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cadone
Helper V
Helper V

Planner flow assignment target

Hi all,

 

i am creating a flow for planner task assignments. I followed the video from April for flagged email to create a task in planner. 

@aprildunnam thanks. 

Currently, the flow assigns these tasks to myself. That’s ok. 

later I go to flow and manually drag the task to the desired bucket. Remove my name and reassign to a desired team member. The planner automatically sends an email invite to that team member. 

Is there a way we can restrict that user to be able to see only the tasks that he/she is assigned to. Currently they can see all other  buckets. They can also see tasks that I Assign to other members too. 

How can I restrict this visibility? Perhaps some settings some where that I am missing in flow or planner. 

 

 Thanks in advance. 


C1

1 ACCEPTED SOLUTION

Accepted Solutions
JimmyWork
Power Participant
Power Participant

@cadone 

 

Just to clarify.
- You receive an email from sender X.

- From this email you want to create an Task that assigns it to a specific engineer.

 

I don't know if the community have some other thoughts here but unless the name of the engineer is already in the receiving email then you need to enter that data manually like you do now.

 

You can create the task in the correct bucket from the "create task connector" You can pick what bucket it should be in already, but you would still need to assign it to a person.

 

You cannot hide tasks from users who have access to a plan.
Then you would need to have a plan for each separate engineer.
https://planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum?query=Permissions

 

Maybe you could use Microsoft To Do, to create personal task in a list instead. I have not tried this and it would mean that everyone would need to use To Do app also.

 

From the look on it To Do supports private/personal tasks at least.

But why do you need to hide task from users not assigned to one, would it hurt if they see it? Sometimes we always complicate things by trying to lock down everything.

 

2021-04-04 17_50_51-Which Tool When_ Microsoft Lists, Planner, Tasks in Teams, or To Do_.png

View solution in original post

7 REPLIES 7
JimmyWork
Power Participant
Power Participant

@cadone I don't know your requirements but you can auto assign a task to correct members when you create it, you can also put it in the desired bucket when you create it.

If a user is a member of a plan in planner then they can see all tasks in that planner you cannot restrict this currently to my knowledge.

@JimmyWork 

How can we auto assign?

 

i am flagging email to create a task in planner. Are you saying we can choose who to assign right when we flag a email?

JimmyWork
Power Participant
Power Participant

@cadone What are the requirements? Why do we need the email part?

I would suggest using something like a button, input users that should be assigned and details about the task then use the connecter Create Task and you have more options if you use Graph.

I receive emails that I would normally delegate to my engineers. Over time I could lose track of those delegation. 

i would like to use flow to help me with this. Like I said, I already have a flow that can create a task in planner when I flag an email. I then go to planner and move that to a new bin and assign to my engineers. 

When my engineers open the plan, they can see other buckets, Other’s tasks. Modify them. 

can you suggest a way to fix this. I C some want one engineer to know tasks. 

thanks

 c1

JimmyWork
Power Participant
Power Participant

@cadone 

 

Just to clarify.
- You receive an email from sender X.

- From this email you want to create an Task that assigns it to a specific engineer.

 

I don't know if the community have some other thoughts here but unless the name of the engineer is already in the receiving email then you need to enter that data manually like you do now.

 

You can create the task in the correct bucket from the "create task connector" You can pick what bucket it should be in already, but you would still need to assign it to a person.

 

You cannot hide tasks from users who have access to a plan.
Then you would need to have a plan for each separate engineer.
https://planner.uservoice.com/forums/330525-microsoft-planner-feedback-forum?query=Permissions

 

Maybe you could use Microsoft To Do, to create personal task in a list instead. I have not tried this and it would mean that everyone would need to use To Do app also.

 

From the look on it To Do supports private/personal tasks at least.

But why do you need to hide task from users not assigned to one, would it hurt if they see it? Sometimes we always complicate things by trying to lock down everything.

 

2021-04-04 17_50_51-Which Tool When_ Microsoft Lists, Planner, Tasks in Teams, or To Do_.png

View solution in original post

@JimmyWork 

 

First of all, please accept my Thanks. You did give me a great tip; I wasn't aware of this feature.

"Keeping tasks in separate Plans keeps the tasks private"

 

IF the planner had set some basics right, I am all for keeping every thing open for all members. Keeping tasks open for every member to read will have better progress & accomplishments. At the moment most of the assignments i send out, are executed by 1 engineer per task.

 

Unfortunately, The Planner is still not there Yet. Not sure if you use Planner, but here are some down falls I have noticed with the Planner currently.

  • Members can modify/delete other members task.
  • Members can assign tasks to other members
  • Members can assign tasks to their managers 😀
  • Members can move tasks to different buckets

I like To-Do, but its not synchronized with planner. If a member checks off a task as complete in To-Do, the planner won't get updated.

 

Still, I like to use planner because its few nice features like Analysis, graphs by state, group by pending, notifications to members etc. Kudos for that.

 

Thanks

C1

JimmyWork
Power Participant
Power Participant

@cadone You can sync Planner to To Do so all your planner task shows up in the To Do and flagged emails.

I think u get the function u want soon in planner i hope 🙂

 

2021-04-05 15_25_05-Window.png

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