Power Automate / Flow - Track in Planner and Lists and summarize in Teams Tutorial

Unlock your productivity with our latest video, 'Track in Planner and Lists and Summarize in Teams.' Discover how to combat invisible blockages in your projects using Power Automate. Learn to create real-time alerts that escalate issues to the right people instantly, minimizing delays and maximizing efficiency. Join us to transform your task management!

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Available in Microsoft365

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A task can remain blocked for days without anyone being informed,

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delaying the entire project.

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This 3rd automation instantly detects blockages

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and automatically escalates them

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to the right people to quickly resolve the situation.

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Unlike previous automations that operate on a scheduled basis,

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this one reacts in real time as soon as the status change is detected.

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Let's start by creating a new flow in power automate.

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For this automation,

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we will use the trigger when an item is created or modified

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from the SharePoint connector.

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This trigger is perfectly suited to our needs

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because it monitors in real time all changes

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made to the items in your list

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without requiring scheduled checks.

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Once the trigger is added to your flow,

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you need to connect it to your project tracking list.

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Start by selecting the address of the SharePoint site where your list is located.

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You can choose from your recent sites or directly

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enter the full URL of the site in question.

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Then in the next field,

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select the name of your list that contains your tasks and their status.

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Once this setup is complete,

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the trigger will automatically monitor all changes made to this list,

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ready to react to each modification.

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Now that the trigger is in place,

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let's add a condition to filter only the blocking cases.

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This step is absolutely crucial because we don't

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want the flow to run with every change,

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but only when a task changes to block status

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to set up this condition,

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select the dynamic content status from the trigger,

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choose the operator is equal to.

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Then type block

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respecting the exact case

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and spelling used in your list.

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This condition intelligently evaluates each modified item

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and only continues the flow

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if the status actually corresponds to a blockage.

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Let's now move on to the actions to take when the condition is true,

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that is when a task is blocked.

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It is important to note a major difference here with the previous automation.

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Unlike the due date reminder flow

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where we had to retrieve the planner task details with an additional action,

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here

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we do not need to add an action to get the items.

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The trigger,

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when an item is created or modified,

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does not go through the entire list but only

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processes the item that has just been modified.

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All the metadata of this item is already available

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directly in the dynamic content of the trigger.

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This is a major advantage in terms of performance and simplicity,

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making this flow particularly effective

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in the true branch of your condition

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now add the action,

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post the message in an instant conversation

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or a channel of the Microsoft Teams connector.

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Configure this action by choosing to post as a flow bot,

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select channel as the destination,

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then choose the appropriate team and channel for your escalations.

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This channel can be a space dedicated to urgent situations

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or your main project tracking channel,

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depending on your team's organization.

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Start with a catchy title like Blockage Reported

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Action Required to immediately grab attention.

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In the detail section insert the following dynamic contents

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the title field for the name of the blocked task,

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the person field for the name of the person who blocked the assigned task

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to identify the responsible party,

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the created by field for the decision maker who initiated this task,

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and the modified field for the date the blockage was reported.

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If your list has a description field,

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add it to provide context for the issue.

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Finish with the dynamic content linked to the item

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that allows direct access to the item in the list.

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The major advantage of SharePoint is that all these fields

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are native properties already formatted and ready to use,

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unlike Planet where we had to resolve ideas into unreadable form.

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Everything is immediately usable to create a clear and actionable message

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to ensure that the concerned individuals are alerted

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even if they do not check teams regularly.

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Add the action.

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Send an email from the office 3165 Outlook connector.

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In field A,

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insert the dynamic content of the assigned person's email address

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via responsible email.

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By adding a semicolon as a separator,

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add the task creator's email via created by email,

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which represents the decision maker.

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Write the subject followed by the dynamic title of the task.

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In the body use the same structured content

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as your team's message to ensure perfect consistency

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between the two channels.

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The key advantage is that the recipients are entirely dynamic.

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The flow automatically sends the alert to the right

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people based on who is assigned to the task

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and who created it,

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ensuring that each blockage is escalated precisely to the concerned individuals.

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This automation radically transforms your blockage management.

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Instead of invisible issues silently delaying your projects,

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you now have a visible and actionable alert system.

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Downtime is significantly reduced

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as escalation is immediate and targeted.

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The fluidity of your projects is maintained through quick detection

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and resolution of obstacles.

Mandarine AI: WHAT YOU SHOULD KNOW

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