cancel
Showing results for 
Search instead for 
Did you mean: 
Reply
Anonymous
Not applicable

Check if a Planner Task exists

I'm definitely new to Flow, but I looked around and haven't seen this yet.

 

I'd like to generate a Task in Microsoft Planner based on emails that come in. That part is fairly straightforward. The issue I'm bumping up against is discovering if a task already exists.

 

I'd like to look through my tasks and check the title (or body) for the "Conversation Id" of the email. If a task with that Conversation Id doesn't exist, then I'd like to create a new one. If such a task DOES exist, I'd like to append the new email text to the Task Description (or maybe add a new comment).

If it comes right down to it, my issue is checking a container for a matching item. I'm just struggling with the "conditions" and "apply to each" (couldn't we just have a "get a match" for different container types?) flow items.

Thanks!

16 REPLIES 16
v-bacao-msft
Community Support
Community Support

Hi @Anonymous,

 

Do you want to use Conversation Id as a basis for judging whether a task exists?

Then I think you need to use Conversation Id as part of the task title, or as a title.

I did a test on my side, please take a try with the following workaround:

   Use the list tasks to get all the tasks, then configure Condition to determine if the task already exists. It is based on whether the title contains Conversation Id.

   If it is included, first use Html to text to get the content of the email body, then use Get task details to get the description of the task, and configure the output corresponding to the above action in the description field.

  If it does not, create a new task with the title containing Conversation Id.

Image reference:

48.PNG

Please take a try.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Anonymous
Not applicable

Barry,

 

Thank you! That's exactly what I needed! I was getting closer to this with trial and error, but your example is exactly what I needed!

 

As far as Conversation Id, I wasn't sure if that was the title of the email, or a unique, underlying identifier. I wasn't sure whether it would be small (and could be put in the Task Title) or large (and should be included in the Task Description).

 

Thanks again, for your help!

Hi @Anonymous,

 

Sorry, there is still a problem with the design of this Flow. I found that there is a problem with the logic for judging whether the planner already exists later.

If this is configured, it will create a lot of duplicate tasks.

I have improved on the basis of the previous, as below:

58.PNG59.PNG60.PNG

Please take a try again and feel free let me know if you have any question.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Anonymous
Not applicable

Hi Barry,

 

Yeah, I noticed that issue. I was trying a bunch of idifferent variable manipulations (which I obviously don't quite understand), but was never quite able to eliminate the duplicates - this was mainly because I had trouble updating details immediately after creating the task (it couldn't find the task 1 step after it was created).

 

Your solution has not revealed a critical step: what is your "condition" at the bottom of the first picture?
And if you can share it, would you mind explaining, in detail, what is happening with your Select and your condition?
(I feel like I can read it, but I haven't been able to come up with the working arrangement yet, so obviously I'm missing a detail or two.)

 

N.B.
The Title probably isn't a great place for the Convo Id: it's a rather long string, and Title is a rather short string.

Thanks again!
Toni

Hi @Anonymous,

 

My mistakes, the screenshots do not seem to be fully presented. I made a change to the location of Conversation Id. If you don't configure it in the Title, you could put it in Description.

It was also made some changes on the basis of the original.

Adding a step is to get the existing Task Description, save it in a String variable, and then determine whether the String contains Conversation Id that in the mail.

If it contains, update Description; if it does not, create a new Task, now you could configure the content you want to configure in Title, followed by update Description, you need to configure the Conversation Id.

The only thing that is unsatisfactory is that if Conversation Id is configured in Description, the execution time of Flow will be longer. Because Description cannot be obtained directly through List tasks.

Image reference:

Overall configuration:

24.PNG

 

Save all Task Description:

25.PNG

Determine if the Task already exists:

26.PNG

Please take a try again.

 

Best Regards,

Barry

Community Support Team _ Barry
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
Anonymous
Not applicable

Hi Barry,

 

Thanks again for all your help - it definitely looks like we're getting closer!

Your example definitely seems to cover some new ground for me, but I think I need to create an array that extracts the Task Id, with the Description. Right now (if I'm reading it correctly), you should be updating the last task added to your AllTaskDescription string - not the task that correlates with the conversation Id. Unfortunately, I haven't figured out how to lookup a Task by TaskId...

 

Thanks,

Toni

Hello!

 

Script anyway creating duplicate items...

Hello @v-bacao-msft

I attempted to use this solution for a similar problem I was having. For each existing task that does not match the conversation id a new task is created. This logically makes sense but it is not ideal. I would like for only 1 task to be created if all existing task titles do not contain the conversation id.

 

Thanks in advance!

Hello,

Really good explanation, a question is there in any way possible to limit the number of tasks which are retrieved from Planner?

 

We have alot of tasks in our planner which are done.  

@v-bacao-msft thanks for this, it's providing us with a pretty reasonable ticketing system via. Planner in Teams which is great!

