When a task in planner is completed a SharePoint list is updated.

[therrean]

Hello all,

I hope you can help me.

I have a SharePoint list that has information on project numbers, project names and a submission column that is by default "No". Once an entry is put into the SharePoint List a task is created into a specific Planner Bucket. What I want now is that when that specific task is completed in Planner it updates the submission column in the SharePoint list to "Yes"

That way Planner and SharePoint list are up to date and in sync.

Can this be done and can you show me a flow?

[ChristianAbata]

hi @therrean  you can do it by doing this.

First flow > create task and include in title the ID of the sharepoint Item. example: Your task | 1

Second flow> When a taks is complated > then split the title using the "|" as separator. Now you have your sharepoint item ID and you can update.

[therrean]

Hello @ChristianAbata 

Can you explain how to split the title?

When I created the flow the best I can achieve is to edit all entries and not the one the corresponds to the Planner Task.

Kind Regards!

[ChristianAbata]

hi @therrean  please look this guide Aprende cómo usar las expresiones Split | Last | First en Power Automate - YouTube

[grantjenkins]

You would need two separate flows for this to work. The first one creates the Task when the new project is created. The second one updates the Project item's Submission to Yes.

For this example, I'm using the following SharePoint List. Project Name is the Title field renamed. Submission is a Yes/No field that's set to No by default. Task is a Single line of text that I would hide from the List View and the List Form - this is used to match up the Planner Task with the SharePoint List item.

The Planner has a bucket called SharePoint where the new tasks will be created.

FLOW 1 - Create Task

See full flow below. I'll go into each of the actions.

When an item is created triggers when a new Project is created.

Create a task creates the new task in the SharePoint Bucket.

Update item adds the Task Id to our List item, so we have a way of knowing which task relates to which item.

FLOW 2 - Completed Task - Update List Item to Submission Yes

See full flow below. I'll go into each of the actions.

When a task is completed will trigger when we complete one of our tasks in our Project planner.

Get items retrieves the item that has a Task value of the Task Id for the Task that was just completed. It should find a single item.

Condition checks to see if we received a single item (length of items returned is equal to 1). If true, we go into the Yes branch and update our item. The expression to get the length of items returned is:

length(outputs('Get_items')?['body/value'])

Update item will update the Submission to Yes for the item. Note that it will add the Update item into an Apply to each because the single item returned will still be in an array. That's fine as we know that if the Yes branch runs then there is only one item, and the Apply to each will iterate once - for our item.

Appendix

For the Task column I would remove it from the SharePoint List view, and also remove it from the List forms (or make it a hidden field).

[YYCGuy]

The above example only works if there is one Planner task feeding back to one Sharepoint item - correct? What if there are multiple Planner tasks (created from the columns of Sharepoint item)? Think of my Sharepoint item as a dashboard where each column represents the status of a particular scope of work (Completed, Not Started). How would upon completed of a Planner task, a flow update the particular column to Completed if numerous tasks feed into one Sharepoint item?

[cchan000]

sorry replying to an old answer but in the filter query you have written

Task eq in front of your dynamically inserted task ID.

What is "Task Eq" and is it necessary? Can I just use the dynamic ID from the planner?