When a Planner task is completed, send an email to a specific email

[7he_7empest]

Hello all,

This is my first post on here, so please bear with me.

I am trying to create a flow that is triggered from the submission of responses from a Form for an IT ticketing system. I have built a flow that transfers the responses into Planner. This flow also creates an item in SharePoint the replicates the response details provided - this works perfectly.

I have two issues:

1. Creating a flow for when a specific task is completed, an email is sent to the attached respondent (only) informing them that the task is completed/closed, and;
   
   
2. the SharePoint item that was created in conjunction will automatically be marked as completed/closed when ticked as completed through Planner - so: task completed in Planner = task completed in SharePoint.

I have tried numerous actions/triggers, however Planner/Flow seems to send every respondent an email if any one task is marked as complete; not the specific tasks respondent. Each respondent is different with each submission. And similarly on the SharePoint list, if you complete one task (via Planner) it marks all items submitted as complete (in SharePoint). 

Flow:

1. When a response is submitted - From
2. Get response details - Form
3. Get user profile details - O365 Users - For submission confirmation email
4.  Send an email from a shared mailbox (V2) - Outlook - Confirmation email
5. Create a task - Planner 
6. 15 Sec Delay - Schedule - to buffer 
7. Update a task - Planner - include details of response in plan task
8. Create an item - SharePoint - replicate details of task plan 

I hope i have explained this in a comprehensive manner.

Thank you.

Evan.

[v-alzhan-msft · Accepted solution]

Hi @7he_7empest ,

For the first issue, you could add a Send an email action to send the email to the response submitor.

For the second issue, you could create another flow that would trigger when an task is completed, the screenshot of the flow should as below:

Please make sure that the Title would be same with the task Title when create the item, and the task Title is unique for identify a task.

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.

[7he_7empest]

Hello @v-alzhan-msft 

Thank you for responding.

The first solution is still sending an email to all the response submitters as oppose to the submitter relating to the completed task.

The second solution worked like a charm - thank you!

Perhaps i will incorporate a list column for submitter email address and use the same convention as below; swap it out for send email action - would this work in theory?

Thank you!

Best regards,
Evan

[v-alzhan-msft]

Hi @7he_7empest ,

Sorry for misunderstand you on the first question.

Do you want to send the email to the submitter when the task is completed?

If yes, you could add a submitter Email field in the sharepoint list, every time when a response is received, create the item in the list with the submitter Email.

And in the second flow, you could get the special item in the sharepoint list, and send the email to the special submitter in that item.

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.

[7he_7empest]

Thanks for your response!

Apologies, i am new to this - what would the flow look like for this incorporating your steps above?

Thanks again.

[v-alzhan-msft · Accepted solution]

Hi @7he_7empest ,

Please take a try to:

1.Add a submitter Email column in the sharepoint list.

2. Delete the Update item action in your first flow and add it gain, the submitter Email column would appear, update the submitter Email column with the submitter email.

3. And in the second flow, you could get the submitter Email column in the special item in the sharepoint list, and send the email to the special submitter in that item.

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.