#ProjectOnline custom #email notifications using #MSFlow #MicrosoftFlow #PPM #PMOT #MSProject #Exchange #Office365 #PowerPlatform #Planner Part 3

July 31, 2019 at 12:01 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Reporting, Workflow | 1 Comment
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It’s been a while since I published the last post in this mini series due to getting carried away with other Microsoft Flow goodness for Project Online. The previous post in this custom email notification series can be found below:

https://pwmather.wordpress.com/2019/04/30/projectonline-custom-email-notifications-using-msflow-microsoftflow-ppm-pmot-msproject-exchange-office365-powerplatform-part-2/

In the final part of this email notification series we send an email with a list of projects that have not been published in the defined period, in this example it’s set to 5 days. The Flow also creates a task in Microsoft Planner for the user to chase the project owners to update their project plans. The Flow summary can be seen below:

FlowSummary

The trigger is based on a schedule, in this example it is running weekly. Then the Flow uses the Get past time action to get the date in the past, in this example 5 days ago. A compose action is then used to get todays date in the required format. These steps can be seen below:

Flow1

The Flow then use the SharePoint HTTP action to query the ProjectData API to get the list of Projects where the last published date is on or before the past time date, in this case 5 days ago. The logic here would be changed for your requirements, for example you would also filter out projects that were completed / closed. The next action is a Create HTML table action, here we just pass in the results from the HTTP action as seen in the tooltip displayed in the screenshot below:

Flow2

The final 2 actions in this Flow create the Planner task and then send the email. We pass in some variables to create the Planner task, in this example we use the output from the Today action to use todays date in the Title and used to set the due date. The task gets assigned to me in this example so I would put my PMO hat on, this would be assigned to someone in the organisation who would be checking project plan quality etc. Then the Flow sends an email, typically this could go to an individual, likely the same person the Planner task is assigned to, or it could go to a multiple people or a group / distribution list etc. In the body on the email the output from the create HTML table action is used and also the task Id for the new planner task:

Flow3

When this Flow runs, this results in a new Planner task being created in the selected Planner plan:

PlannerTask

Then the email is sent out:

Email

As you can see, the email contains a table of test projects from my test Project Online instance that have not been published in the last 5 days and also a link to the task I have assigned in Planner.

Look out for more Microsoft Flow / PowerApps examples for Project Online in the future. For previous examples I have done, this links includes most: https://pwmather.wordpress.com/tag/power-platform/

#ProjectOnline Risk to Issue Escalator built using #MicrosoftFlow #Office365 #SharePoint #JavaScript #PPM #ProjectManagement #MSProject #PMOT #PMO

July 11, 2019 at 11:35 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | Comments Off on #ProjectOnline Risk to Issue Escalator built using #MicrosoftFlow #Office365 #SharePoint #JavaScript #PPM #ProjectManagement #MSProject #PMOT #PMO
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More Microsoft Flow action here in this post, this time building a Risk to Issue escalator for Office 365 Project Online. In project management risks sometimes unfortunately turn into issues. When this event occurs it’s useful to be able to copy over some useful information from the risk item and automatically create that issue item with some of the risk data. In this blog post I will show you a simple solution to do this using a combination of Microsoft Flow, Project Online, SharePoint and a tiny bit of JavaScript.

Firstly let’s take a quick look an example risks list on my test Project Online PWA site:

Risks List

This is pretty standard apart from two new columns Escalate? and EscalatedDate. The Escalate? column is used to tag the risks that need escalating and the EscalatedDate column is used to hold the date when the risk was escalated to an issue. The issues list in this example is just standard out of the box. On the Risks page I also have a button labelled “Escalate Risks” this is used to create an item on a central risk to issue escalation tracker list on the root PWA SharePoint site. There is a simple bit of JavaScript code behind the button as seen below:

JavaScript

This JavaScript file is added to a central library in PWA and added to the Project Sites on the Risks Allitems view page using a content editor web part. The code gets the project site title, Project GUID and Project Site URL from the associated Project Site then creates a list item on the central Project Risk to Issue Escalation Tracker list:

Risk to Issue Tracker

This simple example JavaScript code always creates items on the central list but in production you would only create the items if there were risks to escalate. EscalationDate defaults to today’s date, Completed defaults to No and the CountOfRisksEscalated is blank by default. The process of adding the escalation item here has two purposes, one to track the history of what risks are escalated so this can be reported on but also trigger the Microsoft Flow to carry out the escalation. The Microsoft Flow can be seen below:

Flow

The Flow trigger and actions are detailed below:

Flow Trigger

The Flow is trigger when an item is created in the Project Risk to Issue Escalation Tracker list then a SharePoint Get Items action is used. The ProjectSiteUrl property from the trigger action is used to dynamically set the correct site address. This action gets items from the risks list on the correct project site where the risks are tagged for escalation and have not yet been escalated.

Then an Apply to each action is used and the result from the Get Items action is passed in:

Apply to each

Inside the apply to action there is a SharePoint HTTP action to create the issue item using a REST call. Inside the body, JSON defines how to create the new item. For the issue columns in here, the values from the risks fields are used, this is where you can update this to map other risk columns to issue columns, the expression for the risk data is similar to this items(‘Apply_to_each’)[‘Category’][‘value’] for lookup columns or this for default text fields items(‘Apply_to_each’)[‘Description’]

Then another SharePoint HTTP action is used to update the risk item via REST:

RiskItem

The current risk ID is passed in to the Uri (items(‘Apply_to_each’)[‘Id’]). The only column updated is the EscalatedDate column on the risk list with the date the risk was escalated.

The final action in this Flow is a SharePoint Update Item action to update the SharePoint item on the central Project Risk to Issue Escalation Tracker list:

Tracker Update

The item Id and ProjectName are passed in from the Trigger data but these values have not changed. The Completed column is set to Yes and the CountOfRisksEscalated is set using the length expression to count the number of items in the array from the first action: length(body(‘Get_items’)?[‘value’])

That’s it, a simple low / no code configurable solution starter for Risk to Issue escalation in Office 365 Project Online. A video of this solution starter in action can be seen here: https://youtu.be/IgKxDuu1sng

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