MS Forms to Planner Tasks - Part 4
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- Опубліковано 19 вер 2024
- In this last(?) video in the series, we'll show how to take files uploaded to a group form and attach them to tasks in Planner. For a more detailed look at how to work with file attachment questions on Forms, see this playlist:
• Microsoft Forms, Uploa...
Also, if your file upload question is NOT required, see • MS Forms - Handling no... for more info on how to handle that.
Finally, the schema you'll need for the Parse JSON step is:
{
"type": "array",
"items": {
"type": "object",
"properties": {
"name": {
"type": "string"
},
"link": {
"type": "string"
},
"id": {
"type": "string"
},
"type": {},
"size": {
"type": "integer"
},
"referenceId": {
"type": "string"
},
"driveId": {
"type": "string"
},
"status": {
"type": "integer"
},
"uploadSessionUrl": {}
},
"required": [
"name",
"link",
"id",
"type",
"size",
"referenceId",
"driveId",
"status",
"uploadSessionUrl"
]
}
}
Damn! This video saved my day; Thank you so much, Chad.
PS: I did find a work-around if the submitted form has no attachment.
All I did was go to the next step after "Scope", then select "Configure run after", and enable "is successful" and "has failed". Let me know If that worked out for you.
Can you please support me also , if form has no attachament ?
@ Please follow the step in the comment above,
Chadwick, great help as well! Thanks for sharing it...
This tip was genius! Totally worked for me - I checked all the boxes for Configure Run After the Scope because no matter what happens in the attachment world, I needed the task created in planner. It worked great with or without attachments.
I use those Configure run after options to "bulletproof" a lot of flows. Most flows have some weak point that will lead to failures. You may not find them until you deploy the flow, but once you see where the process is likely to get hung up, you can define and alternate action, send a message or log the failure somewhere.
The most clear, technical explanation I've found. Many thanks for your video. I was stucked in handling attachments. Best regards!
Life saver! I'm working on a Training Intake Requests for my company and this is SUPER USEFUL. Thank you for sharing this info in a very very easy way!
Fantastico! ha funzionato ... basta seguire le spiegazioni 🙂. Grazie mille ! ! ! !
Thank you so much for making this video, Chad! Your directions are concise with just enough explanation to understand the WHY. This worked perfectly for me (with Chadwick's suggestion to "configure run after").
How did I become "Chadwick"? It's just "Chad", thank you very much ;)
Anyway, glad the configure run after worked for you. It's useful in a lot of other common failure points in a flow.
@@cvkealey lol I was giving credit to a Chadwick Boseman who later posted the configure workaround. Why are there so many Chad’s on this thread ;)
Fantastic! Thanks for teaching this in a way that is easy to learn PowerAutomate and its lingo!
Thank you so much! This was exactly what I needed.
This was amazing! Thank you so much. I was trying to create a quick Jira type tool using planner/power automate and this massively helped so thanks again. Great video!
Thank you! Very helpful!
Chad, This was incredibly helpful! Appreciate your whole playlist altogether very much!
Having an issue when someone submits the form with no upload, I get an error of : Unable to process template language expressions in action 'Parse_JSON_of_file_upload' inputs at line '0' and column '0': 'Required property 'content' expects a value but got null. Path ''.'.: Any changes I can make so that its optional to submit an attachment
Thank you so much for the clear explanation! I've followed the steps, but I've hit a snag - the filepath generated in the varAttachments step isn't the same as the filepath of the attachment in it's SharePoint location so it fails :(. Can you help me out of the mess I'm in please?
This is great. Thank you. Quick question; Currently, when a MSForm is submitted with an attachment, it saves the attachment to my personal SharePoint site, which restricts access for other users. Is there a way to save these attachments to a shared location accessible by everyone? Thanks
File uploads on group forms are saved to the group's SharePoint site. So, if those people who need access are already in a group or team, move the form to that group. Or, if not, you could create a new group or team. See Microsoft Forms, Uploaded Files and Power Automate: ua-cam.com/play/PLMVyjgrWIGnwQowO2RsvHg0pZ8EozvAG-.html
Thank you so much for the valuable information :), I have a simple quick question I followed your guide. attachment is ok but can show on the card. just an empty background with a pic icon I can see.
As I mentioned in the "Known issues" section, I have not found a reliable way to set the "Show on card" property for a particular attachment. In my testing, the last file or item attached will be shown on the card.
Hi Chad, thanks for the video, for me it all works except for one thing.
I made the question with attachment as not required, and so if the forms is completed without any upload of file, power automate send me this error
"Unable to process template language expressions in action 'Analizza_JSON_allegati_Mat_2' inputs at line '0' and column '0': 'Required property 'content' expects a value but got null. Path ''.'."
Any suggest to resolve this?
