Chris....I think you are reading my mind !!! I was following all your tutorial steps, and I was thinking about how to get planner data from many plans, when I see this new video released about 30 minutes ago... You are amazing....Thanks
Hello Christine, This is amazing! Your entire contributions on this platform are very useful and very easy to follow by any class of learners. So far you, the best tutor I have come across on UA-cam. Thank you and keep up the good work!
Thank you so much for your kind words! You totally made my day. :D
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Hurray ✌ I guess it's what I was waiting for to implement all channels to one Power BI report. And also is it possible to show your Planner screen to understand better that; which data is transformming to PowerBI data at last.
Yeah, I was planning on doing a follow up on visualization with the Bacci Gantt chart - I will put in my notes to show the board on that one. I filled in more data in a plan for it, these were all pretend data so they’re kind of sparse lol.
Your videos are so helpful! I work as a project manager and need to monitor many tasks that aren't assigned to me across various plans, so this was a life-changer! The only issue is that my flow runs FOREVER because I am a member/owner of so many plans (60+). Do you have any tips to improve this?
Yes, this is why we put assignees in their own related table. 🙂 Just use the name field on the Assignees table to filter instead of the calculated column. The calculated column is only there to show the names in a comma-separated way in a single table cell. We did both to get the best of both worlds.
Hello Chris !!!! Thank you for the time and effort you invested in creating and sharing this video. Appreciated 👏👏👏 My Test Flow is running for last 2 days i don't know why it is taking more time - Please advice Can i select only required planners - Please advice
If you have an excessive number of plans and only want to get a few, just put their plan IDs in a list [“plan1”,”plan2” etc] and have the “apply to each plan” loop over the smaller list of plans you actually want. Make your list of plans in a compose action.
@@bi-ome Hi Chris, video was really helpful and I was fine till the flow timed out because of too many groups. I am really having some dificulty working out how to apply the work around. Would you be able to list the steps. I would be greatly appricated, thank you.
Thanks Christine, super helpful video, would you know if its possible to show what linked Plans are being used in what Channels in Teams? As you know a Plan can be linked to any Channel you want so a Plan could be referenced in many Channels. Thanks for your response.
Do you mean when it's added as a tab in a channel? I don't think so. If it were anywhere, it'd be in the Teams reporting (learn.microsoft.com/en-us/microsoftteams/teams-analytics-and-reports/teams-reporting-reference) and I don't see it there.
This was super useful! How about creating a time tracking tool based on this data. Is that something you could work on in the future? The general idea would be to charge time to planners or tasks as needed. Thank you again!
My hope is that the new Planner update they're releasing sometime this year will have those things, you never know! That is a really good idea though, what I would probably do is make a second flow that instead of outputting JSON just creates the task rows in a Dataverse table or SP list with the name and ID (no details). Then have another table/list that looks up to that and has timesheet records. Then you can pull that into the Power BI report, relating on task id. You'd probably need a canvas app to tie it all together so people could enter the data. I wish they would let you add custom fields on Planner tasks, that would be easier lol.
Hi Chrisitine , First of all I should thank you for this amazing videos which is really helpful tried so many methods but yours worked perfectly. Only issue I am facing is subtasks are not getting retrieved and its empty in the output . Any thoughts on it
Make sure you’re grabbing the right dynamic content card for it, off the top of my head I think there are a few for subtasks that are really similarly named. For whichever output you’re looking at, scroll up the page to the step that gets the bulk of the data and make sure it actually has a value there too-
@@bi-ome Sure , also is there a way to get tasks under subchannels for example I have channel A - It haas Tasks T1,...n and inside that channel i have another one sub channel "Channel Sub" -i have task inside this too T1,...Tn .. in this case which action i should use to export all task inside subchannel
Thanks for doing this! So helpful! I am going over your series and all is very helpful. I had one question: Is there a way to get the Project Task History data too? I have plan 3 for my organization and I think the Task History would be useful to show when hovering over certain parts of the dashboard.
Thanks! This wouldn't be super feasible to do... you don't have access to the history, so you'd have to store it yourself, and there's no trigger in Power Automate for when a task is modified so you'd essentially have to take snapshots on a schedule and then figure out the differences between snapshots in your PBIX. Not for the faint of heart for something that is more in the "nice to have" category. But technically with enough jank, most things are possible?
@@bi-ome You're right! I have access to the history but too much unnecessary data is created. As far as I researched, the best option is to review the activity log history to check changes. Thanks again for the resources and keep up the great job!
