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MMTN
Regular Visitor

Microsoft lists flow for recurring tasks

Dear all,

 

I'm using Microsoft Lists for the management of maintenance tasks.

The list is structured as follows:

 

Title/description of the task, Machine (the machine on which the task should be performed), Iterval (None, Monthly, Annually, ...), State (Scheduled, Completed), Next due date

 

There are 2 types of tasks: one-time tasks (for which the interval is set to None) and recurring tasks (with different possible intervals, mainly monthly and annually).

 

I tried to create a flow that, when the State of a task is changed from Scheduled to Completed it creates a new task with the same information but with an updated Next Due Date (ex. for Monthly I used the function AddDays(utcNow(),30). If the Interval is set to none nothing happens.

 

Do you have some ideas? 

Thank you!

1 ACCEPTED SOLUTION

Accepted Solutions
wskinnermctc
Super User
Super User

Hi @MMTN sorry for the delay, I was on a trip this weekend and this was buried in my emails.

 

I made an example for you to reference.

Example Flow OverviewExample Flow Overview

  • This flow will trigger when an item is modified.
  • Current Time - The same as using utcNow() but has a dynamic output instead of using an expression.
  • Get Changes for an Item or File (Properties Only) - This will reference the item that was changed and tell what columns or properties were changed.
  • Condition - Will check if the Inspection Status column was changed and if the Inspection Status column is "Completed"
    • If Yes - it will update the Completion Inspection Date with the Current Time
    • If No - It will Terminate the Flow - basically end the flow from running
  • Switch - Uses the output value of Inspection Interval to determine which case to use
    • Case 1 - Weekly
    • Case 2 - Monthly
    • Case 3 - Yearly
  • Each case uses
    • Add to Time - will add the amount of time to the Current Time output. This is the same as addDays(utcNow(),7) or addDays(utcNow(),30)
    • Create Item - will use the outputs of the initial trigger to create a new item in the list.

 

Below I'm going to show the SharePoint List that I used as an example and the choice columns "Inspection Interval" and "Current Inspection Status" which have the options.

Initial SharePoint List with all items Scheduled and No Items CompletedInitial SharePoint List with all items Scheduled and No Items CompletedSharePoint List Settings to show the column types being usedSharePoint List Settings to show the column types being usedColumn - Inspection Interval - has time options for inspections (One-Time, Weekly, Monthly, Yearly)Column - Inspection Interval - has time options for inspections (One-Time, Weekly, Monthly, Yearly)Column - Current Inspection Status - will have the selection of Scheduled or CompletedColumn - Current Inspection Status - will have the selection of Scheduled or Completed

 

Below are close up of the flow actions:

Flow Detail 1 - Trigger - Current Time - Get Changes For an Item or FileFlow Detail 1 - Trigger - Current Time - Get Changes For an Item or FileFlow Detail 2 - Condition - Update Item - TerminateFlow Detail 2 - Condition - Update Item - Terminate

Zoomed Flow Detail 2 - ConditionZoomed Flow Detail 2 - Condition

Flow Detail 3 - Switch - Case 1- Case 2 - Case 3 - DefaultFlow Detail 3 - Switch - Case 1- Case 2 - Case 3 - DefaultZoomed Flow Detail 3 - Switch Case 1Zoomed Flow Detail 3 - Switch Case 1Zoomed Flow Detail 3 - Switch Case 2Zoomed Flow Detail 3 - Switch Case 2Zoomed Flow Detail 3 - Switch Case 3 and DefaultZoomed Flow Detail 3 - Switch Case 3 and Default

 

Using my initial SharePoint list example, I changed all of the items to a Completed status. This added the time the completed status was changed to the "Completed Inspection Date" column. It also added a new row for each item. 

Note, the new scheduled inspection date is based on the date the previous inspection was completed and the interval. For example, Item 1 - Monthly Label Alignment is a Monthly inspection that was scheduled for October 1, 2023. I changed the inspection status to Completed today on September 26, 2023 at 8:41 AM. 

Since this is a Monthly inspect, the new created Item 6 - has a Scheduled Inspection Date is October 26, 2023 at 8:41 AM.