Thanks in advance
Sure. See this video: ua-cam.com/video/jBTmX0cm6NU/v-deo.html
Hello Chad, Everything was working so perfect for me with this tutorial. However when I have users typing information into the response field of my form that contains a link or email address, it breaks the flow at Scope. Everything runs fine as long as no email addresses or http links are entered into the response fields of my form. I'm not sure how to fix it, is there a work around? I have a note asking users of the form to not put links in the response area and just email me links, emails, but it would be SUPER helpful if they could so that information ended up in the description box of the updated task. I really appreciate all your videos they were so easy to follow and understand!
Without seeing the error message, it's hard to tell what the problem could be. I would suggest you post a message in the Power Automate community (powerusers.microsoft.com/t5/Building-Flows/bd-p/BuildingFlows) with a description and screenshot of the error and how your flow is configured. You can tag me there (@ChadVKealey) and I'll take a look.
Hi Chad, thanks so much for the video, it's very clear and useful. I followed the steps, but I'm getting an error. I'd really appreciate it if you were able to help please. Flow save failed with code 'OpenApiOperationParameterValidationFailed' and message 'Input parameter 'body' validation failed in workflow operation 'Update_task_details': The parameter with value '"@{variables('varAttachments')}
"' in path 'body/references' with type/format 'String' is not convertible to type/format 'Array'.'.
It sounds like you may have created the variable as a String where it should be Array. Check the initialize variable action.
Morning Chad, these videos have been a great help, many thanks. One small question, have you managed to get the notes on the planner task to "show on card" within planner?
I didn't try, but just did a bit of checking/testing and see how it *might* be possible. Basically, a task can be configured to show only one of three of these task details on the card: Notes, Checklist or Attachments. When I get the details of a task in a flow, in the "body" section, there's a property called "previewType" which is used to indicate which of those three to display on the card. It'll have a value of "description" for Notes, "checklist" for Checklist or "references" for Attachments.
So, you would need to programmatically set that "previewType" value in the flow. Unfortunately, the "Update task details" action that you would use doesn't have a field or any other way to indicate which one should be displayed. It kind of makes sense, because if there were a field, it would need to be conditional (ie: you can only include any of those if they exist).
All that being said, I'm fairly certain that this would be possible through an HTTP request to the Graph API. I only know enough about that to say that it's possible, but not enough to say *how* to do it. This would be a good place to start: learn.microsoft.com/en-us/graph/api/plannertaskdetails-update?view=graph-rest-1.0&tabs=http#request-headers
Its Awesome chad, thank you!!.
Hello Chad,
I have been searching for 6 months how to add the images in the task. It worked for me, the only thing is that the image does not show as your video, only a blank image with the logo JPG, but when I click in the task and the photo shows it to me. Can you help me how I can see the photo in the box of the task?
Many many thanks because I do not need to put the photos manually. 😀
If it's an image and the "show on card" box is checked, it'll appear on the card. In my experience, the first file attached will be the last one linked in the task and that box will be checked. I have not found a way to explicitly set the value of the "show on card" box.
Hi Chad, I am getting an error if there is not attachment submitted in the form. How do you handle that?
Like this: ua-cam.com/video/jBTmX0cm6NU/v-deo.html
@@cvkealey thanks so much! the edit you posted in the details helped!
Thank you
Hi Chad. I had this working back in the summer. I've just come back to continue and now the update task action keeps failing with the error:
The request is invalid:
The property 'allias' does not exist on type 'microsoft.taskServices.externalReference'. Make sure to only use property names that are defined by the type."
I've changed noting, but have no idea why it's not working, any ideas?
Also should the attached item in the planner be an actual file or just a link to the sharepoint file created by the MS Form?
Thanks B
The attachments on tasks are just links, not the actual files. As for the error, if you copied and pasted that, it looks like alias is misspelled (allias). So, I would check that first.
Good spot. Not sure what happened there.
Thanks so much for this it's really been an amazing resource for me. I'm running into the issue now that the flow only completes if there are attachments, and fails otherwise. Is there a way to make it non-dependent for situations in which there are no attachments, but still have the option?
Yes. See ua-cam.com/video/jBTmX0cm6NU/v-deo.html. That's based around the premise of sending an email, but the concept is the same.
@@cvkealey Thanks soo much for the quick reply!!
Hi Chad, your videos are awesome and I appreciate all the help you've been able to provide! I'm stuck on this one though. I've done everything step by step, and for some reason my Parse Json values are not aligning with yours. Instead of "Name" mine is showing as "Body Name", instead of "Id" mine is "Body Id", etc. I'm wondering if you have any idea where I may have gone wrong?
This is my error messages: The provided value of '[ { "alias": "@items('Apply_to_each_attachment')['name']", "resourceLink": "@items('Apply_to_each_attachment')['link']" } ]' of type 'Array' must be a primitive type, or a valid template language expression.'.
