Unanswered

Create A Planner Task Per Unique Assigned To User From Sharepoint List

(1) Share

Report

Posted on by Community Power Pla...

I have a sharepoint list with multiple line items assigned to various users. I am using planner to update the master list, then push eout emails and assign new planner tasks to members of staff. The flow goes something like

User A completes task in planer

Flow updates X items in sharepoint list

Flow send 1 email per unique assigned user from above items in sharepoint list

Flow assigns 1 planner task per unique user assigned (in different field) from above sharepoint list.

	Document Type	Resource	Assigned User	Manager	Planner Name
1	Power Automate	FAQ	user1@company.com	manager1@company.com	Power Automate Doc Review
2	Power Automate	How To	user1@company.com	manager2@company.com	Power Automate Doc Review
3	Power Automate	User Guide	user2@company.com	manager2@company.com	Power Automate Doc Review

From the above list example the completion of a specific planner task would

Send 1 email to user1@company.com detailing tasks 1 & 2

Send 1 email to user2@companu.com detailing task 3

Create a follow up planer task for manager1@company.com called "Power Automate Doc Review"

Create a follow up planner task for manager2@company.com called "Power Automate Doc Review"

I have been able to complete the unique email portion of the flow, by following the solution in the below link.

https://powerusers.microsoft.com/t5/General-Power-Automate/microsoft-flow-get-all-items-with-distinct-Assigned-to-User-and/td-p/113348

But I cannot create 1 planner task. I always get 1 planner task created per sharepoint list item.

Any help, even with a basic solution of how to pass the assign user as a variable, then once all are collected from the list, pass this variable onto a newly created planner task for each unique value.

Thanks

Categories:

Building flows

I have the same question (0)

All responses (2)

Answers (0)

efialttes 14,756 on at

Like (0)

Report

Re: Create A Planner Task Per Unique Assigned To User From Sharepoint List

Hi!

First of all, quite interesting approach to handle Planner limitations by means of a SP Master list!!

Lets see I understood the challenge... So following the example you are struggling to create a single Planner task for manager#2 covering atomic tasks#2 and #3, right? And, is your flow currently creating these atomic tasks in your Sharepoint master list?

Finally, do you currently handle a custom colum in your Master sharepoint list to keep the manager's notification status (pending/sent) or even better, do you currently store in an array variable the atomic tasks created by your flow execution so this same flow can in a final step look though them and consolidate notifications for each manager?

You will find an example on how to consolidate emails here
https://powerusers.microsoft.com/t5/Building-Flows/Consolidated-email-based-on-date-in-excel/m-p/471936

By fllowing this example, you should forget about the 'List rows present in a table' output array and use instead a "built from scratch" array by means of 'Initialize variable' action block let's call it 'NewTasksArray', so everytime you invoke SP 'Create item' action block, you assign its output to this array via 'Append to array variable'. This way you build an array with all the atomic tasks (i.e. items) created by your flow.

Once all of them are created, just need to buid a second array as a kind of Managers dictionary (each manager with at least one atomic task assigned is present in this new array just once), let's call it 'ManagersArray' then iterate through it searching for the 'atomic tasks' assigned to each of them and finally sending each manager its corresponding email

Hope this makes sense

Was this reply helpful? Yes No

Community Power Pla... on at

Like (0)

Report

Re: Create A Planner Task Per Unique Assigned To User From Sharepoint List

Hi efialttes,

Thanks for the reply and sorry for the delayed response! And thanks, we are trying to expand about planner, and have a very long flow that auto updates tasks in sharepoint, sends emails, creates new planner tasks and cycles around etc. It is for a full organisation (30 users) complete document review of all company documents. Tasks get review, escalated to supervisors, then managers, then final sign up. All through this workflow it can bounce back to various users. So I have managed to sort out all the emails, and other steps except this planner one.

Currently I do not have a managers notification status column pending/sent but do manage it someone with other fields. I did intend to move in a field like this to ensure notifications don't go when they shouldnt etc.

Using your example, I have successfully create 1 task per unique manager (they are called in my list "Principle Facilitator")

Now one part I forgot to mention is there is a second variable that needs to be account for. In the initial question the field "Planner Name" is how I will name the Planner Task generated in the above flow. Where there is a unique Planner Name, a new task should be created. So extending the question, the below table should output

2 planner tasks for Manager #2

1) "Power Automate Doc Review"

2) Sharepoint FAQ Review"

And the one for Manager #1

1) "Power Automate Doc Review"

	Document Type	Resource	Assigned User	Manager	Planner Name
1	Power Automate	FAQ	user1@company.com	manager1@company.com	Power Automate Doc Review
2	Power Automate	How To	user1@company.com	manager2@company.com	Power Automate Doc Review
3	Power Automate	User Guide	user2@company.com	manager2@company.com	Power Automate Doc Review
4	Sharepoint	FAQ	user2@company.com	manager2@company.com	Sharepoint FAQ Review