#PowerAutomate
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- Опубликовано: 30 янв 2020
- #PowerAutomate #Planner #ZeroInbox
In this video I show how you can leverage Power Automate to create tasks in Microsoft Planner for flagged messages in Outlook. Once the task is created it will delete the message from your inbox to help reduce clutter.
To import this Flow in your environment, check out the listing in the Power Automate Cookbook: powerusers.microsoft.com/t5/P... 
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Thank you so much for this video! This is my very first attempt at using Power Automate, and you made it so intelligible that I was even able to modify the flow so that it only pulls new tasks from a designated Inbox folder. Delightful!
Thank you Becky! I'm so happy to hear that this video helped you create your very first Flow in Power Automate 😊 Here's to many more Flows being built. Cheers! 🍷
Thank you sooo much for making this video. I have spent 2 hours trying to figure out how not to duplicate task! You're a life saver... Well really just a time saver :-)
Glad I could help! ☺
Thanks so much! This solved the duplication problem I'd been struggling with! It's also great to finally figure out how to include the body of the message in with the task! Much appreciated!
This is great - glad to hear it helped you!
Thank you for clear and concise directions. I was able to follow and solve my problems easily with your instructions.
So happy to hear this was helpful!
Oh man this is brilliant, I was tasked with doing a similar thing but I made it way too complicated and whenever I fixed a bug another one appeared this so good. Thanks, also wanna say that I watched some more of your tutorials and it is so well edited/produced for a tutorial, it's insane. :D
Thank you Tim! Glad to hear the work I put in to editing and producing doesn't go unnoticed 🙂 I have been there before, fixing one thing only to break another. Glad this method was helpful!
It helps a lot. Already spread this into my intranet!!
Awesome! Thanks for watching!
Thank you very much! This was really helpful! :)
Glad it helped!
Great video! Thank you so much! :)
Glad you enjoyed it Cynthia!
Really helpful - thank you!
Thanks for watching Kerry - glad it was helpful!
Hi April! Thank you for all your hardwork creating the tutorial! May be you can assist me with the following? Is there any way to select a specific sort of flag or anything? Because if somebody who sends e-mail put some follow-up date it automatically creates a task and puts it into my group task bulk. Or.. looking in the "history" of your inbox, finds some year-old mail flagged and creates a task out of blue? Thanks!
Awesome and really nice, clean flow. You got a new susbriber :)
Thanks for the sub!
Thank you April, what a great video. I have one question, though. Is there a way to mark the flag as completed in Outlook if the Planner task is completed?
Terrific. Sometimes the subject line is not helpful for naming a Task, and I would like to assign the Task to a team-mate. Could the Task open after creation to make these changes? Are you available to create custom Flows?
Thank April, really enjoyed your video and what a great example, just what I was looking for! I followed your tutorial and got it to work, however it keeps creating new Tasks, and I have to manually cancel the flow in Power Automate. I tried adding the Terminate Control after the last step (Update task details) but it gives me an error "The operation 'terminate' cannot be used inside a for each.". I then added it after the "Apply to each" box which I assume is a new feature in Power Automate (as it was not in your tutorial) and it was inserted. However it does not terminate the flow for some unknown reason? If you have any insights that would be great! Thanks again
@April, Thnaks a lot, it's been helfull.
Now that i have tasks in planner, (I removed the deletion), have you though about a way to link the planer task to Flag Todo list that is growing?
If i close a planner it should also mark as "completed" the Flag in outlook, and viece versa.
So far It doubles the work to follow thoses task unfortunalty.
#PowerAutomate #Planner #ZeroInbox
Hey April, I really enjoyed this video! When I send an Outlook meeting invite I want to give people the option to choose whether they’re going to attend the meeting in person or virtually when they accept the invite then record the subject of the invite, the person’s email who is responding and their selection of in person or virtual attendance in an Excel online workbook. Is that possible? If so do you have any videos or resources I can reference? TIA!!
