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Assign tasks?

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Posted on by Jimeh

I am confused. I am new to Flow and I want to create a simple Onboarding workflow where a bunch of predetermined tasks are assigned to a user. For example, send tasks to IT such as:
1: order notebook
2: set up email
3: activate license for O365

But I don't see a simple create a task template. Am I missing something I have tried it from scratch but it seems like tasks are handled differently.

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RobElliott 10,323 Super User 2025 Season 2 on at

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Hi @Jimeh it's easier just to create it from blank. First of all you need a trigger - something that starts the flow running - for example when a new item is created in the Employee SharePoint list. Once you've selected the site and the list you can then add a new step which is to add a Create a task action. You then populate the details of the task and the next step can be to send an email to the person who is assigned the task.
Rob
Los Gallardos
1- trigger and create a task2 - add task details

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Jimeh 6 on at

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But that creates an Outlook task, no? What if I want to create a task in a Task List instead? What I am trying to do is set up onboarding the name of the new employee can be selected (trigger) and then 20 tasks for IT are automatically created (Order a notebook, create AD account, order phone, etc..) .

Make sense?

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RobElliott 10,323 Super User 2025 Season 2 on at

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Sorry, I thought that's what you were talking about as you just said Tasks. What application is it that the tasks are being created in? Planner, SharePoint or some other application?
Rob
Los Gallardos

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Jimeh 6 on at

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Sorry for confusion. I am trying to do this in a SharePoint task list.
@RobElliott wrote:
But I thought that's what you were talking about as all you said was Tasks. You weren't clear. What application is it that the tasks are being created in? Planner, SharePoint or some other application?
Rob
Los Gallardos

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RobElliott 10,323 Super User 2025 Season 2 on at

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If you have a column in your SharePoint list with the email address of the person who is assigned the task, then you just need to create a flow with a SharePoint "When a task is created" trigger, select the SharePoint site and list and then add a "Send an email (V2)" action and in the To box select the column with the assignee's email address. Hope that helps.
Rob
Los Gallardos

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v-yamao-msft on at

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Hi @Jimeh ,

Do you want to create tasks on SharePoint Tasks list when an employee onboarding?

I assume that a new employee will be first created in a custom SharePoint list, so we can trigger the flow by using “When an item is created”.

To set up multiple tasks in Tasks list, we may need to add separate Create item action for each task.

I have configured the flow likes below for your reference:

Best regards,

Mabel

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