Team schedule automation

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Posted on by SLiD3ra

Hello,

I am new to Automate, and am wondering if my idea is possible.

So my team has a monitoring task, an early and late shift each covered by one person.

I want to create a flow that will automatically create a task in Planner and assign it to a random person from a list of team members.

So I need to have it done twice for the day and also on a random user, but not to repeat the user before all have been assigned.

For an example the list is users John, Dave, Jane, Gina, Joe

Monday - John, Jane

Tuesday - Dave, Joe

Wednesday - Gina, Jane (we have Jane again as the list is over and people can be assigned the task for a second time in the week)

What do you think, is it possible, or more like it.. is it feasible for a newbie like me.

Thanks.

Niko

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Building flows

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efialttes 14,756 on at

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Hi!

For an example the list is users John, Dave, Jane, Gina, Joe

Monday - John, Jane

Tuesday - Dave, Joe

Wednesday - Gina, Jane (we have Jane again as the list is over and people can be assigned the task for a second time in the week)

Yes, you can! Let me see if I understood your requirements: you nee to execute your flow daily, right? So on Monday you assign Tuesday shifts, on Tuesday you assign Wednesday shifs, and so on...

Or, you can assgin shifts on a weekly basis, meaning you can run your flow once a week, and assign shifts for the next week?

Thanx!

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SLiD3ra 4 on at

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Wow thanks for the fast reply.

Yes, this is done on weekly basis, it can be schedule for an example at 11AM on friday to add the tasks, sent the notification and add it to the team planer calendar.

This is how I imagine it. 🙂

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efialttes 14,756 on at

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Hi!

First, you need to add recurrence trigger, and configure it accordingly. The good point is, even if you configure to be executed every friday, you can force manually its execution by clicking 'Run'.

And, once the trigger executes the flow, you need to build your employee list.

So the easiest approach is to initialize variable, type array, name 'myEmployeeArray', assign as its value the following:

[ "John@email.com", "Dave@email.com", "Jane@email.com", "Gina@email.com", "Joe@email.com" ]

Please assgin their real emails.

This leads to an important dilemma: whenever need to update this list you will need to edit your flow, so it is a better approach to have everybody defined in a external group (office 365 group, teams group, or even emails stored in a Sharepoint list).

Waiting on your decision to keep on discussing the design

Thanx!

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SLiD3ra 4 on at

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Hello,

The team can be added to a Teams group, a DL, whatever it is the easiest, and you think would be optimal.

Thanks.

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