This was awesome. I could NEVER get planner do what i want and paying even more to get the one or two things I was looking for you saved me. and your flow and detail is PERFECT. keep doing you!
I feel like it's more of a preference for them rather than hard to find, just a button that says "create new task" or something, but let me try and pitch this first and go from there. Looking forward to the reminder flow video. Also I may be forgetting but this list will automatically send an email to the employee when a task is assigned, correct?
Oh I just noticed the super thanks, thank you! I think I replied to the rest of this in the last reply, but it just occurred to me that you could make your own button by putting the button web part and the list web part on a page. Then linking the button to the new form URL.
Terrific set up. I've been trying to utilize To Do and Planner to accomplish something similar and have been struggling to get them to work together in a way that works for me. This seems to solve for what I need. I'm looking forward to the Power Automate and PBI follow ups. Thanks!
Lists are definitely underutlised, so good to see what can be done with them. I learned about customising the cards which provides more flexibility than standard Planner. Waiting to see what you recommend in Power BI for Gantt Chart. I assume it's based on Vega, but haven't dived into it so far, but it's on the list.
Yeah, I have a couple Gantt videos already, just not with this dataset. The best free ones, as far as I can tell, are David Bacci's Deneb template (ruclips.net/video/5w1tdoCvyPM/видео.html) or the Microsoft one in app source (this one is... clearly lacking, but easier to configure ruclips.net/video/fgCWlXLu-c4/видео.html). Luckily the core visuals roadmap says they are going to eventually add a brand new Gantt, but there's no date commitment on that so I don't know how long it will take.
Is there a way you could recommend using this list setup in a canvas app so individuals can add tasks as needed there, without potentially interfering with the logic of the list? I suppose it looks "cleaner" too great video! Thank you for sharing your knowledge. Also do you happen to have a video showing how to create a flow that automatically sends reminders for incomplete tasks on Planner, with info such as due date, task name, etc. ?
I will be making a video on due date reminders - I haven't gotten to it yet! Doing the reporting videos for the list next, then will do the flow. I don't really recommend a canvas app here - it piles on a lot of complexity without adding much value. I would only go there if you had a handful of lists you wanted to use together (e.g. a list for projects, a list for tasks, a list for status updates, all related). Is there something specific you wanted to address with an app?
@@bi-ome Looking to have a way to easily manage tasks within my team, my concern with lists is my team needs something with a more simple interface (like a form) to input tasks and relevant information. Which is why the Planner app seems great but I can't figure out a flow that sends reminders with all the relevant information, particularly the date (for some reason it doesn't pick up the due date properly)
@@TheSwingSinghOfficial The list has a form though! It’s in the new-item button. Or is that hard for people to find? The way the reminders work is that they are scheduled flows and run once per day. You run a “list items” in SharePoint either a query filter on status (not complete), then compare the due date of each of the items in that array to today. You need to use an expression to format the dates to the same format for comparison (date without time). There’s a bit of a walkthrough that’s similar in the video description that has the expressions.
@@bi-ome I feel like it's more of a preference for them rather than hard to find, just a button that says "create new task" or something, but let me try and pitch this first and go from there. Looking forward to the reminder flow video. Also I may be forgetting but this list will automatically send an email to the employee when a task is assigned, correct?
@@TheSwingSinghOfficial Yeah, I get that people want a proper button - though it pays to have people be familiar with the MS Lists UI, because they are SO useful (all the "trackers" people build in Excel would be much better off as lists, etc). There's an option in the toolbar to create a "rule" for "when an item is modified, if assigned to changes, send an email to assigned to" you can create, or you could create a custom email with a flow (the gist of it being similar to the "on status change" flow video I did, but assigned-to). That's on my list, too. Basically, if you want to fully customize it, you have to put some legwork into customizing it. If basic Planner works for you, go with that. I am a bit so-so on premium Planner tbh.
Highly relevant, as usual on this channel. Thrilled to see the next parts 🔥 Considering lists limitations, I understand filters shall be used to stay under 5k rows in any given view, but what about the full set of records in the backend? Would it be needed to archive old records down the road, and how (split the list?) - Thanks!
