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

Updating excel with planner tasks

Hey all,

 

Currently trying to design a flow that updates an excel table with existing tasks in planner for presentation to executives. I know you can export from planner to excel, but we are hoping to leverage this as a way of project management (50 planner boards to one excel sheet).

 

I am able to get the excel table to add rows in the table, but I want a validation for if the row already exists to just update it as opposed to writing the same task multiple times.

 

Here is a screen shot of my existing flow:

Flow fail

https://imgur.com/a/RiQtgoj

Has anyone been able to create a recipe for this successfully?

 

Thanks in advance for taking a look!

 

1 ACCEPTED SOLUTION

Accepted Solutions

Hi @Anonymous ,

 

You could consider using Flow template--Create a daily summary of Planner Tasks by Bucket to configure Flow.

Also, if you can, please consider renaming Task ID field to TaskID so that we can filter the rows using Filter Query.

 

  • Delete the variables, Html table and Send an email related actions in in the template and use Button to be the trigger before Flow is configured.
  • After deleting the related action, you only need to configure the required action in If yes branch.
  • Use Get task details action to get the Description, and use List rows present in table to get the rows.
  • Configure Filter Query to filter out rows with the specified Task id. If it does not exist, create a new row; if it exists, update the row.
  • It should be noted here that all value Id in the if yes branch comes from List tasks action.

Expression reference:

length(body('List_rows_present_in_a_table')?['value'])

Image reference:

18.PNG

19.PNG

20.PNG

Please take a try.

 

Best Regards,

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.

View solution in original post

40 REPLIES 40
edgonzales
Most Valuable Professional
Most Valuable Professional

@Anonymous 

Hi there!  Everything looks good except for one bit.  I think I may be missing something, so apologies if I did:

If the row exists already (matching the Task ID to the ID), then you go down the update a row path.  But in that update, you are updating the Task ID.

Conversely, on the Add a Row step, you are not adding the ID value to the Task ID, so (in my head, at least) it won't ever find a match because Task ID will always be null, right?

 

I think if you take the ID part away from the update side, and add it to the Add a row side, that should fix the issue.20190705a.PNG

 

Keep us posted.

-Ed-

 

 

If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

Anonymous
Not applicable

Hey Ed!

 

Thanks for your help!

 

It seems like that solved my original issue - you rock!

 

I am now running into an issue where the flow fails/skips if the task is not already present in the excel sheet (haha!)

 

Any ideas why it wouldn't be able to add a row? Seems like if the task ID is null, it doesnt proceed to the "No" (add a row) section of my flow.

edgonzales
Most Valuable Professional
Most Valuable Professional

Awesome, great to hear!

Update - Looking at your original, there are two different condition loops.  They are too tiny for me to see what's going on, but I wonder if the first one needs to be there?

 

 

Did you go back and update previous rows manually?  All of the ones that have null values will match any other record that has a null, so it will go the update path because of that match.

Make sure all of the rows have an ID value in the spreadsheet and try again.

 

If that doesn't do it, post a screenshot.

 

Keep us posted.

-Ed-

 

 

If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

Anonymous
Not applicable

flowfail.PNG

Anonymous
Not applicable

The first loop iterates through the tasks in the plan, then the second through the buckets.

 

It was the only way i could get the add a row function to work.

 

I am now trying adding a bunch of "null" rows to the table in the "Task ID" field... will keep you posted if this solves it!

 

Thanks again for your time - it is greatly appreciated!

Anonymous
Not applicable

Unfortunately that didnt fix it.

 

Here are some full photos of the flow if you dont mind taking one more peak:

 

I think this one is the culprit, it fails cause it cant find an ID in key value (Cause this row doesnt exist yet)I think this one is the culprit, it fails cause it cant find an ID in key value (Cause this row doesnt exist yet)flow2.PNGflow1.PNGflow4.PNG

edgonzales
Most Valuable Professional
Most Valuable Professional

Ok, I'll see if I can build something to do the same thing.  

As an aside, I know how much executives love Excel, but if the intent is to aggregate their tasks in a single place, have we considered showing them in Microsoft To-do?  That can be done automatically, here's a video.

 

Just a thought.

-Ed-

 

 

If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

edgonzales
Most Valuable Professional
Most Valuable Professional

@Anonymous - I just thought of something else, too, I think:

Let's say you've got 10 rows in your spreadsheet....If we use a condition to 'sync' things, it will play out like this, right:

When the Flow runs, it looks at the first task and asks "Is this in the spreadsheet?"

