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Create Planner Task in Existing Buckets

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Posted on by PCesarRT26

This a 2 part Issue, I am creating a flow that will add Planner Tasks in existing Buckets using information from a SharePoint list.

1. SharePoint list has 4 Columns: Approval , Assigned, Subject and Description (Description will be name of Task)

2. Subject Column is a Choice column and has the names to which bucket I want the info to go to, so if the SP item has selected "Dog" in Subject Column I want a task added to "Dog" Bucket which already exist. (Bucket list will be static)

3. The trigger will be when an item is modified in SP list

a. I need to add a condition to only create a task if the Approval column = Approved

4. Assigned Column is Person column and in Power Automate I can call that column as Email which i will need to fill the Create Task

Bucket List

SharePoint list SP List.PNG

My issues are

First I think I have to List Buckets but am uncertain how to filter out just the Bucket that the list item is assigned to in SP not adding a way to filter the assigned bucket just adds a task in all of the buckets

Second I have found a workaround that includes another flow that gets the Bucket ID in a column in SP but would rather avoid this extra flow and when I test the flow it works but came across a second issue, if the SP item has multiple assignees it will create the same task for however many assignees the Assigned column has and I need just one Task with multiple assignees.

I know this a longer question/Submission but any help would be appreciated

Here is the basic layout of the flow i am trying to build

Categories:

Building flows

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MarvinBangert 1,924 Most Valuable Professional on at

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Hi @PCesarRT26
here are a couple of ideas:
1. Instead of using a Condition, consider using the "Trigger condition" within your trigger (Three dots - Settings - Trigger conditions). This will save you flow runs and your flow will only start when the condition is true. Your condition would look like:
@equals(triggerOutputs()?['body/Approval/Value'],'Approved')
The easiest way to create this condition is to use a "Compose" action, writing the condition as an expression (it must return a boolean value like true or false) and test your flow. Clicking on the three dots of your Compose action and clicking on "Peek code" will give you the exact input you need to put in your trigger condition (like using an @ in front)

2. To get the Assigned Email, you can use a "Select" action. Configuration:
From: triggerOutputs()?['body/Assigned']
Map (switch mode at the end of the field): item()?['Email']
We will use this later in the flow.

3. Yes, you need to use a "List buckets" action to get the buckets first. Afterwards you can use a "Filter array" action, this would be your configuration:
From: outputs('List_buckets')?['body/value']
Where: <value Name> (Buket name) is equal to <Subject> (SharePoint Subject).
If you have a multiselect field for Subject, Power Automate will add an "Apply to each" around the Filter array and put in <Subject Value>. Please work within the "Apply to each" for the next step.

Afterwards you can "Create a Task" in Planner. Bucket id is the Filter array output of "Id". This will add an "Apply to each" around your "Create a Task", because the output of the filter is also an array. Within "Assigned User Ids" you add the following expression:
join(body('Select'),';')
This expression will get the objects of the select array and combine this using an semi-colon. Because we used the "Select" to only pick the email from the "Assigned" array, we can combine this to get the right email addresses.

Does this help you? Otherwise please give me some more information.

Best regards
Marvin

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JimmyW 2,563 on at

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Lets try to break this down.

First you want to create a task in the correct bucket based on the data from the Subject column in SP list.
To do this, create a string variable call it BucketID.
Then create a Switch based on Subject value from the list.
In the Switch set the bucketID by using set variable and if = Dog set BucketID to the ID for the DOG bucket etc.
Then you can use the variable BucketID in the Create Task and it would create the task in the right bucket ID.

You can use condition when you run the flow by clicking settings on on the first trigger you can add condition so the flow will only run if its approved and so on. Doing this will save you a flow run, with your design it will work but it will always run the flow and then terminate, setting the condition on the "When an item is create or modified" allows it to run only if the status is approved, the flow would not run at all and save you a flow run.

Sorry for the bad explanation, if you have question I can answer you more clear tomorrow with screenshots if needed to.

The assigned part will only create one task and assign that task to 3 people.

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DamoBird365 8,942 Microsoft Employee on at

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Hi @PCesarRT26

I've recently done a video on importing planner tasks into Planner from Excel and in this I cover how to take the buckets, by name, and assign tasks to these. You need to convert the list buckets into an array of buckets names / bucket ids. You can then call the ids by name, using an expression. The main piece of the solution can be seen here Bulk Import Tasks into Planner using Power Automate - YouTube.

You can also create logic to create new buckets, if they don't already exist in your plan, shown earlier in the video.

Damien

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