Create a Task in Microsoft Planner using Power Automate

In this Power Automate blog post, I will show you how to create tasks in Microsoft Planner using Power Automate. Along with this, I will cover the topics like:

• How to link planner to SharePoint list Power Automate
• How to assign multiple users to planner task with Power Automate
• Power Automate create planner task from Microsoft Forms
• Power Automate create a task from the email
• Power Automate update task detail – Show on card 

Create Planner Task from SharePoint List using Power Automate

To create a planner task from the SharePoint list, follow the below-given example:

Example:

I have a SharePoint list named ‘Task List‘ with a few columns, as shown in the image below:

My requirement is to create a task in the planner whenever a new item is added to the SharePoint list.

Follow the below-given instructions:

1. Browse Power Automate with your Microsoft credentials. On the Power Automate Home page, tap +Create. Select Automated Cloud Flow. Provide a flow name and select a trigger; when an item is created, tap the Create button.

Select Site Address and List Name.

2. After that, add a Create Task flow action to add the task to the Microsoft planner.

Configure the required parameters:

• Group Id: Pick a group from the drop-down where you want to create a task.
• Plan Id: Choose a plan name from the drop-down.
• Title: Select the Title of the task from dynamic content.

Click Showall to display all the advanced parameters.

• Due Date Time: Choose the Task Deadline value from dynamic content.
• Assigned User Ids: Select Assigned to value from the dynamic content.

4. Now, add a Delay action to delay the flow for 5 seconds to retrieve the details from the created task in the planner.

5. Here, I wanted to update the task title with the created time. To update the task details in a planner, select the Update task details action.

Provide Task Id parameter from the dynamic content.

Click Show all to display the parameters:

• Title: Take the Title and Created from the dynamic content when an item is created.

6. Now, save and run the flow manually. Go back and create a new task in the SharePoint list.

7. When the flow is triggered and runs successfully, you can see that the new task has been created in the Microsoft planner with the task details mentioned in the SharePoint list.

• It will also update the task title and the created time in the planner.

Assigning Multiple Users to Planner Task

Now, let’s see how to add multiple assignees to the planner task using Power Automate:

Example:

I will use the same SharePoint list [Task List] here as in the above example.

In this list, Toggle the option to Yes in Allow multiple selections for the Task Assigned To column, as shown in the figure below:

Then, you can select multiple assigness for the task.

Note:

There’s currently a limit of 11 people assigned to a single task. With Microsoft Planner, we can add multiple people to a single task, but if anyone of them marks it as complete the whole task will be marked as complete.

Steps:

1. Add a Power Automate Automated cloud flow with When an item is created trigger.

2. Take an Initialize variable flow action and set the name and datatype as a string. Check the image below:

3. Now, add Append to string variable action, provide the properties like:

• Name: Select the name from the drop-down.
• Value: Choose the Task Assigned to email separated by a semicolon from dynamic content.

4. Next, Create a task by taking the value of an initialized variable in the Assigned User Ids column.

Save and run the flow.

5. After that, create an item in the SharePoint list with multiple users, as you can see from the below figure:

6. When the flow runs successfully, the planner task will be created with the assigned users.

This is one way you can create a Microsoft planner task from the SharePoint list using Power Automate.

Create a Planner Task from Email using Power Automate

Power Automate has various ways to create planner tasks automatically, now I will explain how to create a planner task when a new email arrives in the outlook Inbox.

Example:

In this example, I need to get email details into Planner tasks when a new email arrives with the subject Project using Power Automate.

Dive into the steps mentioned below:

1. In the Power Automate Home page, select Automated cloud flow -> Choose trigger When a new email arrives(V3).

• Folder: Select the Inbox folder from the open icon folder.

2. To filter the emails that arrived, add a Condition control. Set the expression like below:

Choose Value	Operator	Choose Value
Subject(triggerOutputs()?[‘body/subject’])	Contains	Project

3. Under True condition, take the Create Task flow action. Configure the parameters that are required to create a task:

Select Group Id and Plan Id from the drop-down.

• Title: Select Subject from dynamic content.
• Bucket Id: Choose the Bucket name to which you want to add the task.
• Start Date Time: Take Received time from dynamic content.
• Due Date Time: Add the expression to give the due date.
• Assigned User Ids: Take To Recipients from dynamic content of when an email arrived.