Thanks! 😄 The 5k threshold is for the view only, so the export to Excel and the Power BI connection are not affected (assuming you're not using the "list view" connector option, it's opt-in and hidden by default in Power BI). I double checked an Excel export just now to make sure, and it handled 12k with no issue - but I've seen reports of people having problems with 30-50k+ where it refuses to do more than that. Power BI will handle a TON, to where you'll run into slowness issues before you'll hit a discrete cap... keep the number of transformations low and remove columns you're not using (this step "folds" if done first) and you should be fine there. For things like Power Automate, you'll run into issues with pagination and loops - so enable pagination on "list items" actions and set the threshold above your max. For-each loops max out at 5k unless you have premium Power Automate, so just try to avoid those... they'll be slow anyway.
Superb video - beautifully explained. (Q) Do you know if there is a way of sorting the ‘info cards’ on a specific field when in ‘Board’ mode ? If not, do you know of a workaround ? Many thanks again.
@@bi-omeMy apologies. I was not precise enough. I can manually shift and position the cards up and down within a bucket to suit my specific sorting needs. For example, if I have 3 cards (rows) as entries A,B and C, I can manually re-order them as B, A and C within the same bucket easily. However, when I close the list and re-open it, the cards go back to the original sort order. My suspicion is that the ID field is being used as the ONLY available default sort order in Board view - which seems to be such a shame as this would be incredibly useful/powerful. I hope I am making sense ! 😢
@@andrewchurch7738 When I drag-rearrange tasks within a bucket in the board view, I get a little dark grey popup that says the item was moved, and it sticks, even when I close and re-open. Do you get that message when you move items? Manual sorting is a pretty new feature in Lists, too, so depending on whether you're in gov or first release or not that might be part of it.
@@bi-ome Brilliant! This works well. I assume this only affects my view of the Board - or would other users see the same ‘newly ordered’ view? What would be great is to re-order the cards on any given field. If you have tips on how to do this that would be fantastic! Many thanks again for your excellent videos and truly great advice. Most inspiring.
This was awesome. I could NEVER get planner do what i want and paying even more to get the one or two things I was looking for you saved me. and your flow and detail is PERFECT. keep doing you!
Thanks!! That’s such a nice comment! 😄
I feel like it's more of a preference for them rather than hard to find, just a button that says "create new task" or something, but let me try and pitch this first and go from there. Looking forward to the reminder flow video. Also I may be forgetting but this list will automatically send an email to the employee when a task is assigned, correct?
Oh I just noticed the super thanks, thank you! I think I replied to the rest of this in the last reply, but it just occurred to me that you could make your own button by putting the button web part and the list web part on a page. Then linking the button to the new form URL.
Thanks for the insightful videos! 😘
Terrific set up. I've been trying to utilize To Do and Planner to accomplish something similar and have been struggling to get them to work together in a way that works for me. This seems to solve for what I need. I'm looking forward to the Power Automate and PBI follow ups. Thanks!
Right? There's SO many task management tools in Microsoft 365, go figure that sometimes it's still better to just make your own, lol. 😂
Lists are definitely underutlised, so good to see what can be done with them. I learned about customising the cards which provides more flexibility than standard Planner. Waiting to see what you recommend in Power BI for Gantt Chart. I assume it's based on Vega, but haven't dived into it so far, but it's on the list.
Yeah, I have a couple Gantt videos already, just not with this dataset. The best free ones, as far as I can tell, are David Bacci's Deneb template (ruclips.net/video/5w1tdoCvyPM/видео.html) or the Microsoft one in app source (this one is... clearly lacking, but easier to configure ruclips.net/video/fgCWlXLu-c4/видео.html). Luckily the core visuals roadmap says they are going to eventually add a brand new Gantt, but there's no date commitment on that so I don't know how long it will take.
Is there a way you could recommend using this list setup in a canvas app so individuals can add tasks as needed there, without potentially interfering with the logic of the list? I suppose it looks "cleaner" too great video! Thank you for sharing your knowledge.
Also do you happen to have a video showing how to create a flow that automatically sends reminders for incomplete tasks on Planner, with info such as due date, task name, etc. ?
