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prasannaadavi

Level: Powered On Create Project Status Report in Project Online automatically using Microsoft Flow – Part 1

Few notes, before we get started on this.

  1. Some familiarity with Project Online is recommended, to be able to use this post and instructions.
  2. In general I am a big proponent of using live dashboards to review and discuss project status. The assumption here is that your organization for some reason prefers a word document to be submitted on a regular basis.
  3. This example could be extended for other documents like business case, project charter and so on, as long as the information is available in Project Online.
  4. There are several ways to create documents using MS Flow, and I found the method below the easiest. If you think of a better way to do this, I am more than happy to trade knowledge.

Step 1: Create a document library to store the project status reports

In this example, we will choose to put all status reports for all projects in a single document library. For a more advanced scenario, we could create a document library in each project site to store these reports. I created a document library called “Project Status Updates”.

 

Add the fields required for the status report as columns in the document library.

 

I have added the Project Name, ProjectUID,Project Scope,Project Status as the columns in my word document.

 

Next, create an empty document in the document library. Open it add the columns as Quick Parts. You can do this by opening the document in MS Word, choosing Insert >> Quick Parts >> Document Property

These would then get added to the word document, as shown below. You can structure the content around them to match the formatting that matches your organizations requirements.

Now, we have the basic template and infrastructure required for creating the Project Status Report.

 

Step 2: Add a custom field to allow ‘triggering’ of the Project Status Report creation

We will need a trigger to tell MS Flow when to create the status report. An advanced scenario here could be to manually run the flow (or) trigger through a PowerApps button, which we will look into in future.

For now, we will stick to the basic infrastructure available in Project Online. So, go ahead and create a “Flag” field in Project Online, as below.

 

 

Now, we are ready to create the Flow that we need to generate the Project Status Report. We will look into this in Part 2 of this post.

About the Author
  • Experienced Consultant with a demonstrated history of working in the information technology and services industry. Skilled in Office 365, Azure, SharePoint Online, PowerShell, Nintex, K2, SharePoint Designer workflow automation, PowerApps, Microsoft Flow, PowerShell, Active Directory, Operating Systems, Networking, and JavaScript. Strong consulting professional with a Bachelor of Engineering (B.E.) focused in Information Technology from Mumbai University.
  • I am a Microsoft Business Applications MVP and a Senior Manager at EY. I am a technology enthusiast and problem solver. I work/speak/blog/Vlog on Microsoft technology, including Office 365, Power Apps, Power Automate, SharePoint, and Teams Etc. I am helping global clients on Power Platform adoption and empowering them with Power Platform possibilities, capabilities, and easiness. I am a leader of the Houston Power Platform User Group and Power Automate community superuser. I love traveling , exploring new places, and meeting people from different cultures.
  • Read more about me and my achievements at: https://ganeshsanapblogs.wordpress.com/about MCT | SharePoint, Microsoft 365 and Power Platform Consultant | Contributor on SharePoint StackExchange, MSFT Techcommunity
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  • I am the Owner/Principal Architect at Don't Pa..Panic Consulting. I've been working in the information technology industry for over 30 years, and have played key roles in several enterprise SharePoint architectural design review, Intranet deployment, application development, and migration projects. I've been a Microsoft Most Valuable Professional (MVP) 15 consecutive years and am also a Microsoft Certified SharePoint Masters (MCSM) since 2013.
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