@@paulo.valverde Did you ask on Reddit? I think I am the one that responded there if you did lmao. This video series assumes you have non-premium Planner. If you have premium, you don't have to go through all this junk with the flows - the tables are just in Dataverse, and you can connect to them directly with Power BI with the Dataverse connector. When you do that, it lets you scroll through the list of tables (they will be in the default environment) - one of them has the tasks, there's another that has the assignments, and another has SOME history (not a ton). I touched on it really briefly at the end of this video: ua-cam.com/video/PhTwhN7m6Lw/v-deo.html - it's on my shortlist to do another with more detail but I've not been getting to it. Honestly the audit log route is kind of iffy with this - it would involve changing table and column settings as a sys admin with no option of a dev environment, unless you try it in a separate tenant first. I would check the out of box history table first and see if that works...
@@bi-ome That was me asking on Reddit, yes! Thanks for your patience 😂 I’m still new to Power BI (coming from Tableau) and Planner so any type of information is super helpful. I did watch the video and it helped me understand where in the Dataverse was the data, and watched your series to understand it more and for inspiration! I was able to connect to Project History but honestly, there are so many columns and data that deciding which ones are specifically useful would take a lot so I’m not going to use it for now lol
Hi Christine, Thank you so much for the video! I just have an issue: List my owned groups (V2) get data from Teams instead of planner. So I have all the Teams channel I owned, but couldn't get any planner information... Do you know how I can fix this?
Teams and Planner plans are both associated with M365 groups - what this does is gets all the groups you own, then all the plans in those groups. If you're not the group owner for the group the plan is a part of, you would want to use a different action there. I have another video where we take this flow and instead of getting all the groups we own, we get specific groups that we know have the plans we want, which will work even if you're not the group owner. You might try this instead - no wasted effort either, since we just modify the flow you already made: ua-cam.com/video/1UfxETalb9E/v-deo.html
Hi, thanks for all you videos. These are very help full. For the flow is working perfectly fine when I run this on 2 planners. But if I have more than 2 the assignees are mixed up. Some people from other planners are visible and assigned to tasks in other planners. Can please tell me where I might be going wrong. Thanks for the help in advance
It sounds like you missed the step that resets the assignee variable between loops. If you don't do that, it'll keep tacking them on as it loops. I re-recorded the "part 2" video of this series to include that step, so if you saw an earlier version you might go back and check it out again. :)
Hi Christine, your last video brought me here. Yet another fantastic video! Thanks for sharing! In my flow I want ALL plans from one group, the flow seen to be working fine till it gets to 'For each plan' loop. It doesn't tell me what's wrong with it, the flow run time just timed out. I'm wondering if there's a max data threshold, or something else?
How many tasks are you working with? You can set the degrees of parallelism on the loops to 1, which conversely can speed things up if you have a lot of tasks because it can prevent you from hitting the throttling limits. The various services have thresholds on how many times they allow you to call the API in a set amount of time, which seems to be what people bump into most often.
@@bi-ome Hi! this timeout error is also happening to me! I have around 200 tasks I am trying to enter in, I have raised the degrees of parallelism to 15 - anything else I can do?
@@marycorina8654 You want the degrees of parallelism to be 1, actually - so set it to that, and wait a while before trying again. What happens is you're exceeding your allotted number of calls in a timeslot - you're actually pulling too fast, and getting throttled to next to nothing. What you want to do is intentionally slow the loops down to pace it a bit. It'll still take a while to run, but you shouldn't be running it more than once or twice a day anyway so it's alright.
Hello Christine. Thank you for all your helpful tutorials. Our Planner has a lot of tasks thus I have a question regarding how you set the degrees of parallelism on the loops to 1. We continue to receive an email when our flow runs saying: "Your flow is running too many actions...Your flow has exceeded its Power Platform Requests limit in the past 24 hours. If this high usage persists, your flow actions may get throttled and slowed down. Power Platform Requests used: 13119, Power Platform Requests transition limit: 10000." Would this help fix our issue?
You can slow the number of requests down by setting the degrees of parallelism on the loops to 1, but it is going to take a loooong time to run. If you are using Planner that heavily, you might consider swapping to premium Planner - premium stores the records in Dataverse, so you can get them without using Power Automate at all (just connect to the tables with the Dataverse connector). Premium Planner isn't all that expensive, and only the project managers need licenses (regular users can still add/update tasks without).
This is a really great video and was extremely helpful. How could I get tasks that are outside of groups though. For instance if I take meeting minutes within a Teams meeting using Loop. The task list is powered by Planner, however they do not show up in a group to my knowledge. My end goal is that I would like to take Meeting Minutes within a meeting associated with a project and have those tasks be automatically transferred to a plan within a group or SharePoint site. Is this possible?