I will be making a video on due date reminders - I haven't gotten to it yet! Doing the reporting videos for the list next, then will do the flow. I don't really recommend a canvas app here - it piles on a lot of complexity without adding much value. I would only go there if you had a handful of lists you wanted to use together (e.g. a list for projects, a list for tasks, a list for status updates, all related). Is there something specific you wanted to address with an app?
@@bi-ome Looking to have a way to easily manage tasks within my team, my concern with lists is my team needs something with a more simple interface (like a form) to input tasks and relevant information.
Which is why the Planner app seems great but I can't figure out a flow that sends reminders with all the relevant information, particularly the date (for some reason it doesn't pick up the due date properly)
@@TheSwingSinghOfficial The list has a form though! It’s in the new-item button. Or is that hard for people to find? The way the reminders work is that they are scheduled flows and run once per day. You run a “list items” in SharePoint either a query filter on status (not complete), then compare the due date of each of the items in that array to today. You need to use an expression to format the dates to the same format for comparison (date without time). There’s a bit of a walkthrough that’s similar in the video description that has the expressions.
@@bi-ome I feel like it's more of a preference for them rather than hard to find, just a button that says "create new task" or something, but let me try and pitch this first and go from there. Looking forward to the reminder flow video. Also I may be forgetting but this list will automatically send an email to the employee when a task is assigned, correct?
@@TheSwingSinghOfficial Yeah, I get that people want a proper button - though it pays to have people be familiar with the MS Lists UI, because they are SO useful (all the "trackers" people build in Excel would be much better off as lists, etc). There's an option in the toolbar to create a "rule" for "when an item is modified, if assigned to changes, send an email to assigned to" you can create, or you could create a custom email with a flow (the gist of it being similar to the "on status change" flow video I did, but assigned-to). That's on my list, too. Basically, if you want to fully customize it, you have to put some legwork into customizing it. If basic Planner works for you, go with that. I am a bit so-so on premium Planner tbh.
Highly relevant, as usual on this channel. Thrilled to see the next parts 🔥 Considering lists limitations, I understand filters shall be used to stay under 5k rows in any given view, but what about the full set of records in the backend? Would it be needed to archive old records down the road, and how (split the list?) - Thanks!
Thanks! 😄 The 5k threshold is for the view only, so the export to Excel and the Power BI connection are not affected (assuming you're not using the "list view" connector option, it's opt-in and hidden by default in Power BI). I double checked an Excel export just now to make sure, and it handled 12k with no issue - but I've seen reports of people having problems with 30-50k+ where it refuses to do more than that.
Power BI will handle a TON, to where you'll run into slowness issues before you'll hit a discrete cap... keep the number of transformations low and remove columns you're not using (this step "folds" if done first) and you should be fine there.
For things like Power Automate, you'll run into issues with pagination and loops - so enable pagination on "list items" actions and set the threshold above your max. For-each loops max out at 5k unless you have premium Power Automate, so just try to avoid those... they'll be slow anyway.
Superb video - beautifully explained. (Q) Do you know if there is a way of sorting the ‘info cards’ on a specific field when in ‘Board’ mode ? If not, do you know of a workaround ? Many thanks again.
Good question! You can drag and drop rearrange the fields in the "edit card" UI.
@@bi-omeMy apologies. I was not precise enough. I can manually shift and position the cards up and down within a bucket to suit my specific sorting needs. For example, if I have 3 cards (rows) as entries A,B and C, I can manually re-order them as B, A and C within the same bucket easily. However, when I close the list and re-open it, the cards go back to the original sort order. My suspicion is that the ID field is being used as the ONLY available default sort order in Board view - which seems to be such a shame as this would be incredibly useful/powerful. I hope I am making sense ! 😢
@@andrewchurch7738 When I drag-rearrange tasks within a bucket in the board view, I get a little dark grey popup that says the item was moved, and it sticks, even when I close and re-open. Do you get that message when you move items? Manual sorting is a pretty new feature in Lists, too, so depending on whether you're in gov or first release or not that might be part of it.
@@bi-ome Brilliant! This works well. I assume this only affects my view of the Board - or would other users see the same ‘newly ordered’ view? What would be great is to re-order the cards on any given field. If you have tips on how to do this that would be fantastic! Many thanks again for your excellent videos and truly great advice. Most inspiring.