Download example #MicrosoftFlow for Syncing #MSProject #Roadmap Row Item Status with #ProjectOnline Task Status #CDS #PowerPlatform #MSFlow #REST #SharePoint #WorkManagement #Office365

June 19, 2019 at 11:17 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Reporting, Workarounds | Leave a comment
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Following on from a recent blog post where I demonstrated an example Microsoft Flow for syncing the Roadmap row item status with the associated Office 365 Project Online Task status, I have now made this solution starter Flow available as a package that can be downloaded and imported. For those of you that missed the previous blog post, a link can be found below here:


The Flow package can be downloaded from the Microsoft Gallery here:

Once downloaded the Flow can be imported, here is a Microsoft Flow blog post on exporting and importing Flow packages:

Once imported and the connections all set – this will require a Flow P1 or P2 license as it uses the CDS connector, ensure the account has the correct access to Project Online and the CDS, open the flow and update the trigger and actions as these will currently point to one of my demo tenants:

  1. Update the “When a project is published” trigger with your PWA URL
  2. Update the “GetTaskHealth” action the correct site address for your PWA URL
  3. Update the “GetTaskHealth” action Uri to use the correct task level field, replace “RoadmapHealth” as needed
  4. Update the Switch action to use the correct task custom field – the expression would be items(‘Apply_to_each’)[‘FieldName’] – replace the field name with the correct task field
  5. Ensure the Case statements are updated to match the possible values in your custom field and map to the correct roadmap status value:
      • On Track = 0
      • Potential Problem = 1
      • At Risk = 2
      • Complete = 10
      • Not Set = 100
  6. Update the “List records” action to point to the correct environment
  7. Update the “Update a record” action to point to the correct environment

Now save the Flow and test it.

Hopefully you find this useful as a solution starter.


Create a #MicrosoftTeam for a #ProjectOnline Project using #MicrosoftFlow #Office365 #MicrosoftGraph #PPM #WorkManagement #PowerPlatform #AzureAD #Collaboration #Automation Part2

June 13, 2019 at 8:25 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workarounds | Leave a comment
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Following on from my last blog post where I started to walkthrough a new Microsoft Flow I created for creating a Microsoft Team for a Project Online project, here is the final part of the Flow. For those that missed part 1, a link can be found below:

In the last post we finished off where the Flow action had sent the request to the Graph API to create the new Team with the new channel and new web site tab and then discussed the 202 response and teamsAsyncOperation process. The next part of the Flow’s job is to get the new Teams webUrl and update the Team URL project level custom field in Project Online.

If the Status Code response is 202 to indicate its been accepted, the Flow them moves on to the next action which is a Parse JSON action to get the Location property from the headers output from the previous HTTP action response:

Parse JSON Action 

Then with the Location value another HTTP action is used to call the Graph API:


This performs an HTTP GET request to the Graph API to get the targetResourceLocation property from the newly created Microsoft Team, the Location property from the previous Parse JSON action is used in the URI. The advanced options are the same for all HTTP actions where the Graph API is used so I’ve not expanded this is this post – see part 1 for details.

The next action is another Parse JSON from the previous HTTPTeamResourceLocation HTTP action message body:

Parse JSON 2

This time the targetResourceLocation property is needed. Then the final Graph API call is performed to get the webUrl for the newly create Microsoft Team with another GET request. The targetResourceLocation property from the previous Parse JSON action is used in the URI:


The Flow then moves on to the final Parse JSON action to parse the data returned in the HTTPTeamWebUrl message body:

Parse JSON 3

The Flow now has the new Microsoft Team web URL to update the Project Online project level custom field. The next Flow action is a Checkout project action:

Checkout Project

This action will checkout the project, the expression used here for the Project Id property is items(‘Apply_to_each’)[‘ProjectId’].

The next action is a SharePoint HTTP action to perform a REST call to POST to the Project Online CSOM REST API to update the custom field, this uses the same expression in the URI items(‘Apply_to_each’)[‘ProjectId’] :


In the REST call data is sent in the body of the request. This contains the correct internal custom field name for the “Team URL” project field and the custom field value to update the field with, which is the webUrl from the previous Parse JSON 3 action. The internal custom field name would need to be updated to the correct field from your PWA instance.