Thanks! The loop tasks do actually show up in Planner and create a group. If you go to Planner they tend to show up in recent there with a Loop icon. If you open one it's got a group ID and plan ID in it, so I think it's creating a group on the back end. :x
@@bi-ome Thanks for the reply. I noticed that also; however, I tried this method that you showed and they don't seem to show up in the group list or plan list. I haven't tried to just get them through my tasks instead of all tasks, but that wouldn't really fulfill my needs anyway. I have decided to try to go the Microsoft Graph API and HTTP route instead. My situation seems like it would be a pretty common situation with pretty any project, so I am surprised MS doesn't have a standard solution to seamlessly link their software. Again, great video series.
hello christine! thank you for the well done guide. I'm having some trouble, because in my case there are so many groups within my company. We have a specific description for those I'm interrested. Could you help in showing a way to filter the results to specific description or some other tag?
Sure, you can use the HTTP connector to call the Graph API to get groups following a pattern, like title contains or similar. There's documentation on it here, you could loop over the results of this instead of what we used in the video: learn.microsoft.com/en-us/graph/api/group-list?view=graph-rest-1.0&tabs=http#example-5-use-search-to-get-groups-with-display-names-that-contain-the-letters-video-or-a-description-that-contains-the-letters-prod-including-a-count-of-returned-objects
Thank you for this amazing video. My planner has more than 5000 plan and adding more to that. Can you tell me where to iterate to get the amount of row plan it has in the planner? please and thank you.
There’s not a great way to get over 5k with this. The threshold of tasks you can even put in a plan is right around there, so you might consider splitting the content out a bit and/or trying the new premium Planner (that one you only need licenses for people creating plans, and data is in Dataverse so you can just pull with Power BI and skip Power Automate).
@@BraveWilson I touch on it very briefly at the end of this video (ua-cam.com/video/PhTwhN7m6Lw/v-deo.html), but haven't done an in-depth one yet. It's at the top of my list but I've been tight on time lately.
These videos have been super helpful. I have a question though. In this video you added all of the info one .json file, but then you still had the separate tables in PowerBI, or should I not have deleted those other Compose/Create File actions from my flow?
Sure, all the tables in Power BI were created from the single JSON file. They're basically dimensional queries of the same data. You don't need one file per table. :)
Although I should mention that if you followed one of the older tutorials, you might have multiple files - I re-recorded the video to streamline to a single file and add some things, so you might want to adjust if that was the case-- the process is a little different!
I have tried the Workflow. It worked when I created it for a specific plan but when amended for all plans I get the following error. Are you able to advise how I can resolve please?: Flow save failed with code 'InvalidTemplate' and message 'The template validation failed: 'The inputs of template action 'For_each_Bucket' at line '1 and column '3667' cannot reference action 'List_buckets'. The action 'List_buckets' is nested in a foreach scope of multiple levels. Referencing repetition actions from outside the scope is supported only when there are no multiple levels of nesting.'.'.
Hi Christine, this is easier than using microsoft graph API to get data, especially because no premium tasks are required, but, do you know how to get the comments history from a task?
Hello Christine, thank you for all your helpful tutorials. I have a question, how can I get the name of the person who completed the task? Especially when the task is assigned to multiple persons I want to see in the power bi report who completed the task. Thank you!
That info isn't in the outputs for the list tasks or get task details steps, it only has created by, assigned by, and assigned-to user IDs. I don't see it in the API documentation, either, so I don't think it's accessible to us.
@@bi-ome I saw in one of your videos that you posted that the value for 'completed by user display name' appeared, but it was filled with null everywhere, and I was thinking that there might still be a possibility. This was the video ua-cam.com/video/RbcrJbwoIOw/v-deo.html
@@DariaOrlea Oh you know what, you're right - this is another one of those that doesn't show up at all in the UI. I was doing a search on outputs and didn't see it, I think because the plan I was looking at didn't have any completed tasks? I was able to get the completed-by user ID with the expression items('Apply_to_each')?['completedBy']?['user']?['id'] - you can feed that to the get user profile to get their name/email. Their display name seems to always be null.
@@bi-ome Could you send a picture of the changes you've made, since i'm also interested in the 'completed by' part for a report, so i can keep track? I'm still new to Power Automate and didn’t quite understand what to modify
@@lucavlad5669 I haven't made a flow modification for it, I will put it on my list to do. I just fiddled with a compose action until I got the ID reference right. It'd be handled similar to the assignees, but without a loop since there's only one value.