If it is in there, but let's say 4 rows down, it's going to get a "No" response 3 times before it hits the yes.  And in each of those 3, it will add a new row.  Then, it will find the match, but keep going.  Each time, not finding a match, and each time adding a new row. 

When it hits the 11th row, it will match again, and update that row, and then carry on until row 19.  Each run will add more and more rows (exponentially?) and this will get ugly fast.

I don't know what the fix is (To-Do?) but I'm sure one of the experts have already thought this through.  Let me know if that's something you've already addressed...but I didn't even think of it until I started building my own. Smiley Surprised

 

-Ed-

 

 

If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

 

edgonzales
Most Valuable Professional
Most Valuable Professional

I had an idea if To-Do isn't the fix:

Set blank variables at the beginning, and go through the Apply to Each where it looks for a match.  If it finds a match, it updates the first variable with the row id and the other with the project details (array?), if it doesn't then the variables stay blank.

Outside of the Apply to each loop, if the variables are blank, then it adds a new row using the info from the second (array?) variable.  If there is data in there, then use the info from the first one to find the row, and the second to update it.

What do you think?  

 

-Ed-

 

If this reply has answered your question or resolved your challenge, please consider marking it as a Solution. This helps other users find it more easily via search.

Hi @Anonymous ,

 

You could consider using Flow template--Create a daily summary of Planner Tasks by Bucket to configure Flow.

Also, if you can, please consider renaming Task ID field to TaskID so that we can filter the rows using Filter Query.

 

  • Delete the variables, Html table and Send an email related actions in in the template and use Button to be the trigger before Flow is configured.
  • After deleting the related action, you only need to configure the required action in If yes branch.
  • Use Get task details action to get the Description, and use List rows present in table to get the rows.
  • Configure Filter Query to filter out rows with the specified Task id. If it does not exist, create a new row; if it exists, update the row.
  • It should be noted here that all value Id in the if yes branch comes from List tasks action.

Expression reference:

length(body('List_rows_present_in_a_table')?['value'])

Image reference:

18.PNG

19.PNG

20.PNG

Please take a try.

 

Best Regards,

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.

Hi, I have been playing with this solution for a while and could not get it to work. It will always give me a FALSE for the first the first condition.  Then I tried setting the first condition values as Iterate bucket ID equals Bucket ID, and started to work right away.  I also set the trigger to recurr every minute at the onset, so it is always updating to matter, as long as a task is edited or created.tempsnip.png

Miguel_E
Frequent Visitor

Hi folks, check out a video I made about this solution.

 

Automatically update EXCEL from PLANNER using FLOW 

Thank for the video its very helpful.

i couldn't pass the condition2 stage. i followed your steps on repeat but it doesn't for some reason.

 

i`m not sure if there is something wrong with the expression but i checked it and its correct. 

Mertg_1-1592584017114.png

 

 

Mertg_0-1592583534112.png

 

Hi Mertg,

As you can see all items on the YES branch failed (the grey "X") next to each.  It also shows the FIRST condition, evaluated to false.

As such if the condition evaluated to FALSE, the flow will continue in the NO option, but since you have nothing in there, it puts the error in the YES option. (I think this is the reason).

Thus the message is saying:  "We are not going to bother doing condition 2, since the prior action did not work", the prior action being that of listing the rows in excel.

Why did the first condition failed?  Most likely your values are incorrect.  Refer to my prior post below where I put a pic of where I troubleshooted that.  Also notice that you have 1 out 15 tasks to evaluate in the first condition.  Look at the top right corner previous and next arrows.  Click on next and go thru all of them and see if any of them evaluated to TRUE.  If any of them did, then the problem is somewhere else.  If all of them are false, then check the values of your first condition.  HINT:  reduce the number of tasks to 3-4 so that you can troubleshoot faster.

HI Miguel,

 

thanks for the reply. you were correct after sending the post I modified the fields once more again and suddenly it started working. i believe it was related with first condition. So I have achieved the first step. now I want to push further

do you mind helping me on this?

i have 4 different plans in my group and want to combine them all in same fashion. is there a way to combine them all? if not I think I need to create 4 parallel branch with same actions unless there is a copy function 🙂 

 

also is there a way to get details of checklist and labels? i searched a lot but I couldn't find a way yet ...

There is a save as option for flows which basically allows you to copy a flow.  Then just modify the parameters for each of the plans.  This option is found on the My Flows page.  I have not found a way to get the su tasks or labels using flows.  The only way to get them is to export the plan.  You could create a recurring export with Flows, maybe?

Hello, i used the same flow, but with a different Triger.  

 

It's not working . The excel table is not updating . 2020-06-23 09_20_43-Run History _ Power Automate and 6 more pages - Work - Microsoft​ Edge.png

 

Can you help me with this ? 