The final action in this example Flow is Checkin and publish project:

Checkin and publish project

This action will publish the project after updating the custom field and check in the project, the expression used here for the Project Id property is items(‘Apply_to_each’)[‘ProjectId’].

Here are some projects that have been updated and have Microsoft Teams created:


Here is a Team for one of the test project – “1 Paul Mather Test Project 2”:


This Team has the new Project channel and the Project Page web site tab that loads the Project Details Page from PWA:


That’s it, a simple low / no code solution to create Microsoft Teams for Office 365 Project Online projects! To use this in production it needs some additional work to handle various different scenarios but hopefully this is a good starting point for someone looking to do something similar.

I will look to provide a download link for this solution starter Flow in the next few days but will post the link on my blog.

Create a #MicrosoftTeam for a #ProjectOnline Project using #MicrosoftFlow #Office365 #MicrosoftGraph #PPM #WorkManagement #PowerPlatform #AzureAD #Collaboration #Automation Part1

June 12, 2019 at 9:52 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workarounds | 1 Comment
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Following on from my Microsoft Flow theme of blog posts lately, I am a big fan of the Power Platform in general, but I love Microsoft Flow for building low / no code solutions for Office 365 Project Online. In part 1 of this blog post I will start to walkthrough a new Microsoft Flow I have created that will create a new Microsoft Team for a Project Online project with a new channel and web site tab in the channel that displays the Project PDP directly in Teams. This makes use of 2 Project level enterprise custom fields in PWA, in this example I have one flag field called “Team Required?” and one text field called “Team URL”. The flag field is used to control / request a Microsoft Team for the project and the Team URL is used to store a web URL to the newly created Microsoft Team. This Flow has a few actions, these can be seen below:


Inside the for each loop:


Inside the condition check:


The connections used in this Flow are:


The account used has full admin access to the Project Online PWA instance.

This is a scheduled Flow, I have set this to run daily, but configure the frequency as required:


It’s probably best to schedule it out of hours so that hopefully the projects it creates Microsoft Teams for are checked in at the time the Flow runs as it will edit the Team URL custom field for that project.

Next we set some variables, these variable are used when using the HTTP action to call the Microsoft Graph API. You will need to create an Azure AD app in the Azure Portal and grant it Group.ReadWrite.All Application access:


When creating the Azure AD App you will need to make note of the Application (client) ID and the Directory (tenant) ID:


You will also have to create a client secret for the app (keep this secure but make a note of the secret as you can’t view it after!):


These three strings / IDs are used in the three variables set in the Flow:


The next action is a REST call to the ProjectData API to get a the Project details for projects requesting a Microsoft Team but filtering out those that already have a Team created using this URL:


The full action details can be seen below:


The next  action is an Apply to each loop as the REST call could return more than one project the result array:


The input used is body(‘GetAllProjectsRequiringTeamCreation’)[‘value’], this is added as an expression.

The next action is another REST call but this time to the Project CSOM REST API – notice /ProjectServer rather than /ProjectData, this is the get the Project Owner’s user principal name as this is used later to set the Team / Office 365 group owner:


A variable is passed in to the URI to get the data for the current project, the expression used here is items(‘Apply_to_each’)[‘ProjectId’].

Then a Get user profile (V2) action is used, this is used to get the user ID:


The expression used here is body(‘GetProjectOwnerUPN’)[‘UserPrincipalName’]

The Flow now has all the data required to go and create the Microsoft Team, the next action is a standard Flow HTTP action:



In this action, an HTTP POST is used to post the JSON data defined in the body to the teams endpoint in the Microsoft Graph API to create the Team. Walking through the body of the request, firstly the the team template is set, in this example it is just the standard template, then the display name is set, here the items(‘Apply_to_each’)[‘ProjectName’] expression is used. The team description is then set using same text and the same expression used in the display name. Then the owner is set using the Id property in the Dynamic content from the Get user profile (v2) action. That is the basic properties set to create this team. This example creates a public team, you could look to also set the visibility property to private if you wanted a private team, the default visibility is public. In this example, a new channel is also defined, the channel display name and description is set. Within that new channel a new website tab is also defined setting the tab name and contentUrl / websiteUrl. For the URLs, this creates a web site tab with a link to the Project schedule PDP as an example, the items(‘Apply_to_each’)[‘ProjectId’] expression variable is used to dynamically pass in the correct project ID.