This is awesome and very helpful! Is there a way to include attachments from the email to the planner task?
This is great, thank you very much. Can I add the attachments too?
April, I really enjoyed your video and love having my flagged emails appear in Planner. However, once I flag tor the attachments in those emails. Do you know what has happened to them/where they went? It would be great to modify the settings so that my flagged emails stay in my inbox and are available to view with a flagged filter. I would be grateful if you could advise how to do that. Thank you again. I think you're tutorials are excellent and have subscribed to your channel!
This is really awesome April. Working with flagged emails helps a lot, but do you have a similar way to deal with Categorized emails? i.e blue emails go to bucket 1, green emails go to bucket 2, etc.
Thanks Zaid. That's a great question. Unfortunately the Outlook connector doesn't have any mechanism right now to check for an email's category. It is one of the top ideas on the forum though so I would definitely check it out and vote it up. I'm not sure if there's a way to do it via the Office Graph or something like that.
Great video - thank you so much. I keep getting two tasks for any email I flag, even though I followed the video step by step. Any ideas?
Hi April, im wondering if the Count all tasks still exists as i have not been able to find it when im following the video.
Hi April, We have users that submit requests that get forwarded as an email to a shared inbox. There is a table in the email with data and since this is plain text , the table is coming across all jarbled . Is there any way to have the table come across formatted?
Dear April,
thanks for this helpful Video, it worked really well!
on top of that i got the Problem, that i would like to add the link to the Email in the attachment area of the Task aswell, wich I couldn´t solve so far. Could you help me with that?
When i flag an email (besides the power automate flow) it appears as flagged in planner in the list 'my tasks' and there is the email or a link to this email attached. This is exactly the way I would want it to look in the previously mentioned Task that I create automatically with power automate for my planner.
Do got an idea or solution how I can handle that?
Thanks in advance,
Robin 🙂
Is there a way to have the flow prompt to add a due date or be able to assign the task to a different person in your organisation? Or even have the task created in a team rather than your own tasks?
As leave process is different, can I use outlook leave approved from manager email extract name, email, from and to leave and leave type to excel sharepoint and take this to leave calendar in teams?
Hello, this was great and my users will love this feature. I wanted to add a change I made to fit my more specific needs. In the Create a task section instead of using the Outlook To field I hard coded my email address. I was noticing that the process would fail when it was sent to a distribution group I belong to or if it was sent to another email alias that my organization has set up. It would fail because it does a look up in the planner stage and if what was in the To field was not a user on my domain it would not work. Thanks for the video.
Glad that you found it helpful and you were able to adjust it to fit your needs!
Does this break if you are one of several names in the “To” field in the original email? Wouldn’t this assign the task to everyone who received the email?
it is a great video... thanks. but if i want to add the task under any bucket... can we define it also?
Hi April, This was helpful thank you. Any way to reserve this action? So I unflagged an email, can it delete or mark complete the task ALSO i marked the task complete, can it automatically unflag the email? Any help would be great. Thanks.
Hi April. Is there a way to update the respondent of the progress of the ‘task ‘ created with ‘ Forms’?
In other words I use planner to ‘log’ work requests and I’d like to keep the respondent of the progress until the task is complete?
Thanks. Martin ( South Africa)
Hi April. First of all let me congratulate with you for this video. it is really helpful and you have been able to explan really fair what needed.
I have a foolish question for you. I can't understand why the flow takes more than five minutes to sync everything. I mean that when I flag a message I have to wait for five or six minutes for checking the new task in planner. Is there anything I can check?
Thanks in advance.
ciao!
Hi Gionata - Sorry for the delay, got behind on responding to comments. It could be a throttling issues that you're seeing with the connector. Each connector has it's own throttling limits. Planner for example limits you to 1 call per seconds. If you meet that limit it will be delayed. You can read more about troubleshooting Flows here: support.microsoft.com/en-au/help/4531688/troubleshooting-slow-running-flows
This worked amazing! I wish I had a better understanding of what's going on in some of the middle steps. I copied what you did and it worked but trying to wrap my brain around they why and what was hurting my head lol.