 

Results of Changing the original items (1-5) status to Completed. The new created items (6-9) from the flow.Results of Changing the original items (1-5) status to Completed. The new created items (6-9) from the flow.

 

 

Hope this helps, let me know if you have any questions,

View solution in original post

12 REPLIES 12
wskinnermctc
Super User
Super User

That doesn't seem like a bad method if you are trying to keep an easy record of when tasks are completed. So there will be one row per task completed for each machine. If you filter the list by a machine, you can easily see all of the tasks that were scheduled and completed. 

 

You could even have a Completed date and a calculation to show the difference in days between scheduled date and completed date. This would show if it went over due or earlier than expected.

 

Are you thinking you only want 1 row per machine and continually update that row with the scheduled and completed date? So it is basically showing the last date it was completed and the next date it should be completed?

MMTN
Regular Visitor

Dear @wskinnermctc, thank you for your reply.

I would like that a new row is added so that I can keep track of how many times that task has been performed.

i give you a brief example.

i create a new element in the list as follows:

Check belt wear-MachineXYZ-monthly-Scheduled-21/09/2023

 

on the 19/09 I perform the task (earlier than the actual due date in this example) and I set the task to completed.

it would be wonderful if the completed task remains for tracking purposes and at the same time a new task with the same information but due date for 19/10 is created with Scheduled state is created.

 

I hope I was clear explaining what is my goal with this flow!

I guess I didn't understand if you got your flow to function. I read that as you created a flow that did that, but you wanted to know if there was a different way. Now I see you didn't get it to work and asking how to do it.

 

Tell me the interval choices you use and I can make an example for you to copy.

  • None
  • Weekly???
  • Monthly
  • Yearly

Are these task dates really specific? Like it must be done that day? Want to know in case dates land on weekends or something if I need to try and adjust for that.

Like could it be 30 working days? 30 calendar days? Is it always the 1st of the month? Is a month specific to the next month or just use 30 days?

 

Trying to understand how you need this time calculated. I'll start with just 30 days, and if you respond with something different we can adjust.

MMTN
Regular Visitor

MMTN_0-1695190124392.png

This is the flow that I have built. It seems to works, almost. It creates a new element with the information I need and the exact due date but it also create a simple copy of the element.

I don't understand why it creates 2 elements when I just asked it to create one!

 

Regarding your questions:

The interval choices could be 3 or 4, I will need to see according to the actual requirements of the machines:

  • weekly
  • monthly
  • yearly

could be a good starting point.

The task are not specific, in fact it's just an indication of the date in which they should be performed (especially for monthly and yearly ones).. maybe the due date is set to, for example, the 27/09 but the task could be performed on the 25/09 or 29/09.

I think that i need just an addition of 7, 28, 364 days (so that the new due date will be always on the same day, in this case I think that addDays function is enough).

 

Thank you very much for your time.

Dear @wskinnermctc, could you please take a look at my latest reply? I forgot to tag you!

Thank you!

wskinnermctc
Super User
Super User

Hi @MMTN sorry for the delay, I was on a trip this weekend and this was buried in my emails.

 

I made an example for you to reference.

Example Flow OverviewExample Flow Overview

  • This flow will trigger when an item is modified.
  • Current Time - The same as using utcNow() but has a dynamic output instead of using an expression.
  • Get Changes for an Item or File (Properties Only) - This will reference the item that was changed and tell what columns or properties were changed.
  • Condition - Will check if the Inspection Status column was changed and if the Inspection Status column is "Completed"
    • If Yes - it will update the Completion Inspection Date with the Current Time
    • If No - It will Terminate the Flow - basically end the flow from running
  • Switch - Uses the output value of Inspection Interval to determine which case to use
    • Case 1 - Weekly
    • Case 2 - Monthly
    • Case 3 - Yearly
  • Each case uses
    • Add to Time - will add the amount of time to the Current Time output. This is the same as addDays(utcNow(),7) or addDays(utcNow(),30)
    • Create Item - will use the outputs of the initial trigger to create a new item in the list.

 

Below I'm going to show the SharePoint List that I used as an example and the choice columns "Inspection Interval" and "Current Inspection Status" which have the options.