The next action is a condition action to check the response back from the Graph API:


This uses the Status Code output from the HTTP action, a 202 response indicates the API call was accepted, it doesn’t mean the process is completed as creating a team generates a teamsAsyncOperation to create the team. It is recommended to make a GET request to the Location found in the response header until that call is successful and returns the targetResourceLocation, retry every 30 seconds etc. This example Flow doesn’t perform the retry, it just attempts the call to the location and would fail if it is not completed. That would need to be handled in a production environment but in this test instance I’ve not had this fail yet (works on my machine Smile). I will offer this Flow solution starter as a download but before I do that, I will probably at least put a delay in before making the GET request to the location.

In the part 2 of the this blog post later this week, the rest of the Flow will be detailed.

#ProjectOnline custom #email notifications using #MSFlow #MicrosoftFlow #PPM #PMOT #MSProject #Exchange #Office365 #PowerPlatform Part 2

April 30, 2019 at 8:22 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | Leave a comment
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Following on from my last post on email notifications using Microsoft Flow, this post looks at further examples. Part 1 can be found here:

In case you missed it, I also published a video last week with a simple example Flow to send the project owner an email on project creation:

In part 2 we will look another example email notification to email each resource the projects they are assigned to for the coming week. The Flow can be seen below:


This is triggered on schedule as seen below, update as needed:


The Flow then gets some date time values using the Date Time actions for the current date time and a future date time:


The Flow then fires off an HTTP request to SharePoint to get a list of resources with email addresses from the Project Online Odata Reporting API:


Then using an Apply to each action we send an email to the assigned resources. Firstly we pass in the output from the previous step, which is:



Then inside the loop we perform another HTTP call to SharePoint, this time to get the resource’s assignments for the week by querying the Project Online Odata Reporting API as seen below:


Here we are passing in 3 variables to the Odata query:

  • ResourceId which is the following expression added in: items(‘Apply_to_each’)[‘ResourceId’]
  • Current time and Future time to filter the data returned from the time phased resource demand endpoint to this week, these are the outputs from the previous date time actions:


The Flow then creates an HTML table from the data returned from the previous action:



Then the final action in the Flow is to send an email:


The To value is an expression: items(‘Apply_to_each’)[‘ResourceEmailAddress’]

Update the email body as needed and include the output from Create HTML table action.

This will result in an email being sent to all resources in Project Online with email addresses containing their weekly assignments detailing the projects that they are working on, here is an example email:


Another example that demonstrates how easily custom email notifications can be created for Project Online using Microsoft Flow.

Update: New #YouTube channel for all things related to #Microsoft #PPM #ProjectOnline #Office365 #Videos

April 23, 2019 at 11:49 pm | Posted in Administration, Customisation, Functionality, Information | Leave a comment
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Just a quick post to highlight my new YouTube channel for all things related to Microsoft PPM including Project, Project Online, PowerApps, Flow etc. I will still be blogging here but I will also compliment some blog posts with short video clips where applicable. I will also post some videos that do not have accompanying blog posts such as my first video here:

This is a short video on a very simple Microsoft Flow that sends a quick email to the project owner when a new project is created in Project Online. I would like to hear your feedback and whether this is something that you would like to see more of / find useful.

If you do want to see more videos please subscribe to my channel below:

Look out for more videos coming soon!

#ProjectOnline custom #email notifications using #MSFlow #MicrosoftFlow #PPM #PMOT #MSProject #Exchange #Office365 #PowerPlatform Part 1

March 18, 2019 at 9:26 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | 1 Comment
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This blogs post has been delayed due to all of my blog posts on Microsoft’s new Roadmap service – summary post here with most of the posts:

This post continues the series of posts I started to do in December 2018 following on from a Microsoft Tech Sync session where I presented a session on Project Online and Flow better together. As it’s been a while, here are links to the previous posts:

Post 1:

Post 2:

Post 3:

In this post we take a look at an option for building custom email notifications with a no code / low code solutions using Microsoft Flow. This example sends an email for projects that are running late. There are two simple versions for this, one with a details table in the email and one with just the project name but includes hyperlinks in the email to the project detail page. These are both very similar, the first one can be seen below:


This is triggered on the Recurrence trigger, set based on your requirement. This then uses the Sent an HTTP request to SharePoint action to query the Project Online OData Reporting API:


This will control the data that is included in the email, so this OData query can be updated based on your requirements. Next the Flow uses the Create an HTML table action:


For this action we pass in the project data array from the previous action using a custom expression:


The final action is to send the email:


In the body of the email here we are just using the output from the previous Create HTML table action:


This results in an email being sent with the data from the OData query used (these are just my test projects and not real projects!):


Very simple! Sticking with the same theme for late projects but this time the email contains hyperlinks into the projects, this Flow is slightly different:


The difference here is we do not use the Create HTML table action but instead use Select and Join from the Data Operations actions. Firstly the select actions looks like this:


The Select action is used to transform the data in the results array from the previous step. Just the same as the Create HTML table in the first example, we pass in the project data array value from the previous action into the From property. Then the Select action was changed to use the text mode using the toggle option outlined in red below:


In Map properties, transform the data as needed in the email such as:


Here we are building up a URL passing in the ProjectId for the PDP URL (update to the correct PDP) and the ProjectName for the URL title. Then we use the Join Data Operations action to put each project on a new row in the email:


The From property is just using the Output from the previous Select action:


Then the final action is the email:


Note the Is HTML property is set to Yes. In the Body we type the email body as required plus the Output from the previous Join action:


Then the email is sent on the defined schedule with clickable links to the Project Detail Pages (again, these are just my test projects and not real live projects!):


These are two simple examples but as you can see, it’s very easy to build Project Online related emails using Microsoft Flow. I have some more examples in my next posts coming soon.

#Project Roadmap #PowerBI report pack with #AzureBoards data #PPM #ProjectManagement #MSProject #Office365 #PowerPlatform #Dynamics365 #CDS #Odata #AzureDevOps

March 16, 2019 at 5:38 pm | Posted in Administration, App, Configuration, Customisation, Functionality, Information, Reporting | 1 Comment
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This post follows on from my last post where I posted about using Azure DevOps Azure Boards in Project Roadmap, in case that you missed it here is the link:

In this post we will cover combining Azure Board data into the Roadmap Power BI report pack I released. Here is the blog on the default Roadmap Report pack if you haven’t seen that yet:


I covered a similar topic the other week but for combining Project Online data here:

With the Power BI Roadmap report set up and loading data from your Roadmap service which includes linked items from Azure Boards, we will now edit that Power BI report to bring in Azure Boards data. Firstly click Get Data > Odata Feed and enter the Azure DevOpps OData API URL like below:


For details on the Azure DevOps OData API in Power BI, see this article:

Click OK and sign in as required. In the Navigator window select Projects and WorkItems plus other tables as required:


Click Edit to load the Power Query editor. Edit the queries as needed, such as removing columns, remaining columns etc. but ensure you leave the ProjectId and WorkItemId columns in Projects and WorkItems queries as these are required to join the Azure Boards data with the Roadmap data. Once finished you should have at least 9 queries like below:


Click Close and Apply in the Power Query editor. Set up the relationships between the Projects table and RoadmapRowLinks and WorkItems table and RoadmapItemLinks:


Now update the Roadmap Detail page in the report as needed, as seen below outlined in red, I have included some project and work item level data from my linked Azure Boards Projects and Work Items:


It’s that simple!

#Project Roadmap #CDS #App Overview #PPM #ProjectManagement #MSProject #ProjectOnline #Office365 #PowerPlatfom #Dynamics365

March 1, 2019 at 12:57 pm | Posted in Administration, App, Configuration, Customisation, Functionality, Information, Reporting | 2 Comments
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Have you used the new Roadmap feature from Microsoft yet? If not, why not! Over the last few months I posted several Roadmap related blog posts. In this blog post I have summarised all of the posts so that all of the post links are available in one place.

Roadmap is live – this post covered an overview for the end user:

Roadmap CDS App over view – this covered the CDS details (entities etc.) and reporting:

Roadmap PWA Project Center integration:

Then the Power BI Report pack for Roadmap:


Combining Project Online data with Roadmap data in the Power BI Report pack:

Roadmap with Azure Board work items:

Combining Azure Board data with Roadmap data in the Power BI Report pack:

If you haven’t used Roadmap yet, take a look when you can! Also, see what you think of my Roadmap Power BI Report pack to get you started on reporting.

