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“When a task is assigned to me” trigger is delayed/inconsistent for Planner → To Do sync

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Posted on by CS-19052116-0

I have a Power Automate flow configured to create a duplicate Microsoft To Do / Outlook task whenever a Planner task is assigned to me. The goal is to make Planner tasks visible in the Outlook To Do pane so I can drag them into my calendar for timeboxing.

The flow generally works, but the trigger behavior is inconsistent.

Issue:

The flow checks every 5 minutes
Sometimes when I assign myself to a Planner task, the flow does not execute immediately
In many cases, the task will not sync until 30–60+ minutes later
Occasionally it appears to miss tasks entirely

Current flow logic:

Trigger: When a task is assigned to me
Action: Create Outlook task / To Do task
Includes title, due date, and task details

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Vish WR 3,306 on at

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@CS-19052116-0

The delay you’re seeing is actually pretty common with the Planner connector. The trigger works on a polling mechanism rather than real-time events, so even though it mentions a 5-minute interval, the actual execution can take much longer depending on tenant load and licensing. Delays of 30–60 minutes are not unusual.

A couple of things you could try:

- If it fits your scenario, switch to triggers like “When a task is completed” or “When a task is modified”. Those tend to behave more consistently than the assigned-task trigger.

- A more reliable approach is to avoid depending on the Planner trigger entirely. Instead, use a Recurrence trigger every 5 minutes, then use List tasks to fetch tasks assigned to you and filter only the ones created recently. That method is usually much more dependable.

The missing tasks issue is also something others have run into with the Planner connector. Since it relies on polling, there are cases where events can simply be skipped during the polling cycle.

Vishnu WR

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CS-19052116-0 11 on at

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@Vish WR - Thanks for the thorough and helpful response!

I was able to get this Flow set up but I wonder if you can help me with further optimizing it. Right now, it is filtering tasks based on creation date. Unfortunately, that means existing tasks that have changed assignments don't get pulled into this. Any way to make a condition for "newly assigned to me within the last 5 minutes" tasks?

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Vish WR 3,306 on at

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@CS-19052116-0

It does not support last modified. I would recommend raising a support ticket to get the official response from Microsoft. You can raise a ticket if you have a developer environment from the admin center

https://community.powerplatform.com/forums/thread/details/?threadid=41e4401e-6251-4363-a485-fd6df2602df6

https://learn.microsoft.com/en-us/answers/questions/1667736/how-to-get-last-modified-date-of-a-task-in-planner

Vishnu WR

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CS-19052116-0 11 on at

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@Vish WR - thanks. Last modified wouldnt really work either as I imagine duplicate tasks would be pulled in. Any task that is assigned to me and modified will be pulled in, regardless of it has been pulled before.

The best solution for now is the creation date filtering you suggested. The best solution long term is to have better task syncing across the 365 platforms lol

Thank you so much!

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