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Power Platform Community / Forums / Power Automate / create a flow that is ...
Power Automate
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create a flow that is checking if a Planner task has already been assigned

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Posted on by Microsoft Employee

Hello,

I am new to Microsoft Flow and am just starting to automate work processes in our company.

Let me explain my problem..

We have a planner with 3 users. When an external person creates a task, the task is assigned to one of the three users or to all. Each user has a flow in their account that sends an email to the external person who created the task.
So if I have a task assigned to me, send the sender an email that the task is in progress.

I need a way to edit the flow to check if the task has already been assigned to someone. If so, do not send an email.
Right now, the external person is receiving an email from everyone working on the task. Is there any way I can get rid of this?

 

Kind regards.

 

 

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  • bibhupanigrahi Profile Picture
    240 on at

    Hi @Anonymous , it  seems you have 3 different flows using the Planner trigger 'When a task is assigned to me'. I would suggest replacing them with just one flow with the Planner trigger 'When a new task is created'. Hope this helps!  

  • Community Power Platform Member Profile Picture
    Microsoft Employee on at

    hi @bibhupanigrahi , okay I can replace it with "When a new task is created" and use only one Flow. The Problem is I want to send an email to the sender, when the task is assigned to someone. How can I make the flow check if the task has been assigned?

    For example the task is created and on the next day the task is assigned. How can I make the flow recognize it?

  • Verified answer
    bibhupanigrahi Profile Picture
    240 on at

    Hi @Anonymous , I just tried out your scenario and was successful after some trial and error. This is what I did: 

    1. After the trigger, initialize an array variable - "assignments_array" - with the  "triggerOutputs()?['body/_assignments']".

    2. Add a condition to check if the length of the array "length(variables('assignments_array'))"
    is greater than 0. If yes, the task has been assigned. You can now send the email to the task creator inside the 'Yes' block.

    3. If the above a condition evaluates to 'No', create  a Do Until inside the 'No' block. The Do Until should have the condition "length(variables('assignments_array'))" is greater than or equal to 1.

    4. Inside the 'Do Until', insert a delay of 1 day at the top. Since the task was just checked and no assignment was found, the Do Until should wait until the next day to check the task assignment again.

    5. After the delay, insert a 'Get a Task' to get the task details again. Then set the "assignments_array" variable to the expression "outputs('Get_a_task')?['body/_assignments']".

    6. Now insert a condition to check if the "length(variables('assignments_array'))" is greater than or equal to 1. If 'Yes', the task has been assigned, so send the email.

    7. If the above condition evaluates to 'No', do nothing. The 'Do until' loop will automatically continue to wait for a day and then check if the task has been assigned until the task is actually assigned.

    Hope this helps.

     

  • Community Power Platform Member Profile Picture
    Microsoft Employee on at

    Thank you @bibhupanigrahi . That's exactly what I needed.

    Could you do the same thing with checking the status of the task?

    So only send an email if the status of the task is in progress.

  • bibhupanigrahi Profile Picture
    240 on at

    Hi @Anonymous , glad it was helpful. The output of 'Get task' has a dynamic value 'Percent Complete'. You can add a check for this value in step 6 to find out if the task is in progress. When the Planner task is created, the 'Percent Complete' value is 0, and it becomes 50 when the task status is changed to In Progress. When the task is completed, the the 'Percent Complete' value becomes 100.

    check-planner-task-status.jpg

     

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