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Notifying User when there is a change in Due Date in Task Planner and adding a comment

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Posted on by Sidhant_02

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Hi everyone,
I had a built a flow in which if any task is not assigned any due date then a due date would be assigned (4 days after from the current date) like:
Before Flow Run

After Flow run:

The flow looks like this:

So now what I need was let's assume the task 'Demo' due date is changed to 12/02/2024 then a notification (like mail) should be sent to the task assignee stating 'The due date for Demo (Task_name) has been changed to new_dueDate (12/02)' and a comment should be added to the same (whose due date has been changed) 'Task due date changed to 12/02/2024'

So if anyone has any idea on how to implement this please do share your ideas (and if any modifications to the existing flow are needed or not).

Regards,
Sidhant.

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rameshmukka 1,121 on at

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@Sidhant_02 I am afraid we don't have a trigger for "When a task is modified" in Power Automate yet to check if any metadata of a planner task is changed. I can suggest a little long process to achieve what you need.

1. Create a SharePoint list item when a new planner task is created. Save the task title, task due date and other information of the task to this list.
2. Have a schedule flow that runs once or twice every day to check if the task in SharePoint has same due date as task in planner. If they are same, don't do anything. If they are different, send an email notification to the assignee.
3. When a task is completed, delete the task in SharePoint list.

Hope this helps. Please accept if this answers your question or Like if helps in anyway.
Thanks,
Ramesh Mukka

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Jonathan Manrique 2,695 on at

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Hi @Sidhant_02

Under the same scheme you currently have, you can add an additional action of sending an email, and you must send the email to the planer owner to inform him about the change.
To get the user's email before sending the email add a Get user profile (V2) user action and with the ID obtained from the planner action you can get the email.

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Sidhant_02 986 on at

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Hi @RameshMukka ,
Ok, so are you saying I will need to create two flows (one for adding the data and one to check any changes).
If it is possible could you share some snaps of the implementation it might help.

Regards,
Sidhant.

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Sidhant_02 986 on at

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Hi @Jmanriquerios ,
Were you referring to this:
And in the mail what should be the body which states that due date for a particular task has changed and also for the task for which due date is changed add an comment

The current flow only fills the due date if it is missing for any task in the task planner, I was not sure how these change in due date for a task will be identified.

Regards,
Sidhant

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Jonathan Manrique 2,695 on at

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Hi @Sidhant_02

No, type in the search engine the values I underlined in yellow so you can have the user id and then the expiration date.
No, type in the search engine the values I underlined in yellow so you can have the user id and then the expiration date.
One point I am not using the preview update action but the other one because being in preview it can fail.

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Sidhant_02 986 on at

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Hi @Jmanriquerios ,
Like this:
Then in the next action (send Email) how to add the assignee email and in the body notifying about the date change (note: this date can be changed by a user)

Example:
Task : Demo
Due Date: empty

So when we trigger this flow it will check for tasks that don't have a due date and assign it +4 days from the current date. Later another user can makes any change to the due date for a task then the assignee should be notified about this change.

Regards,
Sidhant.

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Jonathan Manrique 2,695 on at

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Hi @Sidhant_02

No, you must take only the value of the value create by user id, in the other field you must not fill in anything.
Correct, in the mail you will look for the email of the user of the previous action and then in the subject you will be able to put what you need and in the body of the mail the same, making reference to the expiration date.

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Sidhant_02 986 on at

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Hi @Jmanriquerios ,
The get user profile V2 connector from which the email is retrieved it will return the email of the individual who created the task but there can be a case the individual who created the task and the assignee might be different, and the notification should be sent to the assignee.

Regards,
Sidhant.

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Jonathan Manrique 2,695 on at

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Hi @Sidhant_02

The output only tells you who created it and to whom it was assigned, not who modified it.

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Sidhant_02 986 on at

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Hi @Jmanriquerios ,
So is this fine:
And currently this flow is triggered manually what if I want to trigger it whenever there is a change any of the task (like in case of comments whenever we add any comments to a task the assignee is informed about through email)

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