Lifecycle Impact

Before The Manual Process

Each booking required six separate manual steps across multiple systems — every one a potential point of failure.

01 Open the schedule board and assign a resource to an event

02 Manually create a video conference meeting

03 Copy the meeting link and paste it into the case event record

04 Send an email notification to the assigned officer

05 Manually propagate any time or resource changes

06 Fix broken links across dev, test, and production environments

Result: Missed meetings, broken links, forgotten notifications, inconsistent records, and significant administrative overhead.

After One Action, Fully Automated

The scheduler assigns a resource on the board — the plugin handles everything else server-side in milliseconds.

Trigger

Resource Assigned

Booking created on the schedule board. Assigned officer, start/end time, and duration captured automatically.

Server-Side

Plugin Fires

Event-driven PostCreate trigger executes in the CRM pipeline with zero user intervention.

Resolution

Case & Event Resolved

Plugin resolves the linked case record — number, title, type — and event details including hearing type, modality, and location.

↓ data flows to plugin actions ↓

Provisioned

Meeting Created

Video conference provisioned under the officer's identity via impersonation. Appears in their calendar automatically.

Awareness

Timezone Display

Meeting time rendered in both the scheduler's and officer's local timezones to eliminate ambiguity.

Synced

Join Link Written

Meeting URL written to the case event. Links resolve dynamically per environment (dev / test / prod).

↓ notifications dispatched ↓

In-App

Toast Notification

Real-time in-app notification delivered to the officer within the CRM interface.

Email Dispatched

Sent from a configurable no-reply queue to both the officer and the scheduler with full event details.

Complete

Records Updated

Case event marked booked. Requirement fulfilled. Booking, meeting, and case event fully linked.

Lifecycle Update, Cancel, Rebook

Three event-driven triggers keep the booking, video meeting, and case event in bidirectional sync through every state change.

Time or Resource Changed

The plugin detects the delta, updates the meeting start/end, transfers ownership if the resource changed, and sends an update notification.

Updated

Booking Canceled

The meeting state is set to canceled, the case event is synced, and a cancellation notification is dispatched automatically.

Canceled

Previously Canceled, Now Rebooked

The plugin detects the prior meeting was canceled, provisions a brand-new meeting, links it, and sends a rebooking notification.

Rebooked

Results Architecture & Impact

Enterprise-grade, event-driven architecture running server-side in the CRM execution pipeline.

C# Server Plugin

Event-driven execution inside the CRM platform pipeline

Dataverse SDK

Entity CRUD, queries, and relationship management

Teams Integration

Online meeting provisioning via platform API

Impersonation

Meetings created under the officer's identity

Environment Variables

Dynamic URL resolution across all environments

Server-Side Sync

Email from configurable no-reply queue

6 → 1

Manual steps eliminated per booking

Broken links or missed notifications

Event triggers covering the full lifecycle

100%

Bidirectional sync across all records

In-App Notification

A hearing event for the assigned case has been created and synced successfully.

Zero Manual Steps After the Initial Booking

Bidirectional sync across booking, video meeting, and case event — fully automated, fully auditable.