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A global life sciences and manufacturing organization had long relied on manual processes to compile calendar and room booking data for its marketing operations, an approach that cost teams hours each week and introduced unnecessary operational risk. Partnering with Data Science Dojo, the company deployed an Azure-driven automation leveraging Microsoft Graph API and Synapse Pipelines to securely extract, standardize, and centralize calendar data.
The marketing team at a global life sciences organization struggled with gathering calendar data for marketing events. Each week, staff manually exported room booking data from individual Outlook calendars, stitching together files from dozens of users just to build a basic snapshot of upcoming events. The process consumed 1–2 hours per extraction cycle, repeated week after week. Data lived in scattered locations, lacked uniform structure, and required significant cleanup before reporting could begin. To bridge the gaps, the company had been relying on third-party tools, spending more than $40,000 annually for partial automation that still required manual oversight.
In a heavily regulated industry, this approach was becoming increasingly unsustainable. The organization needed an internal, compliant, and fully automated solution, capable of securely extracting calendar data, centralizing it into a single source of truth, and eliminating the hours lost to repetitive manual work.
Data Science Dojo to build a secure, end-to-end automation framework powered by Microsoft Graph API and Azure Synapse with an objective to streamline the entire event extraction process, enforce compliance controls, and deliver a centralized dataset that teams could trust.
The new system connected directly to Outlook through Graph API, enforcing tightly scoped permissions through Azure Active Directory and retrieving calendar events in a consistent, standardized format. Synapse pipelines orchestrated the entire workflow—fetching events from up to 8 calendars concurrently, processing raw JSON responses, and transforming them into clean, structured outputs stored in Azure Data Lake and delivered as ready-to-use CSV files through Azure File Storage. By scheduling automated daily refreshes, the solution ensured that marketing teams always had a current, organization-wide view of room bookings and event activity without ever touching the data manually.
The impact of the automated event management solution was immediate and transformative. Tasks that once required hours of repetitive effort now happened automatically in under 5 minutes, reclaiming nearly 8 hours of work every week while delivering 100% accurate data on every run. Eliminating reliance on external tools delivered immediate cost savings, while standardized API-driven extraction achieved complete accuracy in event capture and hence, removed the inconsistencies that had long frustrated reporting efforts. Beyond efficiency, the new system strengthened the organization’s compliance posture by keeping all data processing within its Azure environment and enforcing time-bound, least-privilege access.
The automated system not only streamlined event management for marketing but also established a scalable foundation the company could extend to other departments as it continued modernizing Microsoft 365 data workflows across the enterprise.
Ready to automate your organization’s processes? Let our experts at Data Science Dojo tailor an AI solution for your business. Book a call or explore more case studies.