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wa5
Helper I
Helper I

Move buckets according to due date

Hi,

Is it possible to automate moving an existing task based on the due date? So, if a task has a due date of today, it moves into my "Today" bucket.

I have done it for a couple of individual ones by creating a task and then updating the task details, but I would love to have it as a rule for the whole planner rather than task by task.

Hope someone can help me out!

1 ACCEPTED SOLUTION

Accepted Solutions
Expiscornovus
Multi Super User
Multi Super User

Hi @wa5,


You can use a Filter Array action for this and compare utcNow with the dueDateTime field value.

 

Below is an example

In this expression I also check if the task is not already part of the Today bucket and if the due date time is not empty. Replace 0DXvZctV9EijtOJyl48qiJgAOncI by your Today Bucket id.

 

Add the below expression to the Filter Array criteria via advanced mode

@and(and(equals(empty(item()?['dueDateTime']), false), not(equals(item()?['bucketId'], '0DXvZctV9EijtOJyl48qiJgAOncI'))), equals(formatdatetime(item()?['dueDateTime'], 'yyyy-MM-dd'), utcNow('yyyy-MM-dd')))

 

movetodifferentbucket.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


View solution in original post

8 REPLIES 8
rzaneti
Super User
Super User

Hi @wa5 ,

 

Yes, it is possible 🙂

 

To answer your post, I will use the planner below as example, which has only one task due for today (highlighted in yellow), and the flow will move it to the 'Late' bucket (highlighted in green): 

rzaneti_0-1693913299173.png

If you find any trouble with the steps or if your use case requires something a little different from the example, let me know and I can help you to find a solution. 

 

Step 1 - Get all tasks from a Planner:

Use the 'List tasks' action from Planner connector. Be careful, as there is also another action called 'List my tasks'. Populate the action with your Planned details: 

rzaneti_1-1693913460089.png

 

Step 2 - Get the bucket id:

You will need to know the destination bucket id to run this flow. Assuming that you don't have this information, you can find it by using the 'List buckets' action. We will use this action only once, to identify the bucket that you need, and then you can remove it from the flow.

 

So, add a 'List buckets' to the flow:

rzaneti_2-1693913895041.png

 

And save the flow and run it. In the flow run page, navigate until the 'List buckets' action and click in 'Show raw outputs':

rzaneti_3-1693913943773.png

 

It will open a side pane with a JSON code. Try to identify the block containing the destination bucket name (highlighted in green) and copy its 'id' (highlighted in yellow):

 

rzaneti_4-1693914001296.png

 

The list of buckets will be inside the 'body' and 'value' properties. If you have any trouble to access the raw outputs, check this article that I recently wrote about it: http://digitalmill.net/2023/06/29/how-to-access-the-raw-outputs-in-power-automate/ 

 

After that, you can remove the 'List buckets' from your flow. 

 

Step 3 - Loop all tasks:

Now include an 'Apply to each' loop and pass the 'value' property from the 'List tasks' as input:

rzaneti_6-1693914183517.png

 

In this step, you are accessing the properties from each task existent inside the planner. 

 

Step 4 - Identify if the due date is equal to today:

Inside the 'Apply to each' block, add a 'Condition' action and set, two statements connected by 'And' operator (highlighted in green):

rzaneti_9-1693914358127.png

 

Your two statements will be (use expressions to build fill each input value): 

- In the yellow statement, add item()['dueDateTime'] at the left side and null at the right

- In the blue statement, add startOfDay(item()?['dueDateTime'], 'yyyy-MM-dd') at the left side and startOfDay(utcNow()'yyyy-MM-dd') at the right side.

 

Also, make sure to set the dropdown of the yellow statement to 'is not equal to' and the dropdown of the blue statement to 'is equal to'.

 

If you have any trouble to use expressions, check this article: http://digitalmill.net/2023/07/31/using-dynamic-content-in-power-automate/ 

 

Step 5 - Update the bucket id:

Now we will finally update the bucket id. Inside the 'If yes' block of your Condition, add an 'Update a task (V2)' action, set the dynamic content from your 'value id' from the 'List tasks' in the 'Task id' input and type the bucket id (the same that you found in step 2) into 'Bucket id' input:

rzaneti_10-1693914636410.png

 

You can also change any other task property, if your business case requires. 

 

Output

After run the flow, this is the result:

rzaneti_11-1693914687686.png

Let me know if it works for you or if you need any additional help!

 

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Expiscornovus
Multi Super User
Multi Super User

Hi @wa5,


You can use a Filter Array action for this and compare utcNow with the dueDateTime field value.

 

Below is an example

In this expression I also check if the task is not already part of the Today bucket and if the due date time is not empty. Replace 0DXvZctV9EijtOJyl48qiJgAOncI by your Today Bucket id.

 

Add the below expression to the Filter Array criteria via advanced mode

@and(and(equals(empty(item()?['dueDateTime']), false), not(equals(item()?['bucketId'], '0DXvZctV9EijtOJyl48qiJgAOncI'))), equals(formatdatetime(item()?['dueDateTime'], 'yyyy-MM-dd'), utcNow('yyyy-MM-dd')))

 

movetodifferentbucket.png



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


Hi,

Thank you, I appreciate you doing this for me. Unfortunately, I got stuck at Step 3 - I wasn't sure what "Value" option I needed to choose.

I tried the solution below which worked for me.

Thanks again.

That seems to have worked, thank you so much!

wa5
Helper I
Helper I

I've just come back to this and it is not working quite how I need it to.

When the due date is tomorrow, the task should sit in a "To Do" bucket and only be moved into the "Today" bucket when the due date is today.

At the moment, it is sitting in "Today" even if the due date is tomorrow.

 

Is anyone able to help with this?

Thanks,

Expiscornovus
Multi Super User
Multi Super User

Hi @wa5,

 

The filter array expression I shared should check if the due date is today. And it should only move it when it is equal to today. If not, it should not move the task.

 

Can you share a screenshot of your current flow setup? Can you also share your Filter array action outputs? And share one example of a Task id and its due date where it was move to the Today bucket, which was not suppose to happen?



Happy to help out! 🙂

Interested in more #PowerAutomate #SharePointOnline or #PowerVirtualAgents content?
Visit my blog, Subscribe to my YouTube channel or Follow me on Twitter


1000007658.jpg

1000007659.jpg

  

Hi,

I've attached some screenshots which might help.

Perhaps the issue is because these are recurring tasks. So the task sits in "To Do" with a due date of tomorrow.

In the morning, it has moved to "Today".

I click Complete.

The new (recurring) task that is created stays in "Today" and I have to manually move it back to "To Do".

Is there any way around that?

Thanks 

Hi,

Is this what you needed? Please let me know if I can send any other information to help.

Thanks!

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