Forum Discussion
Is it possible to transfer the appointment notes to the task note via a function
Hello everyone
our company has finally switched to O365. We now want to improve our internal processes. So far, communication between the departments has been purely analogue, but this is now to be implemented in MS Planer.
Department A has been keeping a normal calendar for a long time, in which projects are entered as appointments. Details, times, agreements and links are stored in the notes. The fact that this calendar is "scrapped" is not up for discussion and must best be integrated into the new process.
So far, I've been able to create a simple flow that creates a task in the corresponding bucket of department B as soon as a new appointment is created.
Now to my question: Is it possible to transfer the appointment notes to the task note via a function?
If this is possible, then I would be very grateful for a tip or a template.
- Hi Bjoern, it is possible to transfer the appointment notes to the task notes in Microsoft Planner using Microsoft Power Automate (formerly known as Microsoft Flow)
first Set up the trigger and Retrieve appointment details, then Create a task in Department B's Planner and then Transfer appointment notes to task notes, to transfer the appointment notes to the task notes, you can use the "Update a task" action in Power Automate. Retrieve the appointment notes and update the task notes field with the same content.
creating tasks in Department B's Planner based on new appointments created in Department A's calendar, while also transferring the appointment notes to the task notes.
As for specific templates, you can visit the Power Automate website (flow.microsoft.com) and explore the templates available for integrating Microsoft Planner and Microsoft Calendar. You may find a template that closely aligns with your requirements and can serve as a starting point for your flow.
Remember to customize the flow and actions based on your specific needs, including the mapping of appointment fields to task fields in Planner.Rahul-kumar Thanks for the quick reply!
So far, the explanation is understandable.
Unfortunately, I can't find the option to retrieve the appointment details? Is this an action I can find under templates?
- ok follow these step-by-step method
Start by logging into Power Automate (flow.microsoft.com) using your O365 credentials.
Create a new flow by clicking on "My flows" and then selecting "Create from blank."
Set up the trigger for the flow. In this case, you'll want to choose a trigger that activates when a new appointment is created in Department A's calendar. Select the appropriate connector and configure the trigger based on your requirements.
Add an action to extract the appointment notes. Look for an action that allows you to retrieve the notes associated with the appointment. The specific action and configuration may vary depending on the connector you're using for the calendar.
Add another action to create a task in Department B's bucket in MS Planner. Configure the action to set the task details, including the title and the extracted appointment notes as the task notes.
Save and test your flow. Ensure that the flow is triggered correctly and that the appointment notes are successfully transferred to the task notes in MS Planner.
Keep in mind that the specific steps and actions may differ based on the connectors you're using, the version of Power Automate, and any customizations you've made to your O365 environment. It's recommended to explore the available connectors and actions within Power Automate to find the best options for your scenario.
If you prefer a template to get started, you can check the Power Automate template gallery or search for specific templates related to integrating calendar appointments and task creation in MS Planner.
I hope this explanation helps you achieve your goal of transferring appointment notes to task notes in MS Planner. If you have any further questions or need additional assistance, feel free to ask.