It sounds like you're using the new editing interface. If you switch to the old interface (toggle in the top right corner), things should look like they do in this video. There's one other quirk you might run into also...see ua-cam.com/video/EHPpkrOOJz8/v-deo.html
Same here.
Using the new editor, when you fetch the name of the json object, it adds a new apply to each (that iterates trough the items in the body), is that correct Chad?
Yes, it's a pain. I usually just switch to the old editor.
I keep getting a "bad request" for the update task details. Could this be something blocked by my organization?
Blocking is done at the Connector level, so if your org were blocking the Planner Connector, you wouldn't be able to create tasks, either. If you can create, but not update tasks, the problem is somewhere else. "Bad request" can sometimes be a temporary system problem, but could also be that something isn't configured properly. I would suggest you post a message in the Power Automate community (powerusers.microsoft.com/t5/Get-Help-with-Power-Automate/ct-p/FL_GeneralDiscussions) with screenshots of how your flow is configured and the error message that's being generated. If you tag me (@ChadVKealey) in the message, I'll take a look.
Hello Chad. Your videos are the best which I have seen so far about the powe automate!:)
I have a question. How to skip the step of attachment transfer from forms to planner when it is no attachment added into forms?
You can use the technique shown here: ua-cam.com/video/jBTmX0cm6NU/v-deo.html to basically skip the building of the attachment/references variable if there are no files attached.
@@cvkealey I saw and try it tomorrow. Thx a lot I do appreciate:)
Hi @cvkealey please can you show how we can remove the submitter being appended to the name of the uploaded file for this workflow
This just requires a little string manipulation of the file name. See this video: ua-cam.com/video/PRwUn0aZysM/v-deo.html
@@cvkealey I've tried adding the Compose new file name after Apply to each attachment within the Scope - handle attachments and the test show the file name has been amended but the project attachment still has the original file name. Really struggling to understand what I'm doing wrong?
In the "append to array varialble" action (where you're adding the file name and content), be sure that you're selected the modified name (the output of the compose action). That's an easy thing to miss.
Thank you!@@cvkealey
Hello I've it up and running, - my form creates a planner with attachement. However if there is no attachment it fails. I wish the user to decide, so how to I manage the power automate?
See ua-cam.com/video/jBTmX0cm6NU/v-deo.html for my preferred technique for when file upload questions are optional.
@@cvkealeyThanks for the reply❤
I’ll have a go following that. I tried adding a condition but could not get it working .
Love the channel btw. Well worth a subscription.
You can use a condition (as shown in that video), but you need to use the right comparison. Many people try checking if the "file upload question response" is equal to null, but null is sometimes the word "null" and sometimes the expression "null". If you base the comparison on the length of the response data, it works more reliably. Still, the "run after" settings give you a bit more control & flexibility.
@@cvkealeysome people being me ! That’s why it was not working.
I’ll follow the video when I have a moment.
Keep up the great work.
Hi! This was so helpful and I was able to get the attachments to feed into the task. However I want to make it so that adding the attachments is optional and whenever I try to run the flow without an attachment I get an error. Is it the schema that I need to adjust?? I’m very much a newbie with this and struggling big time!! Any help would be appreciated!!
See ua-cam.com/video/jBTmX0cm6NU/v-deo.html for details on how to adjust the flow to allow for non-required file upload questions.
@@cvkealey thank you!! I got it to run perfectly now!!
great video, worked instantly. thanks chad :)
Hi Chad,
Thanks for this, Works great. I unfortunately get an error when no attachment is uploaded? Is there a way to fix this?
Error: Unable to process template language expressions in action 'Parse_JSON_of_file_attachment_upload' inputs at line '0' and column '0': 'Required property 'content' expects a value but got null. Path ''.'.
Yup...see ua-cam.com/video/jBTmX0cm6NU/v-deo.html
Perfect! Thank you!
Is there a way to save the file when posting a Teams message. If link to the file is the only one solution, so how can I get it? Thanks a lot for your incredible work, Chad
Is there a way? Yes. How? That depends on the type of form (personal or group), which dictates where the file is stored. I'm not sure where the Teams message fits in, but I don't believe you can attach a file to a message in Teams. Even when you manually "attach" something, it's either a sharing link (in Chat or when sharing a file) or uploading the file to a channel's Files tab (that is, the corresponding folder in the team's SharePoint site) and adding a link to the post. See this playlist for more info on working with the files attached to file upload questions in Forms: ua-cam.com/play/PLMVyjgrWIGnwQowO2RsvHg0pZ8EozvAG-.html
Quick question: I have a customer that is a digital agency. I created a team on MS TEAMS. In that team, there is a channel for each of their customers. I want them to create tasks on the channel that belongs to a customer using the form. How can they choose the channel using the form?🤔
Tasks aren't linked to or created in channels, they exist in plans. A team can have one plan and link to it in multiple channels or a separate plan linked in each channel. So, you need to determine how they have things arranged/configured. If they have multiple plans, you could have a form question asking in which plan the task should be created, then dynamically set the plan in the flow (you would need to get the plan ID, which might be a little tricky). Bottom line: it's not going to be a cakewalk, but it's definitely possible once you have all the required details.