 

For some reason it appears to be running the flow on every ticket in the plan, so in my case creating 65 new tasks (we're using an existing plan with tasks on for testing purposes).

 

After running a second time, it updated 1 task, then created 64 new ones, so the create / update functions are working.

 

I think I need to filter the array produced with the data operation somehow, which I think is what you posted in your second update, but after trying that I'm still getting the same result.

 

Any thoughts?

 

Cheers,

 

KB

Shtroupfette
Frequent Visitor

Good day,

 

I was able to make it work by Initializing a variable of the Title of the tasks 

1- verify if the Subject is in the Value of Tasks if not create a new one if so

2- set the variable ok the Title and validate if the Title match the Subject

 

 

Capture d’écran, le 2021-01-25 à 15.50.07.png

 

RicGer
New Member

my approach to solve the issue in three steps:

-  CreateTitle: Create a unique title to identify individual tasks

-  SearchTask: Filter Array of Tasks based on unique title (Title eq outputs('CreateTitle')

-  CountTasks: Count matching tasks… length(body('SearchTask'))

... shoud be 0 (does not exist) or >0 (minumum of 1 task exist... you may decide further steps with duplicate tasks)

ghazi
New Member

The solution is to loop through tasks. First, initialise a boolean variable (fCreateNew) as true. Then loop through each existing task. If the task exists (and is not completed), update it and set fCreateNew to false. At the end, if fCreateNew is still true, create the new task.

 

(Other solutions create a task for each task that doesn't match the description, so be careful implementing them! I had a hard time deleting all the created tasks!)

 

In my example here, I am create a new task based on an email arriving to a shared folder:

 

ghazi_0-1617172059452.png

Here is the new boolean variable:

 

ghazi_1-1617172099720.png

 

This part will update any task that matches the description AND is not yet complete

ghazi_2-1617172177957.png

 

The variable above is set as follows:

ghazi_3-1617172275289.png

 

After every task has been looped through, if fCreateNew is still true, then a new task can be created as follows:

 

ghazi_4-1617172337708.png

 

Hope this helps!

 

Anonymous
Not applicable

The solution of @ghazi works perfect for me!

 

the only problem I'm running into now is that I can't refer a task to a person.

Does anyone have a genius solution to solve this?

Thanks for this - a simple, clever solution to the problem I had here (basically the same as the OP, but with buckets rather than tasks).

I tried this and I still get unended tasks created.  I'm adding it to a code where it pulls the attachments if they exist.

helpwithautomat_0-1646889429901.png

helpwithautomat_1-1646889467219.png

helpwithautomat_2-1646889508233.png

 

Helpful resources

Announcements

Back to Basics Tuesday Tip #10: Community Support

This is the TENTH post in our ongoing series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!   This Week: All About Community Support   Whether you're a seasoned community veteran or just getting started, you may need a bit of help from time to time! If you need to share feedback with the Community Engagement team about the community or are looking for ways we can assist you with user groups, events, or something else, Community Support is the place to start.   Community Support is part of every one of our communities, accessible to all our community members.     Power Apps: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pa_community_support Power Automate: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpa_community_support Power Pages: https://powerusers.microsoft.com/t5/Community-Support/ct-p/mpp_community_support Copilot Studio: https://powerusers.microsoft.com/t5/Community-Support/ct-p/pva_community-support   Within each community's Community Support page, you'll find three distinct areas, each with a different focus to help you when you need support from us most.     Community Accounts & Registration is the go-to source for any and all information related to your account here in the community. It's full of great knowledge base articles that will help you manage your community account and know what steps to take if you wish to close your account.  ●  Power Apps  ●  Power Automate  ●  Power Pages, ●  Copilot Studio      Using the Community is your source for assistance with everything from Community User Groups to FAQ's and more. If you want to know what kudos are, how badges work, how to level up your User Group or something else, you will probably find the answers here. ●  Power Apps   ● Power Automate    ●  Power Pages  ●  Copilot Studio      Community Feedback is where you can share opportunities, concerns, or get information from the Community Engagement team. It's your best place to post a question about an issue you're having in the community, a general question you need answered. Whatever it is, visit Community Feedback to get the answers you need right away. Our team is honored to partner with you and can't wait to help you!   ●  Power Apps  ● Power Automate   ● Power Pages   ● Copilot Studio  

