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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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Sidhant_02 986 on at

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

As I did try executing the flow but the flow failed (in the email action) as I thought

So now how should the email id be retrieved for the assignee (the AssignedTo column in SP is a multiline text)
I did one change added 'Search for users (V2)' action in its search term passed : AssignedTo dynamic value from the update action

The flow ran successfully but the last loop details were not visible (and did not get any mail for the change in date: previously it was set to 19/02 and later I changed it to 20/02)

Any idea @RameshMukka , @Jmanriquerios

Regards,
Sidhant.
Sidhant_02 986 on at

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

Hi @RameshMukka ,
So what have I done is created 2 new flows (1st to store all the new tasks items in a SharePoint list)
The following flow saves these details in the PlannerChanges SP list:

Now using the second flow I am checking if any task due date is modified in the task planner or not by comparing it with the date stored in the list, if there is a change then notify the assignee through email, which looks like as follows:
(its a recurrence flow that runs every hour: check if there is any change)

(Here check all the task that are not completed yet, if task is completed then no need to notify users about it)
But here I am not sure whether Dynamic property that I have passed in 'To' parameter of the Send Email action is correct and will it notify the respective assignee about the task.
If you have suggestions do let me know.
Regards,
Sidhant.
rameshmukka 1,091 on at

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

@Sidhant_02
1. Get Tasks from Planner plan.
2. Filter SharePoint list items if the Task title in list matches with that of planner task.
3. If 2 results in non-empty value, check if the due date matches.
4. If due date doesn't matches, it means the due data is updated, send email.

Hope this helps. Please accept if this answers your question or Like if helps in anyway.
Thanks,
Ramesh Mukka
rameshmukka 1,091 on at

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

@Sidhant_02 We don't have to capture Task assignee in SharePoint list. Our goal is only to monitor task due date in Planner by comparing the dates between planner task and SharePoint list item.

Hope this helps. Please accept if this answers your question or Like if helps in anyway.
Thanks,
Ramesh Mukka
Sidhant_02 986 on at

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

Hi @RameshMukka , @Jmanriquerios
So I did create the 2nd flow (but have few issues), the flow looks as follows:
So is this right?

And there was a warning that was being displayed: (how to resolve it)

Regards,
Sidhant.
Sidhant_02 986 on at

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

Hi @RameshMukka ,
Thanks for the response, so as you mentioned the 1st flow will be saving all the new task lists that are created in the task planner (here in my case the Task Planner name is : UserManagement) which looks like this
And to save the new tasks I have created a new SP list named 'TaskPlanner'
(Here for Assignee: I have kept it as Person column type; should it be String type or other?)
And the flow looks like this:
So to store the Assignee name what should be selected
If I do select the above it creates a apply to each loop
(Is this correct, I am not sure)

And you have mentioned that there will be a second flow that will check if there is any change in due date from the task board and in the SP list, if there is then notify the assignee about it . So how you shared snippet for the 1st flow could you also share for the other part as well.

Regards,
Sidhant.
rameshmukka 1,091 on at

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

@Sidhant_02
Once the new task is created, the flow will trigger and create a SharePoint list item. Capture Assignee, Due date, Task Title, Task Id and other details as per your need in this SharePoint list.

Hope this helps. Please accept if this answers your question or Like if helps in anyway.
Thanks,
Ramesh Mukka
Sidhant_02 986 on at

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

Hi @RameshMukka ,
Okay but how will the task details be shared in a site once a new task is created in task planner as you mentioned in your previous reply and then the schedule check
If possible could you illustrate with an example, that would help.

Regards,
Sidhant.
rameshmukka 1,091 on at

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

@Sidhant_02
If you are looking for another trigger when there is a change in the due date I am afraid there no such trigger, please follow the steps in my 1st reply. As per my knowledge, I don't see a way other than storing your planner tasks in SharePoint list and running a recurrence flow on the SharePoint list.

Hope this helps. Please accept if this answers your question or Like if helps in anyway.
Thanks,
Ramesh Mukka
Sidhant_02 986 on at

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

I did execute this first created a new task Demo1 with no due date. Ran the flow in first run as expected it assigned due date to that task then went to the task planner and changed the due date to 12/2/2024 and then ran the flow again
This time it went in the no block but the new due date was reflected (which is 12/2/24) instead I wanted to store the previous due date: 10/2/2024, to notify the user about the change.