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

Send Email Digest of all open Planner Tasks to individual team member

Hi,

 

I have been struggling to create a flow that will send a recurring (weekly) email, with a digest summary of all tasks less than 100% complete. There is a template already that will send your own, but most of my team do not have the background to create their own flow, so I wanted to create a flow that would just do it for them on my behalf. I've tried everyway that I can think of, and each different way I get a different type and quantity for failures. 

 

So flow would be basically once a week, pull all tasks less than 100% complete (so open) and send a digest email to every user that has an open task with their specific tasks. Individual email, to individual user, with their specifically individual tasks in digest format? 

 

Can this be done?

 

Thank you in advance, from a person who is probably way above their head in trying to understand flows, but silly enough to try and do it anyway.

 

V/R,

 

Bill

22 REPLIES 22
ChristianAbata
Most Valuable Professional
Most Valuable Professional

@Anonymous  where do you have the % of the task?



Did I answer your question? Please consider to Mark
my post as a solution! to guide others :winking_face:

Proud to be a Flownaut!


If you want you can follow me:
Youtube: Christian Abata
Facebook: Power Automate LA
Website Tutorials: Christian Abata
Anonymous
Not applicable

@ChristianAbata I haven't tried to put it in any specific place, the only place I've tried to pull the % complete data is what ever transfers over from the value assignments.

 

Since, I'm learning and have no real idea what I'm doing - I basically have been trying to cannibalize this flow:

 

https://us.flow.microsoft.com/en-us/galleries/public/templates/9caab8ef716f45138b09b0544bd03798/send...

 

And trying to figure out different ways to add way that it send out to people instead of sending my tasks to myself. If that makes sense. Alot of our tasks don't have specific due dates, so I have had to try adding a condition for null value due date after the get tasks, not sure if that overly complicates what I'm trying to do as well or not. 

 

This flow works to send me my stuff obviously, but I don't know how to substitute out "List my tasks" to get tasks or everyone else individually, and then send it out to them individually later in the flow.

 

Thanks for entertaining my question and the help!

ChristianAbata
Most Valuable Professional
Most Valuable Professional

@Anonymous  I was testing what you need and to know the percentage of a task you can use this.

part2.PNG

 

and to know the user follow this.

105.PNG



Did I answer your question? Please consider to Mark
my post as a solution! to guide others :winking_face:

Proud to be a Flownaut!


If you want you can follow me:
Youtube: Christian Abata
Facebook: Power Automate LA
Website Tutorials: Christian Abata
Anonymous
Not applicable

@ChristianAbata 

 

So, I'm reasonably sure I missed something here - the flow runs successfully, but there are two glaring problems:

 

The email that gets sent out includes everyone in the team's task, not just mine. I want to filter it down so that the email only shows mine, the email that Team Member 1 gets is only Member 1 tasks, email that Team Member 2 gets is only Member 2 tasks, not everyone getting everyone's task. If that makes sense.

 

The second glaring problem, when I run the task I get 8 emails - all with the same information (everyone's tasks).

 

Here are screen shots of the flow...

 

Flow1.pngFlow2.pngFlow3.pngFlow4.png

Hi!

You probably need to use 'List tasks' instead of 'List my tasks'. As far as I remember tasks that are not completed have no 'Completed Date' assigned (Filter Array probably needed).

 

Then you probably need to build a dictionary of 'Assigned to' users by iterating all through your filtered tasks. Once the array is built, you will probably need to use union() expression to supress duplicates.

 

Finally you probably need to iterate all through your 'Assigned to' users by means of an apply to each, inside it:

-Get user profile, to get current user's email

-Filter Array, assign as its input 'List tasks' output, to filter uncompleted tasks assigned to current user

-Create HTML table with Filter Array results, select desired Columns

-Send an email

 

Do you also need to send Task Description (i.e. Notes) in your email? THis will make things more complex

Hope this helps

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

ChristianAbata
Most Valuable Professional
Most Valuable Professional

oh @Anonymous  what you can do is create a string variable at the begining of your flow then save your user value inside apply to each with append string, then outside apply to each send the email using the value in String variable.



Did I answer your question? Please consider to Mark
my post as a solution! to guide others :winking_face:

Proud to be a Flownaut!


If you want you can follow me:
Youtube: Christian Abata
Facebook: Power Automate LA
Website Tutorials: Christian Abata
Anonymous
Not applicable

@efialttes

Thanks so much for taking the time to reply. I'm a very new flow user, and in Publc Safety/Emergency Management so my computer background knowledge is very limited. So you lost me at union() expression. Meaning I get that i would need to an expression, but couldn't tell you how to setup the formula for that.

