Update SharePoint List When Planner Task is Complete

[Miller1]

Hello all,

I have a Flow that creates a Task in Planner and an Item in a SharePoint List once a Form is completed.  The idea is that I can manage active requests in Flow, but report out on the activity (volume, time to complete, etc.) via the SharePoint List. I have the Planner Id included in my SharePoint List but cannot seem to link the two when using the 'When a task is completed' trigger in Flow.  The only dynamic fields available are 'Percent Complete' and 'Reference Count'.  

Any ideas?  Thanks!

[v-yamao-msft · Accepted solution]

Hi Miller1,

Per my understanding, I assume that you are trying to create a flow using the trigger “Planner – When a task is completed”, then getting items in the SharePoint list. In the list, there might be a column for the PlannerId. If the task has the same planner id with the item in the list, update the list item.

So I try to create a flow to test this issue, all the available dynamic contents for the trigger are displayed as following, but not only “Percent Complete” and “Reference count”.

Could you please try again with it. Or you could show me a screenshot of your flow to help reproduce this issue on my side.

Best regards,
Mabel Mao

[tashak]

I'm having a somewhat related issue trying to get Form details added to the description field of a Planner Task. I've successfully gotten a new Task created [CREATE TASK], but when I try to take the next step to Update said task [UPDATE TASK], I get an error message. I've checked, and the Task ID is a match.

Why can't I get the additional Form data to populate in the Planner Task Description?  

[tashak]

Here's a screen shot of what I've done:

THE ERROR MESSAGE:

404

Headers

Key

Value

Transfer-Encoding

chunked

request-id

ee6ab767-a97c-40f9-a1be-f4ac75b31e14

client-request-id

ee6ab767-a97c-40f9-a1be-f4ac75b31e14

x-ms-ags-diagnostic

{"ServerInfo":{"DataCenter":"West US","Slice":"SliceA","Ring":"5","ScaleUnit":"003","Host":"AGSFE_IN_11","ADSiteName":"WST"}}

Duration

58.2294

Cache-Control

private

Date

Fri, 23 Feb 2018 06:00:43 GMT

Location

    https://[...]/details

Content-Type

application/json

Content-Length

218

Body

{
  "error": {
    "code": "",
    "message": "The requested item is not found.",
    "innerError": {
      "request-id": "ee6ab767-a97c-40f9-a1be-f4ac75b31e14",
      "date": "2018-02-23T06:00:45"

[Cologne_Claret]

Hello tashak,

I have had the same issue today and found a solution within the Community:

https://powerusers.microsoft.com/t5/Building-Flows/Update-task-details-not-found/td-p/70171

Try adding a short delay between creating and updating the task. When trying to update without the delay the update task fails to find the new task. Adding a delay of e.g. 5 seconds fixed the issue for me.

Regards

Cologne_Claret

[JBradWise]

I wanted to lay out a few learning I had from this thread that were't explicitly stated but I found through testing.

I found helpful was to ensure the SP List is the source for task item creation in planner. This allows a flow that creates the Planner Task when a SharePoint Task is created. This can be achieved using a simple flow to, but one helpful tip is to capture the ID of the Planner Task in the create flow to ensure matching can be done later. Important Tip: Create a few column in the SP List, 1. 'PlannerTaskID' so you have a place to store the ID variable and optional  add a 'Planner' status in case you would like delineation between SP Task Status and Planner Task Status.

Step 1-3:Trigger Task creation from new SP List Item, store Task ID Variable, and pass SP Item variables to Task

Step 4: Pull ID from Task into variable

Step 5: Update SP Item with Planner Task ID

Now that you have a flow that creates planner task, and the Task ID exists on both the Planner Task and the SP Item, you can create a new flow to subsequently update the SP item when the Task is completed in Planner:

Steps 1-2: Trigger upon task completion, query the matching SP ListStep 3a: Conditional filtering of target to match the TaskID

Step 3b: Apply changes to SP Item

Bonus Tip: If you use MS Project 2016 (Not the Online Version) and the SP List is a "Task" List you can use the Sync function with SP to additional drive updates bidirectionally from Planner to SP to Project (I realize this a fragile setup but it works! 😁)

[Manoj19]

Hi

I am facing same issue of getting only two options, Percent Complete and Reference Count.

This comes in Action Step, when we select "Update Item" in Sharepoint. While Selecting Id* Field, only above two option comes.

[jeremyMatthew]

Hi @JBradWise,

are your steps 4 and 5 within the same Apply to each loop? I can’t seem to get it to work. Thanks.

Regards,

Jeremy

[JBradWise]

@jeremyMatthew Sry for the delayed response.

Yes, steps 4 & 5 are in sequence. This may become less of an issue as MSFT decides to fully rollout the new tasks experience in Teams. I had a number of issues maintaining this connection. This is not an ideal solution, but can add value for PMs needing to push content out to users. Project for the Web is a better solution if you are able to obtain licenses.