Hi Christine, I have followed all your steps but getting a time out issue when I test it. I also received an email saying my flow is running too many actions and that it has exceeded its Power Platform Requests limit in the past 24 hours. How can I avoid this?
Hello! If you have more than 500 or so tasks, you will want to turn on pagination in the "list tasks" settings in the ellipsis menu and set the degrees of parallelism on the loops to 1. This will get all the tasks and avoid throttling errors. But, if you have a TON of groups, you might consider only getting the specific plans you need instead - I did a follow-up video on that here: ua-cam.com/video/1UfxETalb9E/v-deo.html
@@bi-ome Thanks so much for your quick reply! I'll take a look at that video. I have about 20 channels, each with 1 planner list which can have anywhere between 5-200 tasks in it.
Nice video ! I've a question. Is there a way to generate the .json file only extracting information from an Specific Bucket? Let's say I have an Operations Planner and I have these buckets: Operations, Maintenance, Safety, Manufacturing, and I just need to get a .json with Operations tasks? I'm a newby on Power Automate :( Thanks in advice, new subscriber !
Yeah, normally you'd just put a filter on the first query that gets the tasks, but it looks like "list tasks" doesn't have a box to add a filter like other connectors do... so what you could do instead is use "filter array" and filter on the bucket ID of the bucket you want after listing all tasks, then use that filtered array for your for-each loop getting the details. I wouldn't do this on the "get all my plans from all my groups" flow, I'd make flow for just the one plan here. Alternately, it's really easy to filter on the Power BI side in Power Query (like literally 2 seconds) once you have everything - so it depends on if you're filtering because you have so many tasks that the flow takes forever, or if you just don't need to see them all in the report. :)
@@bi-ome Finally I decided to filter directly from Power Query, that was just an idea 💡 I've tried creating different Flows for each bucket but, Power Query was the best option to. Thank you very much!!!
Thanks for this tutorial ! I've got a problem, The flow say that it worked fine but JSOn file size drop to 1Ko from 175 Ko, when I want to reload the json, it says : error can't find column1 and it says table empty. Do you have any idea? I've done exactly what you've done, minus the flag step....
What's actually in the JSON if you open it? You can also look at the flow history and click through the steps to try to narrow down where the issue is. Each step has an output value, so you can see what it's sending to the next step and whether or not it's getting data or the right data.
Nevermind, just found out that I don't own any group xD I have make my way around with " List all my groups and belong to" but damn it took 5 h to run :o
@@anthonylozach7457 🤣If you get the plan IDs of the ones you want and put them in an array variable, you can probably loop over that instead. You can get the plan IDs from the URL when you're viewing a plan--
Hi Christine, after using this flow for a while I get the following error: Your flow has exceeded its Power Platform Requests. Have you experienced this ?
It sounds like you're getting throttled - you can try setting the parallelism on the loops to 1 to slow things down. It's based on how many calls you do in a period of time. Premium Power Automate licenses also have a higher allowance and I think faster speed.
@@bi-ome I'm also running into an issue of a similar flow taking somewhere around 3 to 5 hours to complete. I know that's very dependent on how many groups, plans and tasks I have. This is for about 259 plans and close to 4000 tasks. I just wish it can go faster.
@@carlomendoza7246 If we didn't have to use a separate action to get all of the details for the tasks, this would be much faster! The problem is that the "list tasks" only has half of it, and apply to each loops are always slow. I would really recommend people who are super heavy Planner users look at the Planner Plan 1 / Planner Premium, because it's $10/month and only the project manager needs a license. That product stores the data in accessible tables, and you can pull it with the Dataverse connector vs doing all this hijinks (a video on this is next on my list, promise...). It also has more features you probably want anyways, like a functional Gantt chart. 😅
Good question, that's in the "References Resource Link" dynamic content card - it's a hyperlink to the attachment. Since there can be multiple, I'd make another array variable called AttachmentLinks and append them in a loop to the variable after "get task details" and then stick that variable in a property on the final data array. Not sure what you need to do with the attachment exactly, so hard to say after that but that gets things started. 🙂
Chris....I think you are reading my mind !!! I was following all your tutorial steps, and I was thinking about how to get planner data from many plans, when I see this new video released about 30 minutes ago... You are amazing....Thanks
😄
Hello Christine, This is amazing! Your entire contributions on this platform are very useful and very easy to follow by any class of learners. So far you, the best tutor I have come across on UA-cam. Thank you and keep up the good work!