And no, the email doesn't need task details. To be honest task ID, and Due date (or 0 if null) is all it needs to output.
Anonymous
Not applicable

@ChristianAbata

I am very appreciative of the help you've provided, but could I trouble you for an example for where and how to setup a string variable in this instance? Beyond my skill level.
ChristianAbata
Most Valuable Professional
Most Valuable Professional

shure please see this example of how to use but with array.

do1.PNG

 

In the example I'm saving all channels name into the variable outside apply to each, to use it outside. In your case you need initialize string variable, let the value in blank an then inside your apply to each add append to string variable and select in name your initialized varible, in value of course you need the value that you need to save in your case the email of user I think.

 

Please let me know if you made it.



Did I answer your question? Please consider to Mark
my post as a solution! to guide others :winking_face:

Proud to be a Flownaut!


If you want you can follow me:
Youtube: Christian Abata
Facebook: Power Automate LA
Website Tutorials: Christian Abata
Anonymous
Not applicable

@ChristianAbata 

 

So I tried it, and afraid I must be missing something... the flow succeeds, but still have the same result. Members are getting ALL of the planner tasks, not just the ones they are assigned, and are getting 8 duplicate copies of the same email. Here are pictures of the flow...

 

flow1.png

^^ Where I placed (maybe I have it in the wrong place?

 

Here are the parameters I put in...

 

flow2.png

@Anonymous 

Here you are the dictionary approach!

More tricky than I initially expected, but finally up and running.

So I am first sharing the screenshots from a Flow that sends a report to each assigned to person with all the tasks assigned to him/her. Once implemented this way, you need some extra steps to report the tasks that are not ject completed only. But the fastes way to build it is this one, believe me.

So this is the overall picture of the design (remember, all tasks reported)

Flow_PlannerDictionary_0.png

 

Now let's see in details the first part of the flow:

Flow_PlannerDictionary_1.png

And, finally, let's see in detail the last part of the flow:

Flow_PlannerDictionary_2.png

 

Taking into account 'Power Automate' is not the best tool in terms of performance, the execution of this dictionary based approach is really fast

 

Now, which are the extra steps?

Once implemented the flow first version, just need to add a 'Filter array' just after 'List tasks', and make sure you remove 'List tasks' output value in a couple of action blocks and assign 'Filter array' output instead.

Why not adding Filter Array stuff from the beginning? Because if you do so, you will have some problems to convince Flow UI not to add automatically extra 'Apply to each' action block. Once you need further assistance to add them, please let us know

 

Hope this helps

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

Anonymous
Not applicable

 

@efialttes 

 

Hi, thanks so much for the step by step and pictures. Also sorry for the delay, other work projects took up my time this last week. 

 

I thought I followed your instructions pretty well, but I get this error when running the flow

 

The variable 'teamArray' of type 'Array' cannot be initialized or updated with value 'union(outputs('Compose_auxTeamArray'),body('Select_userIds'))' of type 'String'. The variable 'teamArray' only supports values of types 'Array'.

 

Note - When I started to put this step in, there was no "Function" option, so I just free flow typed that (not sure if I missed something why I didn't get the option to add a function to the content of that line, or if I have to preface the "union...." with something so that it knows what to do with the string?

Hi!

Can you share a screenshot from your current flow design, so we can see expressions ext?

Thanx!

 

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

Anonymous
Not applicable

@efialttes 

 

Sorry, here you go...

 

FLOW1.PNGFLOW2.PNGFlow 3.PNGflow4.PNGflow5.PNGflow6.PNG

Hi!

So in your 'Select userIds' you need to remove current Map values assigned, then click on the 'T' icon on the right...

Flow_BillPope.PNG

...so you switch from keyvalue mode to text mode, then follow these steps to add your expression:

https://flow.microsoft.com/es-es/blog/use-expressions-in-actions/

 

Hope this helps

Did I make your day? If so, mark my response as 'Solution' !!!

También escribo sobre Power Automate en este Blog y en Twitter

@efialttes , I have been following this build and I will say its incredibly helpful. I was able to put together a similar flow and got it working up until the last filter array to filter the tasks by user id. I get nothing in the email but if I don't add a filter condition I do get all the tasks so it has to be something to do with the fx: string(item()?['_assignments]') argument. When I looked at the raw data I noticed that there is a "userId" under "_assignments". Is this what's missing and how would that fx look like if so? Would appreciate any help. 

 

Screen Shot 2020-09-11 at 3.03.25 PM.pngScreen Shot 2020-09-11 at 3.02.38 PM.pngScreen Shot 2020-09-11 at 3.05.17 PM.png

Solved it. Used substring(string(item()?['assignments']), 2, 36)  to pull the ID and now works great!

Excellent @David_Mullenix  please mark the post as solution, to guide others 😉



Did I answer your question? Please consider to Mark
my post as a solution! to guide others :winking_face:

Proud to be a Flownaut!


If you want you can follow me:
Youtube: Christian Abata
Facebook: Power Automate LA
Website Tutorials: Christian Abata

@efialttes Awesome solution, I was able to adapt this for my use case, sending a digest just to guest users who don't get notifications when tasks are assigned to them so a daily summary of their open tasks is better than nothing! 