@@cvkealey Thanks for your reply. One question since I think I am confused. When you refer to a plan you mean a TEAM right? I have them organized this way. Their TEAM (example Company 1) and inside that team there are different channels each one for each of their clients. So whatever conversation, tasks, files etc. are in each customer's area (channel). I can pinpoint and select their Group Id (TEAM). Now I am assuming that their Plan Id is the task that is inside a specific channel. Or Am I wrong? When I open the drop down for Plan Id I see all the tasks tabs for each individual channel inside their TEAM. I want to select those using the form. Is that possible?
If the Plan names match the Channel names, it sounds like they've created a plan to correspond with each channel. Most teams in my org are not that organized. But, the reality is that there isn't necessarily a 1:1 relationship. You can link one plan in many channels or multiple plans in one channel. It comes down to what arrangement helps the group meet their requirements.
To answer your initial question (how to choose the channel/plan using the form), I would create a choice question where each channel/plan is a choice. Then, you need some way to "match" the choice selected to the appropriate plan ID. This could with an array inside the flow itself or via an external source (e.g.: a SharePoint list), which I prefer since it makes future expansion much easier.
Hey Chad, Do you have any updates on how to untick the "Show on Card" for attachments?
Unfortunately, no, I have not found a way to control that value.
@@cvkealey ahh that’s sucks. I will look around and see if I can find the answer.
I can't select the variable in the update references box. What am I doing wrong? It looks a bit different as Alias 1 and Ref link 1.
Got it working now, would have to do the same thing if there were two attachement sections on the form or could I add them all into the same flow?
You can process them in the same flow, just duplicate the steps for each file upload question. This is where it's helpful to put those steps into a scope (since you can easily duplicate a scope containing multiple steps).
@@cvkealey
Flow save failed with code 'InvalidVariableOperation' and message 'The inputs of workflow run action 'Update_task_details' of type 'OpenApiConnection' are not valid. The variable 'ID Check' must be initialized before it can be used inside action 'Update_task_details'.
@@jamesluc4138 As indicated, you need to add an "initialize variable" action to creade the "ID Check" variable. You can only initialize variables at the root level of a flow (not inside a scope, condition, etc.).
@@cvkealey They work individually, it seems to be a problem when I am trying to add two variables to the "References" section inside update task.
Hello Chad,
This video is extremely helpful. I am in need of more information though. I need to have a form that anyone in the company can use to upload information (including attachments) to then create a task on a planner (this is viewed by the same people that are able to use the form). The attachments are requiring the person viewing from the planner to ask for permission. How do I eliminate this action? Ideally, they would be able to view the attachments without having to get permission.
Thanks!
I'm going to guess that the form you're using is a personal - rather than group - form. So, the attachments are being stored in the OneDrive owned by the form owner. With group forms, the uploaded files are stored in the group's SharePoint site. Ideally (and in my example), the form is owned by the same group that the Plan is associated with.
Personally, I would suggest you move the form to the group associated with the plan. If you'd prefer not to for whatever reason, there are two other options:
1) create copies of those uploaded files in that SharePoint site before you add them as "resources" to the task (see ua-cam.com/video/Od3y5mfQ8QA/v-deo.html)
2) create "sharing links" for each file and use that as the link for the resource
Followed this up until 12:39 - my Parse JSON didnt give me the option to add 'related files'!
"Related files" is just the name of the "File upload" question on my example form. If you called that question something else, look for that in the dynamic content selector. Or, if you don't have a file upload question, leave that scope out (although I'm not sure why you'd be watching this if that were the case).
@@cvkealey thanks Chad for the reply! I will check it out. I had added a “create spreadsheet” step before it and all the dynamic content I have available is stuff from the spreadsheet rather than the form :-(
@@mattcrossman9258 ALL of the dynamic content should be there, but you may have to scroll a whole lot to find it. Typing in the name of your file upload question (or part of it) should help by filtering what's there.
When I uploaded the file in multiple pieces, it will show error of Key with path references.resourceLink is duplicated. Duplicate values are not supported.
Please, help
Not sure what you mean by "in multiple pieces". Please post a message in the Power Automate community (powerusers.microsoft.com/t5/Microsoft-Power-Automate/ct-p/MPACommunity) with some screenshots of how your flow is configured and the exact error message and I can take a look at it later today.
@@cvkealey Thank you so much, Chad! You're a savior!
U r mad!
In a good way?
@@cvkealey for sure