Forum Discussion
How to see all tasks by all staff over all planner boards in one schedule
Our Events staff work in Microsoft Teams in a team called COMMUNITY EVENTS.
Each event they organise is represented as a channel.
Each channel has its own Planner board to list tasks to complete that event.
There are 6 staff as team members and they are all doing different types of tasks inside the same Planner board.
There are currently 26 events going on, ergo 26 channels, 26 planner boards.
This team needs to see ALL the tasks across all 26 channels / planner boards in one calendar.
I cannot figure out how to do this.
Does anybody have any ideas please?
Also, if we were to create one team per event, rather than one channel per event, would that make achieving this overall calendar any easier?
Thanks
35 Replies
Hello Rahim,
I really appreciate the offer.
We will be able to review our needs again on this one, in the coming months.
Okay, let me know.
I will be happy to help.
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 Sharyn_Mayne,
To see all tasks by all staff over all Planner boards in one schedule, you have 2 options:
- Option1: Combine Planner Boards into a Single Schedule
1. Create a new channel within the COMMUNITY EVENTS team called "Master Calendar" or a similar name.
2. In this new channel, add a new Planner tab.
3. Open each existing Planner board for the 26 channels, one at a time.
4. In each Planner board, go to the "Board settings" (the gear icon) and select "Copy Plan."
5. Choose the option to "Copy Plan to an existing Office 365 group or team" and select the "Master Calendar" channel as the destination.
6. Repeat steps 3-5 for all the Planner boards, copying them to the Master Calendar channel.
7. Once all Planner boards are copied, you will have a single Planner board in the Master Calendar channel that includes all tasks from the 26 events.
8. You can now view all tasks in one schedule by navigating to the Master Calendar channel and accessing the Planner tab.- Option 2: Use a Third-Party Integration (Zapier, Asana, Trello, Monday.com, ...)
Regarding the question about creating one team per event instead of one channel per event, it would not make achieving the overall calendar any easier. In fact, it may complicate the process further as you would need to manage multiple teams and their associated Planner boards separately.
Overall, Option 1 provides a consolidated view of tasks from all 26 events in one Planner board within the Master Calendar channel. This approach allows you to maintain a single workspace while still tracking tasks across different events.
Kindest regards
Leon Pavesic
LeonPavesic
you cant copy onto an existing planner. It only seems to allow you to have an extra tab in the channel.
So therefore you still have to toggle between 1 plan and other.Hi - I read this post and would prefer to use the option 1 recommendation, however can you tell me - once you move the plans to this master schedule, do you need to delete the individual plans? If not...would you do your updates in each individual plan/channel and see the updates in the master schedule?
Emma
LeonPavesic Hi, I want to follow option 1, but I don't see an option to "select a channel as the destination" when I copy a planner into an existing group. Have these settings changed since the post, or do I need to enable something on my end? Thanks!
Hi jsantiano
you can copy a planner to a existing team by using a planner app.
You can choose a plan in the Planner (https://tasks.office.com/), click on the tree dots in the Plan and choose Copy a plan.Then, you can choose a Group (Team) in which you would want to copy your Plan.
Please click Mark as Best Response & Like if my post helped you to solve your issue.
This will help others to find the correct solution easily. It also closes the item.If the post was useful in other ways, please consider giving it Like.
Kindest regards,
Leon Pavesic
(LinkedIn)
