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RelaxDMJ
Helper I
Helper I

How to synchronize To-Do tasks with Planner tasks?

Hi,

I'm new to Power Automate, I looked around and haven't seen this yet.

Generating a Task in Microsoft To-Do based on a Task created in MS Planner (and vice-versa) is fairly straightforward.

 

In order to have them both synchronized, the issue I'm bumping up against is discovering if a task already exists. I'd like PA to look through my tasks in my MS To-Do. If a task doesn't exist, then I'd like PA to create a new one (from Planner) but if such a task does exist, I'd like PA not to create it.

 

I'd like also to do it the other way round (generate with PA a Task in Planner based on a Task created in MS To-Do) with the same process and therefore avoid to enter into an infinite loop when I create tasks either from To-Do or Planner...

Thanks!

1 ACCEPTED SOLUTION

Accepted Solutions

@JatinSanghviIt's working 👍, thank you very much!

 

Now..., if I also would like to track task movement between lists and task deletions, and get them reflected in the other service, do I need to create separated new flows or should we develop the current ones to track those changes?
Thanks

View solution in original post

13 REPLIES 13
RelaxDMJ
Helper I
Helper I

Here is a screen shoot of what I am trying to achieve, i.e. to tell MS To-Do to create a Task in Planner only if that Task doesn't already exists (and it doesn't work..., it creates Tasks even if they already exists...)
If anybody could tell me what I am doing wrong and what I should do, that would be greatly appreciated!
Sorry, the language is in French.

Thanks!
Flow.JPG

 

murshed
Employee
Employee

Hi @RelaxDMJ 

To sync, you will need two different flows.
1. If a task is created in Microsoft To-Do - Create a task in planner.
2. If a task is created in Planner - Create a task in Microsoft To-Do.

 

To keep it simple,

1. Assume two apps are in sync to begin with.
2. Sync only new entries going forward.

 

Moreover, try to use one app primarily if your use case allows and sync the other app.

If you still need to sync the two app like the screenshot you posted, please use Google Chrome browser and select translate this page to translate to English and post it here.

Best Regards.

 

If this reply answers your question or solves your issue, please ACCEPT AS SOLUTION ☑️. If you find this reply helpful, please consider giving it a LIKE 👍.

 

Hi @RelaxDMJ ,

 

You can use the Filter array to filter the eligible tasks in the List tasks.

 

Then use the length() function to determine whether the body of the Filter array is empty, and if so, create a new task.

 

Like this:

https://powerusers.microsoft.com/t5/General-Power-Automate/Query-a-SharePoint-List-to-see-if-item-ex...

 

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 murshed,

 

Than you for your reply. As mentionned, generating a Task in Microsoft To-Do based on a Task created in MS Planner (and vice-versa) was fairly straight forward. The issue I am facing is to tell MS To-Do to create a Task in Planner only if that Task doesn't already exists (and vice versa).
Here is my screen shot translated:
"Valeur Ti..." means "Title value"
Thanks
Flow.JPG

 

 

Hi v-bacao,

Thanks you for your reply.
I have tried to follow your example but can't seem to find "Get Items" with MS To-Do.

 

JatinSanghvi
Power Automate
Power Automate

Hi @RelaxDMJ - Can you try filtering the Planner's list-tasks response array by ToDo's subject, check if the filtered array is empty, and if so create the Planner task? Something like in below screeenshot. Disclaimer: I haven't tested the Flow.

JatinSanghvi_0-1604970463240.png

 



Hi @JatinSanghvi - it is good start as I can create a task in Planner with your flow. Thank you.

But to check if it fully works I will need to create the reverse flow (from Planner to ToDo) and here I am struggling to apply a similar scheme as it is not completely symetrical in the choices.
Would you have any suggestion...?
Many thanks

JatinSanghvi
Power Automate
Power Automate

@RelaxDMJ , for the reverse flow, you will need to use To-Do's 'List all to-do's or List all to-do's by folder' actions. Though these two Flows won't be enough if you also would like to track task-status updates, task movement between lists, and task deletions, and get them reflected in the other service.

Hi@JatinSanghvi That's what I have done but I am struggling with the Filter array part. I dont' know what to put in it as there is no equivalent of "value x". I can only put "Body" and it doesn't seem to accept it.

 

If you go with "List all to-do's by folder' actions", what would you put in this filter array section?

Thank you!

JatinSanghvi
Power Automate
Power Automate

@RelaxDMJ , the JSON output of Planner list task action is in form { "value": [ task1-info, task2-info, .. ] } while To-Do's list action output's a JSON similar to [ todo1-info, todo2-info, .. ]. Hence for To-Do action, you will need to use 'body' in place of 'value'.

JatinSanghvi_0-1605038128133.png

 

@JatinSanghviIt's working 👍, thank you very much!

 

Now..., if I also would like to track task movement between lists and task deletions, and get them reflected in the other service, do I need to create separated new flows or should we develop the current ones to track those changes?
Thanks

Hi @JatinSanghvi 

If I wanted to only add track task deletions, and get them reflected in the other service, would that complexify a lot the the above flows? (which are working well)
Thank you

 

JatinSanghvi
Power Automate
Power Automate

Hi @RelaxDMJ , for tracking task deletions, you will need to create separate set of flows.

  1. There's no trigger to track Planner task deletion. There's one for task completion instead if that's what you are looking for.
  2. Similar there's none in Microsoft To-Do connector for to-do deletion. To track Microsoft To-Do's task completions, you will need to use When to-do is updated trigger and add condition to check if task-status is completed.

For both above flows, you will need to add a similar check as in above to find if the associated task/to-do item exists in the other service (and it's status is not yet completed) and only then run the action to complete the other task/to-do item. That will be either Update to-do or Update task details action. There's also Delete a task Planner action available.

If you are looking for an action that is not present at the moment, you can vote for an idea here or submit a new one. There's no ETA on when the idea will be accepted and implemented though.

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