Hi Berechet,

You have not provided enough information on your post to determine what might be the cause. What is in the condition and there after?  Where does the flow stop?  I built a similar flow with the trigger of when a new task is created and it works fine, to create a new row in the table, but I do not have the branch to update existing rows in the table.  I use the Get task details to pull the ID of planner  triggerOutputs()?['body/id']

 

Miguel_E_0-1592916968029.png

 

well, that looks good. thank you ! 

 

I think mine was to complicated. 

 

@Miguel_E  thanks! 

Helpful resources

Announcements

Exclusive LIVE Community Event: Power Apps Copilot Coffee Chat with Copilot Studio Product Team

It's time for the SECOND Power Apps Copilot Coffee Chat featuring the Copilot Studio product team, which will be held LIVE on April 3, 2024 at 9:30 AM Pacific Daylight Time (PDT).     This is an incredible opportunity to connect with members of the Copilot Studio product team and ask them anything about Copilot Studio. We'll share our special guests with you shortly--but we want to encourage to mark your calendars now because you will not want to miss the conversation.   This live event will give you the unique opportunity to learn more about Copilot Studio plans, where we’ll focus, and get insight into upcoming features. We’re looking forward to hearing from the community, so bring your questions!   TO GET ACCESS TO THIS EXCLUSIVE AMA: Kudo this post to reserve your spot! Reserve your spot now by kudoing this post.  Reservations will be prioritized on when your kudo for the post comes through, so don't wait! Click that "kudo button" today.   Invitations will be sent on April 2nd.Users posting Kudos after April 2nd at 9AM PDT may not receive an invitation but will be able to view the session online after conclusion of the event. Give your "kudo" today and mark your calendars for April 3, 2024 at 9:30 AM PDT and join us for an engaging and informative session!

Tuesday Tip: Unlocking Community Achievements and Earning Badges

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!     THIS WEEK'S TIP: Unlocking Achievements and Earning BadgesAcross the Communities, you'll see badges on users profile that recognize and reward their engagement and contributions. These badges each signify a different achievement--and all of those achievements are available to any Community member! If you're a seasoned pro or just getting started, you too can earn badges for the great work you do. Check out some details on Community badges below--and find out more in the detailed link at the end of the article!       A Diverse Range of Badges to Collect The badges you can earn in the Community cover a wide array of activities, including: Kudos Received: Acknowledges the number of times a user’s post has been appreciated with a “Kudo.”Kudos Given: Highlights the user’s generosity in recognizing others’ contributions.Topics Created: Tracks the number of discussions initiated by a user.Solutions Provided: Celebrates the instances where a user’s response is marked as the correct solution.Reply: Counts the number of times a user has engaged with community discussions.Blog Contributor: Honors those who contribute valuable content and are invited to write for the community blog.       A Community Evolving Together Badges are not only a great way to recognize outstanding contributions of our amazing Community members--they are also a way to continue fostering a collaborative and supportive environment. As you continue to share your knowledge and assist each other these badges serve as a visual representation of your valuable contributions.   Find out more about badges in these Community Support pages in each Community: All About Community Badges - Power Apps CommunityAll About Community Badges - Power Automate CommunityAll About Community Badges - Copilot Studio CommunityAll About Community Badges - Power Pages Community

Tuesday Tips: Powering Up Your Community Profile

TUESDAY TIPS are our way of communicating helpful things we've learned or shared that have helped members of the Community. Whether you're just getting started or you're a seasoned pro, Tuesday Tips will help you know where to go, what to look for, and navigate your way through the ever-growing--and ever-changing--world of the Power Platform Community! We cover basics about the Community, provide a few "insider tips" to make your experience even better, and share best practices gleaned from our most active community members and Super Users.   With so many new Community members joining us each week, we'll also review a few of our "best practices" so you know just "how" the Community works, so make sure to watch the News & Announcements each week for the latest and greatest Tuesday Tips!   This Week's Tip: Power Up Your Profile!  🚀 It's where every Community member gets their start, and it's essential that you keep it updated! Your Community User Profile is how you're able to get messages, post solutions, ask questions--and as you rank up, it's where your badges will appear and how you'll be known when you start blogging in the Community Blog. Your Community User Profile is how the Community knows you--so it's essential that it works the way you need it to! From changing your username to updating contact information, this Knowledge Base Article is your best resource for powering up your profile.     Password Puzzles? No Problem! Find out how to sync your Azure AD password with your community account, ensuring a seamless sign-in. No separate passwords to remember! Job Jumps & Email Swaps Changed jobs? Got a new email? Fear not! You'll find out how to link your shiny new email to your existing community account, keeping your contributions and connections intact. Username Uncertainties Unraveled Picking the perfect username is crucial--and sometimes the original choice you signed up with doesn't fit as well as you may have thought. There's a quick way to request an update here--but remember, your username is your community identity, so choose wisely. "Need Admin Approval" Warning Window? If you see this error message while using the community, don't worry. A simple process will help you get where you need to go. If you still need assistance, find out how to contact your Community Support team. Whatever you're looking for, when it comes to your profile, the Community Account Support Knowledge Base article is your treasure trove of tips as you navigate the nuances of your Community Profile. It’s the ultimate resource for keeping your digital identity in tip-top shape while engaging with the Power Platform Community. So, dive in and power up your profile today!  💪🚀   Community Account Support | Power Apps Community Account Support | Power AutomateCommunity Account Support | Copilot Studio  Community Account Support | Power Pages

