Task Management using Planner
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Recurring Planner Tasks with our Custom Solution
Using a central list to control the repeating tasks makes it simple to manage, from one location. The list maps the task to multiple plans using the Planner ID. Then using Power Automate, we have a daily flow running to find all tasks in the list and create a task in the mapped plan IF the conditions of the recurrence equals today.
Here’s how it works from a users perspective:
Create a new Recurring Planner Task
From the Recurring Planner Tasks List, you can add a new item in the central list.
Or to copy one, it is best to edit in Grid View. Select the row, and copy into a new row, then make the changes before exiting Grid View.
Mapping to a Planner Plan
To post a task to Planner we need to know the Planner ID and the Group ID. These can be found in the URL of the plan itself. From Team, navigate to the plan, then open in the browser:
In the URL you’ll be able to copy out both the ID’s required.
Assigning a person to the task
Assign the person who will get assigned to the task. They will need to have access to the destination Plan, otherwise it’ll fail.
Adding Notes to the Task
Add a description, which will populate the Notes on the task.
Adding a Link to the Task
Add a link to the Task Link and a name to the Link Name, this will then populate on the task when it is created. Good use case for this is to link to an excel spreadsheet if the task requires updating the excel.
Adding Checklist Items
Checklist Items need to be separated with a #, Don’t put a hash on the end, just between tasks. Like the example below.
Setting Start and End Dates.
These dates determine in which period the task will generate, for example, if you only want it to generate in during the year of 2021, you would set start to be 01/01/2021 and the end to be 31/12/2021. In 2022 the tasks won’t be created, you’ll be able to delete the item from the recurring task list.
Occurrence is controlled by two fields. Frequency and Occurrence.
First choose the Frequency, either Weekly or Monthly. Then in the Occurrence column add the corresponding days. If selecting Weekly, the occurrence needs to be 1-7, 1 is Monday and 7 is Sunday. You can add Multiples separated with a comma “,”.
If choosing Monthly, the occurrence needs to be 1-31, bear in mind not all months have 31 days, so it might be best to use 28. You can choose Multiples too, separated with a comma.
Below are some examples.
The task that gets created will appear in the mapped planner, depending on what fields you populate will affect the outcome of the task, but for example, this task was triggered on a Friday, is linked to a Teams Channel, is due on the 26th March (which is the Friday), has 3 sub tasks and is assigned to the Business Refinery User:
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