Thank you so much for your kind words! You totally made my day. :D
Hurray ✌ I guess it's what I was waiting for to implement all channels to one Power BI report. And also is it possible to show your Planner screen to understand better that; which data is transformming to PowerBI data at last.
Yeah, I was planning on doing a follow up on visualization with the Bacci Gantt chart - I will put in my notes to show the board on that one. I filled in more data in a plan for it, these were all pretend data so they’re kind of sparse lol.
Thank you, this is great! Looking forward to seeing dashboards where MS planner data is visualised.
Your videos are so helpful! I work as a project manager and need to monitor many tasks that aren't assigned to me across various plans, so this was a life-changer! The only issue is that my flow runs FOREVER because I am a member/owner of so many plans (60+). Do you have any tips to improve this?
You rock! Your videos are so helpful!
Hi Christine, wonderful video! Is it possible to filter for the name of only one assignees when the task have multiple names? Thank you
Yes, this is why we put assignees in their own related table. 🙂 Just use the name field on the Assignees table to filter instead of the calculated column. The calculated column is only there to show the names in a comma-separated way in a single table cell. We did both to get the best of both worlds.
Hello Chris !!!! Thank you for the time and effort you invested in creating and sharing this video. Appreciated 👏👏👏
My Test Flow is running for last 2 days i don't know why it is taking more time - Please advice
Can i select only required planners - Please advice
If you have an excessive number of plans and only want to get a few, just put their plan IDs in a list [“plan1”,”plan2” etc] and have the “apply to each plan” loop over the smaller list of plans you actually want. Make your list of plans in a compose action.
@@bi-ome Hi Chris, video was really helpful and I was fine till the flow timed out because of too many groups.
I am really having some dificulty working out how to apply the work around.
Would you be able to list the steps.
I would be greatly appricated, thank you.
Thanks Christine, super helpful video, would you know if its possible to show what linked Plans are being used in what Channels in Teams? As you know a Plan can be linked to any Channel you want so a Plan could be referenced in many Channels. Thanks for your response.
Do you mean when it's added as a tab in a channel? I don't think so. If it were anywhere, it'd be in the Teams reporting (learn.microsoft.com/en-us/microsoftteams/teams-analytics-and-reports/teams-reporting-reference) and I don't see it there.
This was super useful! How about creating a time tracking tool based on this data. Is that something you could work on in the future? The general idea would be to charge time to planners or tasks as needed. Thank you again!
My hope is that the new Planner update they're releasing sometime this year will have those things, you never know! That is a really good idea though, what I would probably do is make a second flow that instead of outputting JSON just creates the task rows in a Dataverse table or SP list with the name and ID (no details). Then have another table/list that looks up to that and has timesheet records. Then you can pull that into the Power BI report, relating on task id. You'd probably need a canvas app to tie it all together so people could enter the data. I wish they would let you add custom fields on Planner tasks, that would be easier lol.
Exactly! you are amazing!@@bi-ome
Hi Chrisitine , First of all I should thank you for this amazing videos which is really helpful tried so many methods but yours worked perfectly. Only issue I am facing is subtasks are not getting retrieved and its empty in the output . Any thoughts on it
Make sure you’re grabbing the right dynamic content card for it, off the top of my head I think there are a few for subtasks that are really similarly named. For whichever output you’re looking at, scroll up the page to the step that gets the bulk of the data and make sure it actually has a value there too-
@@bi-ome Sure , also is there a way to get tasks under subchannels for example I have channel A - It haas Tasks T1,...n and inside that channel i have another one sub channel "Channel Sub" -i have task inside this too T1,...Tn .. in this case which action i should use to export all task inside subchannel
Thanks for doing this! So helpful! I am going over your series and all is very helpful. I had one question: Is there a way to get the Project Task History data too? I have plan 3 for my organization and I think the Task History would be useful to show when hovering over certain parts of the dashboard.
Thanks! This wouldn't be super feasible to do... you don't have access to the history, so you'd have to store it yourself, and there's no trigger in Power Automate for when a task is modified so you'd essentially have to take snapshots on a schedule and then figure out the differences between snapshots in your PBIX. Not for the faint of heart for something that is more in the "nice to have" category. But technically with enough jank, most things are possible?
@@bi-ome You're right! I have access to the history but too much unnecessary data is created. As far as I researched, the best option is to review the activity log history to check changes.
Thanks again for the resources and keep up the great job!