Super User of the Month | Chris Piasecki

In our 2nd installment of this new ongoing feature in the Community, we're thrilled to announce that Chris Piasecki is our Super User of the Month for March 2024. If you've been in the Community for a while, we're sure you've seen a comment or marked one of Chris' helpful tips as a solution--he's been a Super User for SEVEN consecutive seasons!   Since authoring his first reply in April 2020 to his most recent achievement organizing the Canadian Power Platform Summit this month, Chris has helped countless Community members with his insights and expertise. In addition to being a Super User, Chris is also a User Group leader, Microsoft MVP, and a featured speaker at the Microsoft Power Platform Conference. His contributions to the new SUIT program, along with his joyous personality and willingness to jump in and help so many members has made Chris a fixture in the Power Platform Community.   When Chris isn't authoring solutions or organizing events, he's actively leading Piasecki Consulting, specializing in solution architecture, integration, DevOps, and more--helping clients discover how to strategize and implement Microsoft's technology platforms. We are grateful for Chris' insightful help in the Community and look forward to even more amazing milestones as he continues to assist so many with his great tips, solutions--always with a smile and a great sense of humor.You can find Chris in the Community and on LinkedIn. Thanks for being such a SUPER user, Chris! 💪 🌠  

Find Out What Makes Super Users So Super

We know many of you visit the Power Platform Communities to ask questions and receive answers. But do you know that many of our best answers and solutions come from Community members who are super active, helping anyone who needs a little help getting unstuck with Business Applications products? We call these dedicated Community members Super Users because they are the real heroes in the Community, willing to jump in whenever they can to help! Maybe you've encountered them yourself and they've solved some of your biggest questions. Have you ever wondered, "Why?"We interviewed several of our Super Users to understand what drives them to help in the Community--and discover the difference it has made in their lives as well! Take a look in our gallery today: What Motivates a Super User? - Power Platform Community (microsoft.com)

March User Group Update: New Groups and Upcoming Events!

  Welcome to this month’s celebration of our Community User Groups and exciting User Group events. We’re thrilled to introduce some brand-new user groups that have recently joined our vibrant community. Plus, we’ve got a lineup of engaging events you won’t want to miss. Let’s jump right in: New User Groups   Sacramento Power Platform GroupANZ Power Platform COE User GroupPower Platform MongoliaPower Platform User Group OmanPower Platform User Group Delta StateMid Michigan Power Platform Upcoming Events  DUG4MFG - Quarterly Meetup - Microsoft Demand PlanningDate: 19 Mar 2024 | 10:30 AM to 12:30 PM Central America Standard TimeDescription: Dive into the world of manufacturing with a focus on Demand Planning. Learn from industry experts and share your insights. Dynamics User Group HoustonDate: 07 Mar 2024 | 11:00 AM to 01:00 PM Central America Standard TimeDescription: Houston, get ready for an immersive session on Dynamics 365 and the Power Platform. Connect with fellow professionals and expand your knowledge. Reading Dynamics 365 & Power Platform User Group (Q1)Date: 05 Mar 2024 | 06:00 PM to 09:00 PM GMT Standard TimeDescription: Join our virtual meetup for insightful discussions, demos, and community updates. Let’s kick off Q1 with a bang! Leaders, Create Your Events!  Leaders of existing User Groups, don’t forget to create your events within the Community platform. By doing so, you’ll enable us to share them in future posts and newsletters. Let’s spread the word and make these gatherings even more impactful! Stay tuned for more updates, inspiring stories, and collaborative opportunities from and for our Community User Groups.   P.S. Have an event or success story to share? Reach out to us – we’d love to feature you!

Users online (4,349)