Most of the stuff in the middle is to hold variables and store dates in a correct format. Glad you got it implemented and working :) Thanks for watching!
Hi April - Thanks for this tutorial! For some reason, the body of the email does not populate in my planner task. Do you have any thoughts on why that could be? Thanks!
Hi - Hmm I would double check the Flow runs and see if the HTML to Text action is being set properly because that's what is supposed to be feeding the Planner task action.
Hi,
Thank you for the video. I tried exactly how you did. My flow is running successfully ("Succeeded") but I do not see a task being created :(
Can you please suggest ?
Great video! Is there the possibility to create a new button in outlook that does the same action?
Thanks! If you know how to code you could create an Outlook Add-In for it: docs.microsoft.com/en-us/office/dev/add-ins/quickstarts/outlook-quickstart?tabs=yeomangenerator
Thanks for this. How would you add some steps to add the attachments on the email to the task?
Unfortunately I don't think there's a way right now with the Planner connector to add attachments.
Is there a way to automatically add an attachment in the email to the task? This is one of my concerns with deleting the email automatically after the task has been created.
Hi April, awesome video! Is there a way to UPDATE an existing planner task based on an email?
Also, does the "Re: and Fwd:" in Subject line get ignored when the flow checks for duplicates?
Hey Carla - you should be able to handle this through a few additional steps. You'll need a List Tasks Action for Planner to loop through all tasks. Then you will need a Filter Array action to filter the tasks where Title equals email subject. Then you can use the Get Task action to get a task that matches the name and finally do the update task action.
@@AprilDunnam Thank you for the response, that sounds super hectic though😀 Hope I'll manage. Thanks
What happens with the person who sent the message replies with followup to your email message? I have my emails bundled as conversations and would love to delete them once on my task list...but I also reply to own emails often to followup or there are many people on the to line that reply with help making it a whole conversation (I work in planner and chat and hate also monitoring in outlook).
This is great can you add an attachment?
Is there a way to delete the planner task that was created from a flagged email after the email flag is removed or marked as complete?
Hi, first of all, I love the video! :) My question is can you help to solve one of my problem with giving due date for tasks? Is it possible to set a due date by writing it to the body of original email? Thanks for your answer in advance!
you can do the expression function and have the due date add additional days based on the received date of the task. this is the code and you would just change the number to however many days you want. addDays(triggerBody()?['DateTimeReceived'],4,'yyyy-MM-dd')
How do I make it assign to only me if others are in the “to:” section of the email?
now task are not being created when i flag an email, but when testing the flows says its successful. the only thing i did differently was use user ID for the assigned user ids in the create a task portion. i had a working flow before and just wanted to solve the duplication task when responding to the flagged email. Any suggestions
Tks for the tutorial. I am new to power automation and trying to follow your instructions but I can't find a way to add the compose actions in purple. Help?
Hmm I'm not sure, that is a standard action. I always use the search function to find these. So if you click the plus and search for compose you don't see that?
April...can you set up the Planner task due date to automatically set and match the "Follow Up" flag due date set in Outlook? Thanks.
Hey Austin - As far as I know there isn't anything in that connector right now which lets us grab the follow up flag due date. I checked the Office Graph too and didn't see a way to grab that there either.
Hi April, great video. How come the flagged email doesn't appear in Planner app in Teams?
Hi Mel - I'm not quite sure why that would be. My guess is a difference in what planner plan the flow is adding the task to vs what planner plan is showing in the app in Teams
Very good! Could you also use categories instead of flags? So you could name categories as email address of co-workers and assign them a task
That's a good one! Did you manage to know the answer?
@@rmnetxgn1156 Im trying the same thing, but i havent found a solution yet, do you?