Microsoft Ignite 2023: The Recap

What an amazing event we had this year, as Microsoft showcased the latest advancements in how AI has the potential to reshape how customers, partners and developers strategize the future of work. Check out below some of our handpicked videos and Ignite announcements to see how Microsoft is driving real change for users and businesses across the globe.   Video Highlights Click the image below to check out a selection of Ignite 2023 videos, including the "Microsoft Cloud in the era of AI" keynote from Scott Guthrie, Charles Lamanna, Arun Ulag, Sarah Bird, Rani Borkar, Eric Boyd, Erin Chapple, Ali Ghodsi, and Seth Juarez. There's also a great breakdown of the amazing Microsoft Copilot Studio with Omar Aftab, Gary Pretty, and Kendra Springer, plus exciting sessions from Rajesh Jha, Jared Spataro, Ryan Jones, Zohar Raz, and many more.     Blog Announcements Microsoft Copilot presents an opportunity to reimagine the way we work—turning natural language into the most powerful productivity tool on the planet. With AI, organizations can unearth value in data across productivity tools like business applications and Microsoft 365. Click the link below to find out more.     Check out the latest features in Microsoft Power Apps that will help developers create AI-infused apps faster, give administrators more control over managing thousands of Microsoft Power Platform makers at scale, and deliver better experiences to users around the world. Click the image below to find out more.     Click below to discover new ways to orchestrate business processes across your organization with Copilot in Power Automate. With its user-friendly interface that offers hundreds of prebuilt drag-and-drop actions, more customers have been able to benefit from the power of automation.     Discover how Microsoft Power Platform and Microsoft Dataverse are activating the strength of your enterprise data using AI, the announcement of “plugins for Microsoft Copilot for Microsoft 365”, plus two new Power Apps creator experiences using Excel and natural language.       Click below to find out more about the general availability of Microsoft Fabric and the public preview of Copilot in Microsoft Fabric. With the launch of these next-generation analytics tools, you can empower your data teams to easily scale the demand on your growing business.     And for the rest of all the good stuff, click the link below to visit the Microsoft Ignite 2023 "Book of News", with over ONE HUNDRED announcements across infrastructure, data, security, new tools, AI, and everything else in-between!        

Back to Basics Tuesday Tip #9: All About the Galleries

This is the ninth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!     Today's Tip: All About the Galleries Have you checked out the library of content in our galleries? Whether you're looking for the latest info on an upcoming event, a helpful webinar, or tips and tricks from some of our most experienced community members, our galleries are full of the latest and greatest video content for the Power Platform communities.   There are several different galleries in each community, but we recommend checking these out first:   Community Connections & How-To Videos Hosted by members of the Power Platform Community Engagement  Team and featuring community members from around the world, these helpful videos are a great way to "kick the tires" of Power Platform and find out more about your fellow community members! Check them out in Power Apps, Power Automate, Power Pages, and Copilot Studio!         Webinars & Video Gallery Each community has its own unique webinars and videos highlighting some of the great work being done across the Power Platform. Watch tutorials and demos by Microsoft staff, partners, and community gurus! Check them out: Power Apps Webinars & Video Gallery Power Automate Webinars & Video Gallery Power Pages Webinars & Video Gallery Copilot Studio Webinars & Video Gallery   Events Whether it's the excitement of the Microsoft Power Platform Conference, a local event near you, or one of the many other in-person and virtual connection opportunities around the world, this is the place to find out more about all the Power Platform-centered events. Power Apps Events Power Automate Events Power Pages Events Copilot Studio Events   Unique Galleries to Each Community Because each area of Power Platform has its own unique features and benefits, there are areas of the galleries dedicated specifically to videos about that product. Whether it's Power Apps samples from the community or the Power Automate Cookbook highlighting unique flows, the Bot Sharing Gallery in Copilot Studio or Front-End Code Samples in Power Pages, there's a gallery for you!   Check out each community's gallery today! Power Apps Gallery Power Automate Gallery Power Pages Gallery Copilot Studio Gallery

Unlocking the Power of Community: A Journey with Featued User Group leaders Geetha Sivasailam and Ben McMann