@@paulo.valverde Did you ask on Reddit? I think I am the one that responded there if you did lmao. This video series assumes you have non-premium Planner. If you have premium, you don't have to go through all this junk with the flows - the tables are just in Dataverse, and you can connect to them directly with Power BI with the Dataverse connector. When you do that, it lets you scroll through the list of tables (they will be in the default environment) - one of them has the tasks, there's another that has the assignments, and another has SOME history (not a ton). I touched on it really briefly at the end of this video: ua-cam.com/video/PhTwhN7m6Lw/v-deo.html - it's on my shortlist to do another with more detail but I've not been getting to it.
Honestly the audit log route is kind of iffy with this - it would involve changing table and column settings as a sys admin with no option of a dev environment, unless you try it in a separate tenant first. I would check the out of box history table first and see if that works...
@@bi-ome That was me asking on Reddit, yes! Thanks for your patience 😂 I’m still new to Power BI (coming from Tableau) and Planner so any type of information is super helpful. I did watch the video and it helped me understand where in the Dataverse was the data, and watched your series to understand it more and for inspiration!
I was able to connect to Project History but honestly, there are so many columns and data that deciding which ones are specifically useful would take a lot so I’m not going to use it for now lol
Hi Christine, Thank you so much for the video! I just have an issue: List my owned groups (V2) get data from Teams instead of planner. So I have all the Teams channel I owned, but couldn't get any planner information... Do you know how I can fix this?
Teams and Planner plans are both associated with M365 groups - what this does is gets all the groups you own, then all the plans in those groups. If you're not the group owner for the group the plan is a part of, you would want to use a different action there. I have another video where we take this flow and instead of getting all the groups we own, we get specific groups that we know have the plans we want, which will work even if you're not the group owner. You might try this instead - no wasted effort either, since we just modify the flow you already made: ua-cam.com/video/1UfxETalb9E/v-deo.html
Hi, thanks for all you videos. These are very help full. For the flow is working perfectly fine when I run this on 2 planners. But if I have more than 2 the assignees are mixed up. Some people from other planners are visible and assigned to tasks in other planners. Can please tell me where I might be going wrong. Thanks for the help in advance
It sounds like you missed the step that resets the assignee variable between loops. If you don't do that, it'll keep tacking them on as it loops. I re-recorded the "part 2" video of this series to include that step, so if you saw an earlier version you might go back and check it out again. :)
Hi Christine, your last video brought me here. Yet another fantastic video! Thanks for sharing!
In my flow I want ALL plans from one group, the flow seen to be working fine till it gets to 'For each plan' loop. It doesn't tell me what's wrong with it, the flow run time just timed out. I'm wondering if there's a max data threshold, or something else?
How many tasks are you working with? You can set the degrees of parallelism on the loops to 1, which conversely can speed things up if you have a lot of tasks because it can prevent you from hitting the throttling limits. The various services have thresholds on how many times they allow you to call the API in a set amount of time, which seems to be what people bump into most often.
@@bi-ome Hi! this timeout error is also happening to me! I have around 200 tasks I am trying to enter in, I have raised the degrees of parallelism to 15 - anything else I can do?
@@marycorina8654 You want the degrees of parallelism to be 1, actually - so set it to that, and wait a while before trying again. What happens is you're exceeding your allotted number of calls in a timeslot - you're actually pulling too fast, and getting throttled to next to nothing. What you want to do is intentionally slow the loops down to pace it a bit. It'll still take a while to run, but you shouldn't be running it more than once or twice a day anyway so it's alright.
Hello Christine. Thank you for all your helpful tutorials. Our Planner has a lot of tasks thus I have a question regarding how you set the degrees of parallelism on the loops to 1. We continue to receive an email when our flow runs saying: "Your flow is running too many actions...Your flow has exceeded its Power Platform Requests limit in the past 24 hours. If this high usage persists, your flow actions may get throttled and slowed down. Power Platform Requests used: 13119, Power Platform Requests transition limit: 10000." Would this help fix our issue?
You can slow the number of requests down by setting the degrees of parallelism on the loops to 1, but it is going to take a loooong time to run. If you are using Planner that heavily, you might consider swapping to premium Planner - premium stores the records in Dataverse, so you can get them without using Power Automate at all (just connect to the tables with the Dataverse connector). Premium Planner isn't all that expensive, and only the project managers need licenses (regular users can still add/update tasks without).
This is a really great video and was extremely helpful. How could I get tasks that are outside of groups though. For instance if I take meeting minutes within a Teams meeting using Loop. The task list is powered by Planner, however they do not show up in a group to my knowledge. My end goal is that I would like to take Meeting Minutes within a meeting associated with a project and have those tasks be automatically transferred to a plan within a group or SharePoint site. Is this possible?