Hi, I have my emails organized by folders as I have some rules in place. I tried to change the Inbox folder to those folders, but I did not work :( I hope you could help. Thanks
How can I make sure that a new task isn't created when replies are occurring as emails come through? The subject won't be a perfect match because of the "re:" in front so won't it continue to create additional tasks?
this is almost perfect for me. only additional need is to take any attachments from the email and add them to the newly created task. any ideas?
Hi Jennifer - There's a great article on the Power Users Forum that shows how to take attachments and add them into a Planner task. So you should be able to combine the steps outlined here with what I have in my video: powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Create-Planner-Task-and-Include-Attachments-From-Outlook-Email/ba-p/245121
Hi April, is it possible to select the group id is when the email is flagged? My emails are flagged to different groups so group is is always different.
Hey there - I don't know of an out-of-the-box way to do that because that connector/action doesn't support it. I think you might be able to do that using the Office Graph: docs.microsoft.com/en-us/graph/api/resources/groups-overview?view=graph-rest-1.0
Hey April, this is a really useful resource, thanks! I am trying to configure this as a Personal Assistant supporting my Director's inbox. I am able to get this flow working on my account but not on his. Any tips would be much appreciated. Jenny
Hi Jenny - Can you share more details? Do you get an error of some sort when you try to import and run this flow from his account?
I have a similar issues, I’ve got it working for myself but I’m unable to carry the email body when I’m starting the task with the - a new email in a shared mailbox option
I’m guessing it’s due to permissions?
@@AprilDunnam Hello April, many thanks for getting back to me. No error messages are in the run history. My Director is an 'Owner' of the flow and I have shared it via 'Team Flows' and share. The flow works well for me and my inbox and I am able to flag and see all the email details in Teams/Planner. He is unable to flag, despite seeing the shared flow and I am also unable to flag emails in his inbox. Perhaps I need to add his email address to the flow? Currently, it is just my details. I hoped this would be overcome by sharing the flow. Thanks, Jenny
@April Dunnam Hello April, if you have any further advice, I would be grateful. The flow is still working for me but isn't for my Director. Thanks, Jenny
Hi, instead of deleting the message I would like to archive it, how to do it?
Hi April! this workflow is great and is working fine in the browser version of outlook but it fails when i flag items from the desktop app of outlook - any suggestions?
Hey Arjen,
Thanks for bringing that to my attention. I mostly use the web version so I didn't notice it. I'll find time to do some debugging and see if I can figure out what might be going on with the desktop version.
Hi Arjen,
I saw that too. What i did was change te event to 'Send Email' and put that only works when I send an email to myself.
Then in the desktop app i create a rule that save emails from me to another folder(just for avoid spam)
Dear @April - I am working on a project using Flows and a little bit of guidance from your side will be very useful? How could I contact you? Many thanks for your all work.
Hey there - I have a contact form on my blog that you can use: www.sharepointisiren.com
@@AprilDunnam thanks for your answer. I cannot access the above blog/website
Hi April I am trying ti import the file into flow, I can add the connectiond for Planner and Outlook but cannot connect to anything under "Content Conversion" so cannot progress? Any ideas on this
Hey Sam - Does it throw an error? You aren't on a GCC High environment are you?
@@AprilDunnam Hi April no error but on the flow setup import zip screen it wanted me to connect to something else called the "Content Conversion". I''ve built a similar but less complex flow though to keep track of all those pesky emails. Thank you for the inspiraiton :D
Hello, at the Count filtered tasks what should be at dynamic content? I have an error that is empty
Hi Mihai - This formula should be in the count filtered task action: length(body('Filter_array'))
Hi April,
I want to add the attachment from the email to the task on planner. Do you know how i can do that?
Thanks, this video was very useful to me
Hey Andres,
The process to get an attachment and add to the Planner task is a little involved. The "Update Task Details" action for Planner has a "Reference Resource Link" property that you can configure. Here would be the general process:
1. Add a condition to check if the email has attachments
2. Add an Apply to each to loop through the attachments (if any)
3. Get the attachment content
4. Upload the attachment somewhere (Sharepoint, OneDrive)
5. Get a Shareable Link to the file you just created
6. Add an "Update Task Details" Action and fill in the "Reference Resource Link" with the file share link
Hope that helps!
