Automate Microsoft Planner Tasks using Power Automate

Introduction

• Video tutorial on automating Microsoft Planner tasks with Power Automate.
• Useful for handling recurring tasks in Planner without cluttering the plan.

Problem Statement

• Recurring tasks reappear immediately after completion, cluttering the view.
• Need a system to recreate tasks weekly, daily, or monthly.

Solution Overview

• Use Power Automate to create a flow that automates task creation in Microsoft Planner.

Getting Started with Power Automate

• Access Power Automate:

  • Go to office.com.
  • Click on the app launcher ("The Waffle").
  • Find Power Automate by exploring all apps.

• Set Up a New Flow:

  • Create a new Microsoft Planner with custom buckets (e.g., Scoping, Financials).
  • Use an existing plan if preferred.

Creating a Scheduled Cloud Flow

• Flow Configuration:

  • Select "Scheduled Cloud Flow."
  • Name the flow (e.g., "Import for Project Nine").
  • Set to run monthly from the 1st of the month at 10 AM.

• Create a Task:

  • Search for "Planner" under connectors.
  • Select "Create a Task (preview)."
  • Define options like Group ID, Plan Name, Task Title, Bucket.

• Set Dates:

  • Start Date: Use expression utcNow().
  • Due Date: Use expression addDays(utcNow(), 15) to set due date 15 days after creation.

• Assign Task:

  • Optional: Assign user by email (must be a plan member).
  • Set task category color (e.g., green).
  • Set priority (e.g., 1 for urgent).

Adding Task Details

• Update Task Details:

  • Add a description and checklist items.
  • Use "Update task details" action.
  • Enter custom Task ID and description.
  • Add checklist items with IDs and titles.

• Housekeeping:

  • Rename tasks in Power Automate for clarity.

Testing and Execution

• Testing the Flow:
  • Save and test the flow manually (bypassing scheduled date).
  • Verify task creation in Microsoft Planner.

Differences from Recurring Tasks

• Power Automate vs. Recurring Tasks:
  • Power Automate creates fresh tasks without cluttering.
  • Ideal for avoiding recurring task issues in Planner.

Conclusion

• Creates a clean task environment by regenerating tasks monthly.
• Allows easy task management and adjustments per schedule.

Call to Action

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