Forum Discussion
How to see all tasks by all staff over all planner boards in one schedule
Are you still looking for the solution?
Because I just solved it! I was looking for the exact thing to have an overall view of the workload for each team member.
What I have done is that I have created a Power Automate flow that creates a List (MS Lists App, which is basically a sharepoint list). The flow automatically at given intervals (say everyday) looks up for all the planners across all teams and channels and the picks up tasks and put them as an item in the List. The fields populated in the List are Task name, Project Name, Status, Due Date, Assigned To and etc.
And most importantly this List is dynamic and synced up with planners if any changes are made to a task in the planner that will reflect in this List as well (You may have to run the flow or you can set the flow to run every minute).
Does this solution work for the base version of MS Planner or only for Planner Premium?
Yes it works the for base version, as the solution is developed on Power Automate so the version of Planner doesn't matter.
I have shared the screenshots of the flow in this thread.
See this,
https://techcommunity.microsoft.com/discussions/planner/how-to-see-all-tasks-by-all-staff-over-all-planner-boards-in-one-schedule/3856446/replies/4449685
I'd love to see your solution.
I don't know if it would be clear enough to understand or not. But here are the screenshots of the power automate flow.
1. This step sets a Trigger, which is a daily recurrence type. It fetches all the teams (then I have some filters which are filtering out some teams which I don't want in the solution) and then initializing a variable which will be set in step 3a.2. This step lists all the plans for the Teams that were obtained in step 1. and then it lists all the tasks for all those plans.3a. Now the flow divides into 2 branches. This is the first one which is for creating and updating the items in the sharepoint list. So after getting the list of all the tasks for all the plans of all the teams, we filter the tasks which are not 100% completed and which have assignees. and lastly it sets the variable which was initialized earlier.
3b. Then we fetch assignment details of all the tasks. Get profile of the assignees and then to group all the assignees together in an array we use append to array action. After that we initiate the Get items action which basically fetches items from the sharepoint list (Create a sharepoint list named Master Workload tracker). Then we set a condition to see if the item already exists in the sharepoint list or not.3c. If the item doesn't exist the condition returns True/Yes in which case we create an item with all the properties needed. If the item already exist the condition returns false/No in which case it updates the existing item to update if any changes were made.4a. This is the second branch, which deals with deleting the items/task which are now 100% completed. So first it filters 100% completed tasks. then Get items from our sharepoint list and runs a condition to check if the item already exists or not.4b. If the item already exists condition returns false/No in which case it deletes those items/tasks because they are now 100% completed and doesn't belong in our master workload tracker list.
Hello Rahim,
The breakthrough !!! Tremendous effort and result - congratulations !
Yes, while tweeting are "managing" tasks and workloads, I am still looking for a solution.
Hello,
Thanks.
I can help you build it. Are you familiar with Power Automate?Hello,
Thanks.
I can help you build it. Are you familiar with Power Automate?Please give some details, I'm trying to solve the same issue. I tried using the planner connector in power automate but it only allows me to list the planner in a pre-selected team and only from the general channel and not the other channels.