Change the default PWA site URL in Project Home for #ProjectOnline #Office365 #PPM #PMOT #PMO #MSProject

February 20, 2019 at 8:57 am | Posted in Administration, Customisation, Functionality, Information | Comments Off on Change the default PWA site URL in Project Home for #ProjectOnline #Office365 #PPM #PMOT #PMO #MSProject
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It is now possible to change the default PWA Site used in Project Home, this will default to /PWA but can be updated using the new “Default PWA site” option on the settings cog menu:


Clicking this menu option will load a modal dialog to update the URL:


This input box will list all of the PWA site collections where you have accessed Projects, so if you delete “PWA” from the input box there will then be an option to select another PWA site collection that you have accessed previously (it’s a unique list of PWA site collections for all projects you see in Project Home):


If you type the name of a site that doesn’t exist or that you do not have access to, you will see this message then you click Change Site:


Select a site from the list or type the name of a site that you know exists then click Change Site, it will check your permissions on this site:


Once this passes OK it will update the default PWA site:


Now you will find the Create New > Project button and the “Go to Project Web App” link will open in the new target PWA site collection.

Reset to default will update the PWA site back to /PWA.

A great improvement that many organisations have been asking for!

#ProjectOnline Snapshot / data to #SharePoint list using #MSFLow #MicrosoftFlow #PPM #PMOT #Office365 #PowerPlatform

December 14, 2018 at 10:00 pm | Posted in Add-on, Administration, Configuration, Customisation, Functionality, Information, Reporting, Workflow | 2 Comments
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Next in my series of posts on using Microsoft Flow with Project Online is capturing Project Online data into a SharePoint list, this is a useful scenario for simple snapshot requirements. For example, if you want to snapshot some key project level data, the easiest place to store this data is in a SharePoint list. I have blogged simple code examples before that do this: & Whilst these approaches work, the PowerShell does need to be run from somewhere, a server / Azure Function etc. This post provides the same end result with Project Online data in a SharePoint list but all from a Microsoft Flow. The Flow can be seen below:


This simple example makes use of the recurrence trigger to schedule the process, the “Send an HTTP Request to SharePoint” action to get the project data from Project Online and a SharePoint create item action inside an Apply to each loop. We will walkthrough the actions later in the post.

Firstly, the SharePoint list was created:


This was created in my Project Online Project Web App site collection. I created SharePoint columns on this list for each of the fields I wanted to capture from my Project Online dataset. As this is just an example, the number of fields and data is quite limited. Now back to the Flow. We will skip over the recurrence trigger to the first action that gets the Project Online data, this just uses the “Send an HTTP Request to SharePoint” action to call the Project Online OData REST API so that we can easily get all of the Project Online data. In this example we are accessing the Projects endpoint in this API and selecting a few example project level fields including an example custom field:


This action will get all of the data based on the Odata query used in the Uri input. We wont cover all of the settings here in this post as I covered this in the last post found here:

Next we need to loop through all of the projects in the results array to create a SharePoint list item for each project. To do this we need to use an “Apply to each” action:


In the output from the previous step we use body(‘ReadallProjects’)[‘value’] to use the data from the previous step which is all of our Project Online projects with some data minus the timesheet project in this example. Then for each project in the array we create a list item on our target SharePoint list using the create item action. In the create item action we just map the data from the array to the correct list column. The Project Online fields are accessed using an expression, for example for ProjectCost in this example Flow the expression is items(‘Apply_to_each’)[‘ProjectCost’] where apply to each is the name of the action and ProjectCost is the field / property in the results from the Odata query.

Once this Flow runs a few times you can then easily create snapshot / trend reports or even extend the SharePoint view to show what you need:


As you can see in this example, I’ve updated the SharePoint view to show the RAG icon in the Overall RAG column rather than the text value. This is very simple with the column formatting options available with the SharePoint modern UI using JSON.

Another example of extending Project Online with low / no code solutions in Office 365.

There will be further example solutions built for Project Online using Microsoft Flow in later posts.

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