Assign Tasks to Buckets based on Form Response.

[Anonymous]

Hi,

I'm using Flow to generate tasks in Planner from Form responses. This is working OK but I'd like to auto assign the tasks to buckets based on a field (Question 1)in the Form.

My Bucket Names match the options of the field in Forms and only 1 can (and must) be selected. There's a dynamic content option for the answer to Question 1, but putting this in the Bucket ID field in flow doesn't work. I assume this is because the I'm putting a Name in an ID field. 

Is there an expersion I can use in this field to compare the answer to Question 1 against a list of all buckets and pull an ID if there's a match? or is there a better way to achieve this?

I've tried searching but couldn't find anything that specifically addressed my issue!

Thanks,

Jimi

[v-alzhan-msft · Accepted solution]

Hi @Anonymous ,

Please take a try to refer to screenshot below to create the flow:

Best regards,

Alice       

Community Support Team _ Alice Zhang
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

[Anonymous]

Hi Alice,

Thanks for the proposed solution. I've managed to get that working but it seems like it has slowed my flow down quite a lot.

I think this mightbe because I ahve 12 buckets so the switch checks 13 cases for each form submission. I also had to produce all the diffeent cases which didn't feel efficient! 

I was wondeirng if there's a way to have a single create a task action and use a compare function to compare my bucket names vs answers to Q1 and then pull in the bucket ID? I'm not really sure how that would work in terms of an on-the-fly look-up, is it even possible?

Thanks,

Jimi

[LeeHarris]

Hi @Anonymous 

I think it's possible to achieve what you are trying to do without using a switch case.

The below image shows a test I put together which should allow you to run a single create task action.

1. Add a single List Buckets action to your Flow. You will need to select the appropriate Group Id and Plan Id. This action will return a list of all buckets within the plan.

2. This filter array action should be created within your existing Apply to Each on your List of Form Responses (after the action that retrieves the response details). Set the From property to be value from the List Buckets action. Then in the left text box, set this to the Bucket Name Dynamic value from the List Buckets action. In the right text box you should select the value of Question1 from your Form response details (which should be the name of the Bucket). 

3. As we are working with an array still, add an Apply to Each on the Body of the Filter Array action. If a matching bucket was found then this array will only contain one value. You can then perform the Create Task action within this Apply to Each, using the Id value from the Filter Array action's Dynamic values.

Hope that helps.

[Anonymous]

Hi @LeeHarris 

Thanks for your help with this, it's very close to working!

I finally got round to trying this out but for some reason my rial form submission created a task in every bucket on the plan... I need to do some more digging into what's causing it.

[LeeHarris]

Hi @Anonymous 

Great, sounds like you're getting closer to what you need. The issue you are seeing could be a problem with one of the Apply to Each loops. Double check any conditions within them where you are using Current item or a value from the looped object. If you have trouble locating the issue please post some screenshots of your flow.

[Anonymous]

Hi Lee,

If I need to upload screenshots I'll ahve to that this evening as my work's security options prevent me from uploading data (so I'll need to email some screenshots to myself!)

Looking through the Apply to Each Loops the only difference I can spot between my flow and your screenshot is in the first Loop where it's pulling the bucket names from the list action (before the filer array). I don't have an option for a dynamic item with the {X} icon. I can only choose a dynamic planner attribute called "value", when I add that in the code behind it is: 

body('list_buckets')?['value']

The only other ioptions I have is for expressions, but these all start with the fx symbol. How do I add the {X}buckenames content to my apply to each?

Thanks again for the help,

Jimi

[LeeHarris]

Hi @Anonymous 

The bucketnames variable in my example is an array variable I added so I could pass a series of strings to loop through for testing. You do not need this property as your strings are held in the Form Response in Question 1. Where I am using Current item in the filter array, you should be using the value of Question 1 from your form response. That should filter the array of buckets returned by the List Buckets action to only contain the one where the Name matches the value in Question 1.

[closcher]

Hi @LeeHarris,

It seemd that this might solve my problem. The situation is simple:

I create an item with Sales_person column and I created the buckets for each Sales person. 

I just need to create the task and assign to the correct Sales_person bucket. Example:

I tried your flow, it runs but it does not create the task. 

Could you help me?

Thanks!