@@AprilDunnam, It works perfect!
Thanks!
I want to modify the due date using the same email, do you have any video explaining?
@@andrescendales5611 Can you share a video on how you were able to get this to work? I also want to add attachments but need to see a visual please
Hi there April, this is a great idea and has really helped me. However I have run into a problem that is causing my work colleagues a bit of a headache. When I flag an email that has more than my name in the "To" or "cc" row, they receive an email notification that they have been assigned a task. Do you know how I can stop that?
Hey Rob -
Glad to hear this helped. That is by design of the Flow. It creates a Planner task for anyone in the "To" line of the email. The easiest way around it would be to just changed the "Create Task" Action and hard code in your email in the Assign To field. Hope that helps
@@AprilDunnam thanks April, that's a great help. Rob
great video,: can we add the attachments to the planner task?
Thanks Daniel - Yes you can. There's a good blog post on the Power Users Community that shows how to do this: powerusers.microsoft.com/t5/Power-Automate-Community-Blog/Create-Planner-Task-and-Include-Attachments-From-Outlook-Email/ba-p/245121
@@AprilDunnam Thanks for support.
Hi Great thank you! work fine for me
I use right click and choose flag option. do you know if it is possible to get the flag value ?
In this case the process would be to flag "Team 1" and a task will assign in the Plan "Team 1"
Hope it is clear enough to get a solution :)
Thanks !
Hey David - Unfortunately I don't know of a way to get the flag value because the connector doesn't support it
@@AprilDunnam thanks
The current tasks population fails as there are multiple email addresses in the 'TO' field who are outside of my organization, how may I filter the assigned user ID to only have a certain '@corp.email' in their email address?
Hey Tyler - You can extract this out by adding an Initialize variable action called "Extracted Emails" that's a string then add a "Compose" action with this formula in the expression box: split(triggerBody()?['toRecipients'],';')
That will split out all the emails. Then you can add an "Apply to Each" and point it to that compose action you just created. Within the apply to each, add a condition and map it to Current item contains "your domain name". Within that Yes output of the condition add an "Append to String" action and map it to the current item. That variable is what you'll use in the assigned to field now. Hopefully that makes sense.
@@AprilDunnam I see, thanks!
Can you share this flow as a template so that I can use it April?
Hey - there's a link in the video description to the exported flow. Here's the link: powerusers.microsoft.com/t5/Power-Automate-Cookbook/Create-a-Planner-Task-for-Flagged-Email/m-p/458380#M51
I am getting an error in the get my profile section i didn't see anything in the video for that set up. I selected msg id is there a different setting i should be selecting?
The Get My Profile action shouldn't require any input from you. You just insert it and it gets your profile. Can you share the error you're getting?
@@AprilDunnam I fixed that issue thanks for your reply. Now i have checked my flow and it shows good. I looked at the run history and it shows my flagged tasked as succeeded however they are not showing up in any teams folder including the specified one.
fixed all issues except 1. The task doesn't get created unless I select test and choose I'll perform the trigger action. For some reason it is not picking up i flagged the email any suggestions.
Hello, this tutorial seems helpful, but as a beginner, I would greatly benefit from a step-by-step guide on how to create each of the steps rather than just reviewing them.
yep. that'd be great.
It's all not interesting ...
Because You cannot choose a plan to which you add a task, and all emails are different and from different plans ...
Sorry you feel that way
i honestly did not understand any bit of the video.
What are you confused on? Have you looked at the sample Flow provided in the description? More detailed, constructive feedback would be nice here if you're going to take the time to comment
@@AprilDunnam the video is just a brief overview of the steps you used. There are a lot of beginners in the world that need more detailed instructions on how to create the steps. This is a great video for people who already have a decent amount of experience. It's useless to folks who don't know how to configure each of these process steps.