Thanks! The loop tasks do actually show up in Planner and create a group. If you go to Planner they tend to show up in recent there with a Loop icon. If you open one it's got a group ID and plan ID in it, so I think it's creating a group on the back end. :x
@@bi-ome Thanks for the reply. I noticed that also; however, I tried this method that you showed and they don't seem to show up in the group list or plan list. I haven't tried to just get them through my tasks instead of all tasks, but that wouldn't really fulfill my needs anyway. I have decided to try to go the Microsoft Graph API and HTTP route instead. My situation seems like it would be a pretty common situation with pretty any project, so I am surprised MS doesn't have a standard solution to seamlessly link their software. Again, great video series.
hello christine! thank you for the well done guide. I'm having some trouble, because in my case there are so many groups within my company. We have a specific description for those I'm interrested. Could you help in showing a way to filter the results to specific description or some other tag?
Sure, you can use the HTTP connector to call the Graph API to get groups following a pattern, like title contains or similar. There's documentation on it here, you could loop over the results of this instead of what we used in the video: learn.microsoft.com/en-us/graph/api/group-list?view=graph-rest-1.0&tabs=http#example-5-use-search-to-get-groups-with-display-names-that-contain-the-letters-video-or-a-description-that-contains-the-letters-prod-including-a-count-of-returned-objects
Thank you for this amazing video. My planner has more than 5000 plan and adding more to that. Can you tell me where to iterate to get the amount of row plan it has in the planner? please and thank you.
There’s not a great way to get over 5k with this. The threshold of tasks you can even put in a plan is right around there, so you might consider splitting the content out a bit and/or trying the new premium Planner (that one you only need licenses for people creating plans, and data is in Dataverse so you can just pull with Power BI and skip Power Automate).
@@bi-ome Do you have any video on how to use the Dataverse for pulling data from the planner without using Power Automate?
@@BraveWilson I touch on it very briefly at the end of this video (ua-cam.com/video/PhTwhN7m6Lw/v-deo.html), but haven't done an in-depth one yet. It's at the top of my list but I've been tight on time lately.
These videos have been super helpful. I have a question though. In this video you added all of the info one .json file, but then you still had the separate tables in PowerBI, or should I not have deleted those other Compose/Create File actions from my flow?
Sure, all the tables in Power BI were created from the single JSON file. They're basically dimensional queries of the same data. You don't need one file per table. :)
Although I should mention that if you followed one of the older tutorials, you might have multiple files - I re-recorded the video to streamline to a single file and add some things, so you might want to adjust if that was the case-- the process is a little different!
I have tried the Workflow. It worked when I created it for a specific plan but when amended for all plans I get the following error. Are you able to advise how I can resolve please?: Flow save failed with code 'InvalidTemplate' and message 'The template validation failed: 'The inputs of template action 'For_each_Bucket' at line '1 and column '3667' cannot reference action 'List_buckets'. The action 'List_buckets' is nested in a foreach scope of multiple levels. Referencing repetition actions from outside the scope is supported only when there are no multiple levels of nesting.'.'.
It sounds like perhaps things didn't get moved to the right level, or perhaps there's an extra loop in there?
Hi Christine, this is easier than using microsoft graph API to get data, especially because no premium tasks are required, but, do you know how to get the comments history from a task?
The comments aren’t in either these actions or the API to my knowledge :(
Hello Christine, thank you for all your helpful tutorials. I have a question, how can I get the name of the person who completed the task? Especially when the task is assigned to multiple persons I want to see in the power bi report who completed the task. Thank you!
That info isn't in the outputs for the list tasks or get task details steps, it only has created by, assigned by, and assigned-to user IDs. I don't see it in the API documentation, either, so I don't think it's accessible to us.
@@bi-ome I saw in one of your videos that you posted that the value for 'completed by user display name' appeared, but it was filled with null everywhere, and I was thinking that there might still be a possibility. This was the video ua-cam.com/video/RbcrJbwoIOw/v-deo.html
@@DariaOrlea Oh you know what, you're right - this is another one of those that doesn't show up at all in the UI. I was doing a search on outputs and didn't see it, I think because the plan I was looking at didn't have any completed tasks? I was able to get the completed-by user ID with the expression items('Apply_to_each')?['completedBy']?['user']?['id'] - you can feed that to the get user profile to get their name/email. Their display name seems to always be null.
@@bi-ome Could you send a picture of the changes you've made, since i'm also interested in the 'completed by' part for a report, so i can keep track? I'm still new to Power Automate and didn’t quite understand what to modify
@@lucavlad5669 I haven't made a flow modification for it, I will put it on my list to do. I just fiddled with a compose action until I got the ID reference right. It'd be handled similar to the assignees, but without a loop since there's only one value.