Due Date Time: addDays(triggerOutputs()?['body/receivedDateTime'],5)

Now, run the flow manually.

4. When the email arrives with the subject that contains a Project, the flow will trigger.

5. When the flow runs successfully, a task will be created in the planner of provided recipients, as shown in the below image:

This is how to create a planner task from email using Power Automate flow.

Create Planner Plan from Microsoft Forms using Power Automate

In this section, let me describe one more way to create a planner task using Power Automate, i.e., from Microsoft Forms.

Example:

Here, I have one of the Microsoft Forms called ‘Daily Tasks‘, with few fields, as looks like in the below screenshot:

Whenever a task is added to the Microsoft Form [Daily Tasks], a planner task is created with the provided details in the Microsoft Form.

See the below steps to create planner tasks:

1. Choose Automated cloud flow in Power Automate -> Select When a new response is submitted trigger -> Click Create button.

Inside the trigger, Pick the Form Id from the drop-down menu.

2. To fetch the details of responses submitted, add Get response details action.

• Form Id: Select the Form Id as same as in the above step.
• Response Id: Choose Response Id from the dynamic content.

3. Next, add an action that will create a task in the planner from the responses form. Select Create a task action -> Set the below properties such as:

• Group Id– Select the group Id.
• Plan Id– Select the plan Id.
• Title- Set it as Task Name from the dynamic content
• Bucket Id– Select Daily tasks from the drop-down.
• Due date time- Select Due Date from the dynamic content.

Save and test the flow manually.

4. Whenever a response is submitted in the Microsoft Form [Daily Tasks], the flow will trigger. Check the image below:

5. The Planner plan will be created with the submitted details, as shown in the below figure:

This way, you can assign tasks to users in the Microsoft Planner from Forms using Power Automate.

Power Automate Planner Show on the Card

Before explaining Show on the card of Microsoft Planner with Power Automate, let’s discuss what it is exactly.

Power Automate Show on the card in Planner:

To easily identify the task and get to work, each task present in the bucket can have a preview mode in which we can display Office files, PDFs, photos, checklists, and a description.

To add a file, link, checklist, or description as a preview, click Show on the card next to the item.

A checklist in the planner is helpful for tracking the list of things in each track by tracking the things completed in a board view.

But this we can do with Power Automate automatically.

Follow for more steps:

1. In the Power Automate Automated cloud flow, select the trigger When a new task is created.

Inside the parameters, pick Form ID and Group ID.

2. To retrieve the details from the created task in Planner, delay the flow for 5 seconds. Add Delay action.

• In the parameters, enter Count as 5 and Unit as seconds.

3. To show the attachment link and checklist on the planner card, take the Update task details flow action.

Configure the parameters:

• Task Id: Provide a Task Id from the dynamic content when a task is created.
• Description: Add the description for the task according to your requirements.

Click Showall to display the advanced parameters.

In the References box, Click on Add new item, then add the below properties:

• Alias: Provide a name for the attachment link
• Resource Link: Copy and paste the link that you need to provide.
• Type of References: Select the type of reference from drop-down. Here, I am taking Excel reference.

Then, in the Checklist box, add the points that you need to follow; enter the below properties:

• Id: Enter the id values manually.
• Title: Enter the list of things one by one in a new item to follow up
• Is Checked: Make it true if it is completed and false if it is not completed.

Finally, it will look like below as represented in the image:

Now, save the flow.

4. The flow will trigger and run when a new task is added to the Microsoft Planner.

5. When the flow runs successfully, you can see that the attachment link and checklist will be displayed on the Microsoft planner card, as shown in the figure below:

Note:

1. Currently, In the Miocrosoft planner we can add or update the description of the task through Flow, but we cannot set “Show on card” to display the description on the task card.
2. On the Microsoft planner, checklist is used as task preview to make it easy to see what work is involved in a task. But, we can either display a checklist or a document/image preview but not both.

This way, you can show or update details on the card in Microsoft Planner using Power Automate.

Conclusion

I hope this tutorial is easy to understand and provides enough information about how to create a Microsoft planner task in different ways and update task details on the planner card using Power Automate.

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