In the bustling world of technology, two dynamic leaders, Geetha Sivasailam and Ben McMann, have been at the forefront, steering the ship of the Dallas Fort Worth Power Platform User Group since its inception in February 2019. As Practice Lead (Power Platform | Fusion Dev) at Lantern, Geetha brings a wealth of consulting experience, while Ben, a key member of the Studio Leadership team at Lantern, specializes in crafting strategies that leverage Microsoft digital technologies to transform business models.   Empowering Through Community Leadership Geetha and Ben's journey as user group leaders began with a simple yet powerful goal: to create a space where individuals across the DFW area could connect, grow their skills, and add value to their businesses through the Power Platform. The platform, known for its versatility, allows users to achieve more with less code and foster creativity.   The Power of Community Impact Reflecting on their experiences, Geetha and Ben emphasize the profound impact that community engagement has had on both their professional and personal lives. The Power Platform community, they note, is a wellspring of resources and opportunities, fostering continuous learning, skill enhancement, and networking with industry experts and peers.   Favorite Moments and Words of Wisdom The duo's favorite aspect of leading the user group lies in witnessing the transformative projects and innovations community members create with the Power Platform. Their advice to aspiring user group leaders? "Encourage diverse perspectives, maintain an open space for idea-sharing, stay curious, and, most importantly, have fun building a vibrant community."   Building Bridges, Breaking Barriers Geetha and Ben encourage others to step into the realm of user group leadership, citing the rewarding experience of creating and nurturing a community of like-minded individuals. They highlight the chance to influence, impact, and positively guide others, fostering connections that extend beyond mere technology discussions.   Joining a User Group: A Gateway to Growth The leaders stress the importance of joining a user group, emphasizing exposure to diverse perspectives, solutions, and career growth opportunities within the Power Platform community. "Being part of such a group provides a supportive environment for seeking advice, sharing experiences, and navigating challenges."   A Year of Milestones Looking back at the past year, Geetha and Ben express pride in the group's growth and global participation. They recount the enriching experience of meeting members in person at the Microsoft Power Platform conference, showcasing the diverse range of perspectives and guest speakers that enriched the community's overall experience.   Continuous Learning on the Leadership Journey As user group leaders, Geetha and Ben recognize the continuous learning curve, blending interpersonal skills, adaptability, and dedication to foster a vibrant community. They highlight the importance of patience, persistence, and flexibility in achieving group goals, noting the significance of listening to the needs and suggestions of group members.They invite all tech enthusiasts to join the Dallas Fort Worth Power Platform User Group, a thriving hub where the power of community propels individuals to new heights in the dynamic realm of technology.

Visit the Community Lounge at Microsoft Ignite!

Are you attending Microsoft Ignite in Seattle this week? If so, we'd love to see you at the Community Lounge! Hosted by members of our Community team, it's a great place to connect, meet some Microsoft executives, and get a sticker or two. And if you're an MVP there are some special opportunities to meet up!     The Community Lounge is more than just a space—it's a hub of activity, collaboration, and camaraderie. So, dive in, explore, and make the most of your Microsoft Ignite experience by immersing yourself in the vibrant and dynamic community that awaits you.Find out the schedule and all the details here: Community Lounge at Ignite! See you at #MSIgnite!    

Back to Basics Tuesday Tip #8: Subscriptions & Notifications

This is the eighth post in our series dedicated to helping the amazing members of our community--both new members and seasoned veterans--learn and grow in how to best engage in the community! Each Tuesday, we feature new content that will help you best understand the community--from ranking and badges to profile avatars, from Super Users to blogging in the community. Our hope is that this information will help each of our community members grow in their experience with Power Platform, with the community, and with each other!   This Week: All About Subscriptions & Notifications Subscribing to a CategorySubscribing to a TopicSubscribing to a LabelBookmarksManaging & Viewing your Subscriptions & BookmarksA Note on Following Friends on Mobile   Subscriptions ensure that you receive automated messages about the most recent posts and replies. There are multiple ways you can subscribe to content and boards in the community! (Please note: if you have created an AAD (Azure Active Directory) account you won't be able to receive e-mail notifications.)   Subscribing to a Category  When you're looking at the entire category, select from the Options drop down and choose Subscribe.   You can then choose to Subscribe to all of the boards or select only the boards you want to receive notifications. When you're satisfied with your choices, click Save.   Subscribing to a Topic You can also subscribe to a single topic by clicking Subscribe from the Options drop down menu, while you are viewing the topic or in the General board overview, respectively.   Subscribing to a Label You can find the labels at the bottom left of a post.From a particular post with a label, click on the label to filter by that label.          This opens a window containing a list of posts with the label you have selected. Click Subscribe.   Note: You can only subscribe to a label at the board level. If you subscribe to a label named 'Copilot' at board #1, it will not automatically subscribe you to an identically named label at board #2. You will have to subscribe twice, once at each board.   Bookmarks Just like you can subscribe to topics and categories, you can also bookmark topics and boards from the same menus! Simply go to the Topic Options drop down menu to bookmark a topic or the Options drop down to bookmark a board.   The difference between subscribing and bookmarking is that subscriptions provide you with notifications, whereas bookmarks provide you a static way of easily accessing your favorite boards from the My subscriptions area.   Managing & Viewing Your Subscriptions & Bookmarks To manage your subscriptions, click on your avatar and select My subscriptions from the drop-down menu. From the Subscriptions & Notifications tab, you can manage your subscriptions, including your e-mail subscription options, your bookmarks, your notification settings, and your email notification format.     You can see a list of all your subscriptions and bookmarks and choose which ones to delete, either individually or in bulk, by checking multiple boxes.     A Note on Following Friends on Mobile Adding someone as a friend or selecting Follow in the mobile view does not allow you to subscribe to their activity feed. You will merely be able to see your friends’ biography, other personal information, or online status, and send messages more quickly by choosing who to send the message to from a list, as opposed to having to search by username.              

Users online (4,124)