Hi Christine,
I have followed all your steps but getting a time out issue when I test it. I also received an email saying my flow is running too many actions and that it has exceeded its Power Platform Requests limit in the past 24 hours. How can I avoid this?
Hello! If you have more than 500 or so tasks, you will want to turn on pagination in the "list tasks" settings in the ellipsis menu and set the degrees of parallelism on the loops to 1. This will get all the tasks and avoid throttling errors. But, if you have a TON of groups, you might consider only getting the specific plans you need instead - I did a follow-up video on that here: ua-cam.com/video/1UfxETalb9E/v-deo.html
@@bi-ome Thanks so much for your quick reply! I'll take a look at that video. I have about 20 channels, each with 1 planner list which can have anywhere between 5-200 tasks in it.
Nice video !
I've a question. Is there a way to generate the .json file only extracting information from an Specific Bucket?
Let's say I have an Operations Planner and I have these buckets: Operations, Maintenance, Safety, Manufacturing, and I just need to get a .json with Operations tasks?
I'm a newby on Power Automate :(
Thanks in advice, new subscriber !
Yeah, normally you'd just put a filter on the first query that gets the tasks, but it looks like "list tasks" doesn't have a box to add a filter like other connectors do... so what you could do instead is use "filter array" and filter on the bucket ID of the bucket you want after listing all tasks, then use that filtered array for your for-each loop getting the details. I wouldn't do this on the "get all my plans from all my groups" flow, I'd make flow for just the one plan here. Alternately, it's really easy to filter on the Power BI side in Power Query (like literally 2 seconds) once you have everything - so it depends on if you're filtering because you have so many tasks that the flow takes forever, or if you just don't need to see them all in the report. :)
@@bi-ome Finally I decided to filter directly from Power Query, that was just an idea 💡
I've tried creating different Flows for each bucket but, Power Query was the best option to.
Thank you very much!!!
Thanks for this tutorial ! I've got a problem, The flow say that it worked fine but JSOn file size drop to 1Ko from 175 Ko, when I want to reload the json, it says : error can't find column1 and it says table empty. Do you have any idea? I've done exactly what you've done, minus the flag step....
What's actually in the JSON if you open it? You can also look at the flow history and click through the steps to try to narrow down where the issue is. Each step has an output value, so you can see what it's sending to the next step and whether or not it's getting data or the right data.
Nevermind, just found out that I don't own any group xD I have make my way around with " List all my groups and belong to" but damn it took 5 h to run :o
@@anthonylozach7457 🤣If you get the plan IDs of the ones you want and put them in an array variable, you can probably loop over that instead. You can get the plan IDs from the URL when you're viewing a plan--
Hi Christine, after using this flow for a while I get the following error:
Your flow has exceeded its Power Platform Requests.
Have you experienced this ?
It sounds like you're getting throttled - you can try setting the parallelism on the loops to 1 to slow things down. It's based on how many calls you do in a period of time. Premium Power Automate licenses also have a higher allowance and I think faster speed.
@@bi-ome I'm also running into an issue of a similar flow taking somewhere around 3 to 5 hours to complete. I know that's very dependent on how many groups, plans and tasks I have. This is for about 259 plans and close to 4000 tasks. I just wish it can go faster.
@@carlomendoza7246 If we didn't have to use a separate action to get all of the details for the tasks, this would be much faster! The problem is that the "list tasks" only has half of it, and apply to each loops are always slow. I would really recommend people who are super heavy Planner users look at the Planner Plan 1 / Planner Premium, because it's $10/month and only the project manager needs a license. That product stores the data in accessible tables, and you can pull it with the Dataverse connector vs doing all this hijinks (a video on this is next on my list, promise...). It also has more features you probably want anyways, like a functional Gantt chart. 😅
Hi. How could I bring the attached document for the assignment?
Good question, that's in the "References Resource Link" dynamic content card - it's a hyperlink to the attachment. Since there can be multiple, I'd make another array variable called AttachmentLinks and append them in a loop to the variable after "get task details" and then stick that variable in a property on the final data array.
Not sure what you need to do with the attachment exactly, so hard to say after that but that gets things started. 🙂
@@bi-ome Ty!!!! It worked wonders for me. Greetings from Peru.
@@bi-ome Hello, me again. Sorry for the inconvenience. I have another question, is there a way to get the notes and comments for each task? :(
@@jurgenfelipemorenomilla9170 No, the comments aren't available in the API to get. You can get the description, but not comments--