Initial SharePoint List with all items Scheduled and No Items CompletedInitial SharePoint List with all items Scheduled and No Items CompletedSharePoint List Settings to show the column types being usedSharePoint List Settings to show the column types being usedColumn - Inspection Interval - has time options for inspections (One-Time, Weekly, Monthly, Yearly)Column - Inspection Interval - has time options for inspections (One-Time, Weekly, Monthly, Yearly)Column - Current Inspection Status - will have the selection of Scheduled or CompletedColumn - Current Inspection Status - will have the selection of Scheduled or Completed

 

Below are close up of the flow actions:

Flow Detail 1 - Trigger - Current Time - Get Changes For an Item or FileFlow Detail 1 - Trigger - Current Time - Get Changes For an Item or FileFlow Detail 2 - Condition - Update Item - TerminateFlow Detail 2 - Condition - Update Item - Terminate

Zoomed Flow Detail 2 - ConditionZoomed Flow Detail 2 - Condition

Flow Detail 3 - Switch - Case 1- Case 2 - Case 3 - DefaultFlow Detail 3 - Switch - Case 1- Case 2 - Case 3 - DefaultZoomed Flow Detail 3 - Switch Case 1Zoomed Flow Detail 3 - Switch Case 1Zoomed Flow Detail 3 - Switch Case 2Zoomed Flow Detail 3 - Switch Case 2Zoomed Flow Detail 3 - Switch Case 3 and DefaultZoomed Flow Detail 3 - Switch Case 3 and Default

 

Using my initial SharePoint list example, I changed all of the items to a Completed status. This added the time the completed status was changed to the "Completed Inspection Date" column. It also added a new row for each item. 

Note, the new scheduled inspection date is based on the date the previous inspection was completed and the interval. For example, Item 1 - Monthly Label Alignment is a Monthly inspection that was scheduled for October 1, 2023. I changed the inspection status to Completed today on September 26, 2023 at 8:41 AM. 

Since this is a Monthly inspect, the new created Item 6 - has a Scheduled Inspection Date is October 26, 2023 at 8:41 AM.

 

Results of Changing the original items (1-5) status to Completed. The new created items (6-9) from the flow.Results of Changing the original items (1-5) status to Completed. The new created items (6-9) from the flow.

 

 

Hope this helps, let me know if you have any questions,

Dear @wskinnermctc that's exactly what I was looking for. Thank you very much!

TORFS_BE
Helper III
Helper III

@wskinnermctc 

I came across this thread and thanks for ur detailed reply!

As for myself, I have tried to copy this flow but sadly it doesn't work.

When I try to test my flow, it gets stuck at the first item "when an item or file gets modified". (stuck for hours - in progress"

 

Because i'm a beginner to Flows, it might be a user error from my side.

I have placed all my items marked as "completed" and all date colums are empty.

We are working with daily tasks so I made the "Case 1" interval on the switch part to 1 day interval instead. 

 

Since i'm not able to test yet, from what I understand now is that there will be a new line created to see progress of previous line. 

As i'm working with daily tasks, it will clean itself or will it keep adding lines daily? 

 

Thanks in advance for taking time to answer.

 

Best regards

Hi @TORFS_BE this example will create a new line. So I don't know exactly what you mean by "clean itself" each day.

 

It is strange that your flow is getting stuck at the trigger/first action.

 

I think you should create a new post on the forum. Explain what you are trying to accomplish and give some screenshots of your sharepoint list and current flow. You can also add a link to this post and say that you were following these examples.

 

I say to create a new post because other people will look at it and it will get solved faster.

Hi Wskinnermctc,

 

I have tried to reproduce your example, unfortunately, one of the first differences I see when carrying it out, is that when introducing the "get changes for an element or file" block when entering the ID the system introduces everything in a for each state.

I think the problem is with the Trigger settings. You need to turn "Split On" to the On.

If it is turned off, it creates an Apply to Each.

 

  • Delete the trigger you have
  • Add the same trigger back to the flow as the new trigger
  • Go to the Settings of the trigger
  • Split On - turn to On
  • Then try your steps and see if the apply to each is removed.

 

wskinnermctc_0-1706022409716.png

 

wskinnermctc_1-1706022436245.png

 

 

That was the point!! now it works, thank you very much for your help!! 😊

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