Helpful resources

Announcements

Check out the Copilot Studio Cookbook today!

We are excited to announce our new Copilot Cookbook Gallery in the Copilot Studio Community. We can't wait for you to share your expertise and your experience!    Join us for an amazing opportunity where you'll be one of the first to contribute to the Copilot Cookbook—your ultimate guide to mastering Microsoft Copilot. Whether you're seeking inspiration or grappling with a challenge while crafting apps, you probably already know that Copilot Cookbook is your reliable assistant, offering a wealth of tips and tricks at your fingertips--and we want you to add your expertise. What can you "cook" up?   Click this link to get started: https://aka.ms/CS_Copilot_Cookbook_Gallery   Don't miss out on this exclusive opportunity to be one of the first in the Community to share your app creation journey with Copilot. We'll be announcing a Cookbook Challenge very soon and want to make sure you one of the first "cooks" in the kitchen.   Don't miss your moment--start submitting in the Copilot Cookbook Gallery today!     Thank you,  Engagement Team

Announcing Power Apps Copilot Cookbook Gallery

We are excited to share that the all-new Copilot Cookbook Gallery for Power Apps is now available in the Power Apps Community, full of tips and tricks on how to best use Microsoft Copilot as you develop and create in Power Apps. The new Copilot Cookbook is your go-to resource when you need inspiration--or when you're stuck--and aren't sure how to best partner with Copilot while creating apps.   Whether you're looking for the best prompts or just want to know about responsible AI use, visit Copilot Cookbook for regular updates you can rely on--while also serving up some of your greatest tips and tricks for the Community. Check Out the new Copilot Cookbook for Power Apps today: Copilot Cookbook - Power Platform Community.  We can't wait to see what you "cook" up!    

Welcome to the Power Automate Community

You are now a part of a fast-growing vibrant group of peers and industry experts who are here to network, share knowledge, and even have a little fun.   Now that you are a member, you can enjoy the following resources:   Welcome to the Community   News & Announcements: The is your place to get all the latest news around community events and announcements. This is where we share with the community what is going on and how to participate.  Be sure to subscribe to this board and not miss an announcement.   Get Help with Power Automate Forums: If you're looking for support with any part of Power Automate, our forums are the place to go. From General Power Automate forums to Using Connectors, Building Flows and Using Flows.  You will find thousands of technical professionals, and Super Users with years of experience who are ready and eager to answer your questions. You now have the ability to post, reply and give "kudos" on the Power Automate community forums. Make sure you conduct a quick search before creating a new post because your question may have already been asked and answered. Galleries: The galleries are full of content and can assist you with information on creating a flow in our Webinars and Video Gallery, and the ability to share the flows you have created in the Power Automate Cookbook.  Stay connected with the Community Connections & How-To Videos from the Microsoft Community Team. Check out the awesome content being shared there today.   Power Automate Community Blog: Over the years, more than 700 Power Automate Community Blog articles have been written and published by our thriving community. Our community members have learned some excellent tips and have keen insights on the future of process automation. In the Power Automate Community Blog, you can read the latest Power Automate-related posts from our community blog authors around the world. Let us know if you'd like to become an author and contribute your own writing — everything Power Automate-related is welcome.   Community Support: Check out and learn more about Using the Community for tips & tricks. Let us know in the Community Feedback  board if you have any questions or comments about your community experience. Again, we are so excited to welcome you to the Microsoft Power Automate community family. Whether you are brand new to the world of process automation or you are a seasoned Power Automate veteran - our goal is to shape the community to be your 'go to' for support, networking, education, inspiration and encouragement as we enjoy this adventure together.     Power Automate Community Team

Hear what's next for the Power Up Program

Hear from Principal Program Manager, Dimpi Gandhi, to discover the latest enhancements to the Microsoft #PowerUpProgram, including a new accelerated video-based curriculum crafted with the expertise of Microsoft MVPs, Rory Neary and Charlie Phipps-Bennett. If you’d like to hear what’s coming next, click the link below to sign up today! https://aka.ms/PowerUp  

Tuesday Tip | How to Report Spam in Our Community

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   As our community family expands each week, we revisit our essential tools, tips, and tricks to ensure you’re well-versed in the community’s pulse. Keep an eye on the News & Announcements for your weekly Tuesday Tips—you never know what you may learn!   Today's Tip: How to Report Spam in Our Community We strive to maintain a professional and helpful community, and part of that effort involves keeping our platform free of spam. If you encounter a post that you believe is spam, please follow these steps to report it: Locate the Post: Find the post in question within the community.Kebab Menu: Click on the "Kebab" menu | 3 Dots, on the top right of the post.Report Inappropriate Content: Select "Report Inappropriate Content" from the menu.Submit Report: Fill out any necessary details on the form and submit your report.   Our community team will review the report and take appropriate action to ensure our community remains a valuable resource for everyone.   Thank you for helping us keep the community clean and useful!

Users online (3,268)