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Flow adding task to planner by a non-member of plan

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Posted on by Community Power Pla... Microsoft Employee

Hi,

I hope this has a solution! We have a Flow that creates new tasks in planner. The flow is triggered from Powerapps.

Everyone in our company should be able to use this PowerApp to create new tasks (200+ people). BUT the tasks are only for our team (6 people) to work on them.

The flow fails when the user of PowerApps is not a member of our plan (which is 99% of the times).

Can't we use a generic account or a shared account in the flow for creating the tasks in planner? We don't want to have 200+ to be members in our plan!

Error Message is:

"message": "You do not have the required permissions to access this item, or the item may not exist.",

Thanks!

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v-xida-msft Microsoft Employee on at

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Hi @Anonymous,

Could you please share a screenshot of your flow's configuration?

Do you want the users that are not members of your organization to create a task in yout Planner plan?

Using a generic account or a shared account to create the tasks in Planner is not supported in Microsoft Flow currently, if the user is not a member of your organization, I afraid that there is no way to create a task in your Planner plan currently.

If you would like this feature to be added in Microsoft Flow, please submit an idea to Flow Ideas Forum:

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

Best regards,

Kris

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Community Power Pla... Microsoft Employee on at

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@v-xida-msft Thanks for your response.
All the users are members of our organization and have O365 licenses. BUT they are not all members of the planner plan that the Flow is creating the tasks in. The Planner Plan is supposed to be for our team to respond to organization requests so it should only have 6 members. But the flow fails when someone other than our team uses the app to create new requests.

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v-xida-msft Microsoft Employee on at

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Hi @Anonymous,

When someone other than your team use the flow, they would use their current login account of Microsoft Flow to create a connection to Planner connector. If they are not members of your Planner plan, the Planner plan would not be created in their Planner, so when they create a task within the Planner plan, the error occured (Your Planner plan is not existed in the Planner of the users who are not members of your Planner plan).

Note: If the user is a member of your Planner plan, the Planner plan would also be created in the user's Planner automatically.

Best regards,

Kris

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skat 6 on at

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Just create a single Account and give him permissions to the Planner.
You should be able to Assign every Action of a Flow to a different account if you want

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Community Power Pla... Microsoft Employee on at

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@skat thanks. I actually found this (after lots of search) and tried it yesterday. But the action still fails. I am thinking maybe I am doing something wrong? Do I need to do something in the PowerApps side also so that this action is done by the other account?!

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skat 6 on at

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Was your Flow triggered by you powerapp? Have you some output from the failed run?

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Community Power Pla... Microsoft Employee on at

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@skat Yes it is triggered from PowerApps. I get the same error. "You do not have the required permissions to access this item, or the item may not exist."

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skat 6 on at

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And your testpowerapp user has permission to this plan?

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Community Power Pla... Microsoft Employee on at

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@skat Yes it does.
I just noticed something strange. When I select testpowerapp user as the connection of this task and use my own ID to submit the request, then it actually creates the planner task with "testpowerapp" - the tasks "Created By" shows as this user.
But if I use any other ID other than my own, the tasks gets created by that id and not the "testpowerapp" account.

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