Extending #ProjectfortheWeb Part1 #PPM #CDS #MSDyn365 #PowerPlatform #MSProject #PowerApps

December 13, 2019 at 12:52 am | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information | Leave a comment
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This is the first of a few blog posts containing examples for extending the Project for the Web application. For those of you that have not seen any previous blog posts on Project for the Web here is a link: https://pwmather.wordpress.com/tag/project-for-the-web/ & a video: https://youtu.be/4OeegM8ScMk that I published when Project for the Web was released.

As you are all probably aware by now, Project for the Web is the new Project service built by the Project team at Microsoft. This new service is not built in SharePoint like Project Online, this is built on the Power Platform Common Data Service for Apps. There are two interfaces to access Project for the Web, the Office interface as accessed here https://project.microsoft.com/ or via the Power Apps interface accessing the Project model-driven app. Extending the Office UI is not possible so all customisations are via the Power Apps interface. In this blog post we will start adding an Issues entity to the app. The example can be seen below in my new model-driven app called “Project PPM”:

New “Logs” grouping with Issues on the site map and “Number of Issues” in the project view

App1

Issues entity with related project – clicking the project name navigates to that project:

App2

New Issue form – a few example fields:

App3

Project view with Issues tab and “Number of Issues” field that counts the number of issues for the current project:

App4

Issues tab in the current project:

App5

Clicking New Issue here loads the New Issue form but with the current project pre-selected:

App6

As you can see, this is a very simple customisation but shows various basic steps that can be repurposed to extend the app further. The steps below will walkthrough making these changes.

Access https://make.powerapps.com/ and ensure you’re in the default organisation where the new Project for the Web service is deployed. These steps below add the entity directly rather than via a solution, I’d recommend creating everything via a solution so that it can easily be exported / imported to different environments if needed. Items can be added to solutions after if required, this post does not cover solutions though. Under Data click Entities and add a new Entity, I called mine “Issues”:

Entity

Add the fields you want such as Due Date, Description, Owner, Status etc. and save the entity. Also create a field such as “Related Project” that is a lookup to the Project entity – this is important if you want that relationship:

EntityField

Next access the Views option in the Issues entity and modify / create views as needed, here I’ve just modified the default “Active Issues” view to add my new fields in – Publish the changes:

View

Now access the Forms option in the Issues entity and update the Main form to add the new fields in – Publish the changes:

Form

Save the Issues entity and access the Project entity, here I added a new rollup field called “Number of Issues”:

Rollup

I updated the view/s to add the “Number of Issues” field in where applicable and Published the views. The Information form was updated to include the Number of Issues on the Summary tab:

Proj Form

A new 1-column tab component was added to the form, I called this “Issues” and then a Subgrid related data component was added and linked to the new related Issues entity:

FormIssues

The form was then published and the entity saved as required.

That’s all the changes to the entities for this example. Next up is creating the new model-driven app. With the changes just carried out, the default “Project” app will include the changes to the Project entity but you wont have the new Issues entity on the left nav:

ProjApp

In the next post we will look at creating the app seen at the start of the post with future posts planned on more additions such as Risks, a process flow, Programs etc.

#Office365 #ProjectfortheWeb #MicrosoftTeams integration #PowerAutomate #ProjectManagement #PPM #MSProject #PowerPlatform #AdaptiveCards Part 4

December 12, 2019 at 1:22 pm | Posted in Administration, Functionality, Add-on, Customisation, Information, App | Leave a comment
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In part 4 of this series we will create a simple Power Automate Flow that posts a message to a Team when a project is overdue. For part 3 of the series, here is the link if you missed it where we looked at adding a Bot for Project for the web into Teams: https://pwmather.wordpress.com/2019/11/22/office365-projectfortheweb-microsoftteams-integration-projectmanagement-ppm-msproject-powerplatform-powervirtualagents-part-3/

This post will use Teams messages and Adaptive Cards in Teams, this will be similar to the posts I created in the summer for Project Online: https://pwmather.wordpress.com/tag/adaptive-cards/ 

Firstly create the Power Automate Flow to get the data, in this simple example I have a scheduled Flow that runs once a week, queries the Projects entity in the CDS with a filter as seen below to only return the projects that are not 100% complete and the Finish date is before todays date:

Flow1

Then an Apply to each action is used as the List Overdue Projects is more than likely to return more than one project:

Flow2

Here you can see some additional Compose actions as I calculate the days overdue and also build up a Project Link, these are used in the Post a message action. The message is switched to code view so that I could build up a HTML link. I created most of the message when in the HTML view then switched it to the code view to create the Project Link. When this runs this posts a message for each project overdue, in my example test tenant I have two test projects that are overdue:

Teams

Before we move on to the adaptive card example, I will detail the example compose actions I have:

FlowCompose

FinDateTickValue = ticks(items(‘Apply_to_each’)[‘msdyn_finish’])

TodayTickValue = ticks(utcNow())

DateDifference = div(sub(outputs(‘TodayTickValue’),outputs(‘FinDateTickValue’)),864000000000)

ProjLink = concat(‘https://project.microsoft.com/?org=cdsOrg#/taskgrid?projectId=projectId’,items(‘Apply_to_each’)[‘msdyn_projectid’])  – cdsOrg would be updated to your correct CDS org like below:

concat(‘https://project.microsoft.com/?org=orgxxxxxxx.crm11.dynamics.com#/taskgrid?projectId=’,items(‘Apply_to_each’)[‘msdyn_projectid’])

In the next example I will use the Teams Adaptive Card action to post this message as a card rather than a standard message:

FlowCard

The card is authored in JSON, I used the same process here as I documented my previous posts for Project Online, no need to hand craft the JSON, use adaptive card designer here: https://adaptivecards.io/designer. Once you have the card built and designed in the designer, copy the card JSON and paste into the Flow message input:

FlowCard2

Add the dynamic content to the JSON message as seen below to pass in the correct data based on your card design:

FlowCard2

When this Flow runs it posts cards to the Teams channel for the overdue projects as seen below:

Card1

The cards can be made to be as engaging as you like with images, text, fonts etc. this is just a basic example for this blog post.

There are many use cases for this type of simple Project for the Web and Microsoft Teams integration using Power Automate, I will look to post some other examples in the future.

#ProjectfortheWeb new Copy link to task feature #MSProject #ProjectManagement #WorkManagement #CDS

December 12, 2019 at 9:03 am | Posted in Administration, Configuration, Functionality, Information | Leave a comment
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Just a quick post to highlight a new feature that was turned on this week in Project for the web, the “Copy link to task” option on the task callout menu as seen below:

Link

This option is on all of the task call out menus so that you can easily copy a link to a task and send to another user. The link will always load the task on the task board view with the task dialog loaded:

Task

For other posts on Project for the Web, see this link: https://pwmather.wordpress.com/tag/project-for-the-web/

#Office365 #ProjectfortheWeb #MicrosoftTeams integration #ProjectManagement #PPM #MSProject #PowerPlatform #PowerVirtualAgents Part 3

November 22, 2019 at 7:16 pm | Posted in Add-on, Administration, App, Functionality, Information, Workflow | 1 Comment
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In part 3 of this series we will look at adding the sample bot created in part 2 in to Microsoft Teams. If you missed part 2 it can be found here: https://pwmather.wordpress.com/2019/11/20/office365-projectfortheweb-microsoftteams-integration-projectmanagement-ppm-msproject-powerplatform-part-2/

Now we have a working Power Virtual Agent (PVA) for creating projects in Project for the Web we can now embed this into other applications such as Microsoft Teams, custom web applications, Cortana, Facebook etc. Do remember that PVAs are currently only in preview and not generally available yet. For this example we will add this into Microsoft Teams. Firstly we need to publish the bot from the Publish page:

Publish

Once published at least once you will then be able to try out your bot in the demo website:

Demo

Each time you make a change to the bot, once ready you will need to publish it again. Now that it’s published we click Channels under the Manage menu, then in this example click Microsoft Teams:

Teams

Now click the Add button and this generates the App ID:

TeamsAppID

Copy the App ID for a later step. Now load the Teams App Studio (or add it to Teams if you don’t have this yet). In the App Studio click Manifest editor and the click “Create a new app”. Complete the form as required:

AppForm

Now using the left hand menu, click Bots under “2 Capabilities”:

BotSetup

Click “Set up”. Then click “Existing bot”, add the bot name then paste in the App ID copied in the previous step when adding the Teams channel in the Power Virtual Agents window and set the scope to Personal then click Save:

Existingbot

Now click on Test and distribute under “3 Finish”:

Test

Here you can install the app in Teams for testing or Download. In this example I’m downloading it then in Teams click Apps > Upload a custom app:

Upload

Once uploaded, from the Bots filter in Apps you will see the bot:

BotAdded

Click that then you will be able to Add it and it will appear in your personal Chat and you can create a project from there:

BOTinTeams

For more details see this link: https://docs.microsoft.com/en-gb/power-virtual-agents/publication-add-bot-to-microsoft-teams

I will add some more Microsoft Teams integration options for Project for the Web soon!

#Office365 #ProjectfortheWeb #MicrosoftTeams integration #ProjectManagement #PPM #MSProject #PowerPlatform Part 2

November 20, 2019 at 8:47 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | 1 Comment
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In the last post we started looking at integration options for Project for the Web in Microsoft Teams, this post can be found here: https://pwmather.wordpress.com/2019/11/16/office365-projectfortheweb-microsoftteams-integration-projectmanagement-ppm-msproject-powerplatform-part-1/

This post continues with the Project for the Web and Microsoft Teams integration theme but this time creating a Project directly from Teams using a bot. This makes use of the new Power Virtual Agents feature that is currently in preview: https://powervirtualagents.microsoft.com/ In this post we will build a very simple Power Virtual Agent, PVA for short, that will enable to user to create a project in the Project for the Web service.

In the first part (Part 2 of the series) we create the PVA bot and Power Automate Flow. Firstly access the Power Virtual Agents preview and create a new bot, I’ve created one called “Project Creation”:

BOT

I wont cover all the possible options for the PVAs as these are well documented here: https://docs.microsoft.com/en-us/power-virtual-agents/, I will just cover the minimum to get started creating a project. Click the “Customize your greeting” button to load the default Greeting topic editor:

Topic

Here on the canvas you can create / edit the steps for the greeting topic. I’ve deleted some of the default messages, updated a message and about to add a question:

Topicedit

I’ve created my first question that the bot will ask the user:

Q1

This is taking the entire response as the answer and saving it to the projectName variable. The next question is asking for the start date:

Q2

This is identifying the responses as Date and time and saving it to the startDate variable. As you can see this added two conditions in but I will delete those as they are not required in this bot. The final question is asking the user which department is the project for. Department is a custom field I have in the project entity:

Q3

This is a multiple choice question to give the user a option to select, I’ve matched the options here that are available my custom Department Option set in the CDS. The answer will be saved to the department variable. As you can see this added three conditions in but I will delete those as they are not required in this bot. Next we need to call an action to create the project. This will call a Flow, create the Flow using the “Create a flow” option if you do not have the Flow yet:

Action

That will take you to the Flow editor with the Power Virtual Agents Flow Template loaded:

Flow

Modify this Flow as needed and update the name. Here is my Flow:

FlowSummary

Key changes highlighted below:

Updated the JSON schema to support the data the PVA is passing in:

HTTP

Added a switch action to handle the different departments:

Department

Then within each case, add a “Create a new record” CDS action to create the project, here is the Marketing project example:

Create

Pass in the details as needed, the key parts for this post is that I’m passing in the Name value and the Start Date value from the PVA bot. I’ve hard coded items like the Project Manager in this example. For other setting, see this post for details: https://pwmather.wordpress.com/2019/11/11/office365-projectfortheweb-project-request-process-using-microsoftforms-cds-and-powerautomate-projectmanagement-ppm-msproject-powerplatform/ Repeat this for each case in the switch action. The final action is the response to the PVA, this has been updated with the correct outputs that I want to post back:

Respond

For this Flow to be available, it needs to be added to a solution. To do this navigate to the Power Apps home and click Solutions > New solution and complete the form then click create. Access the new solution and click Add exiting from the command bar:

Solution

Select Flow then click Outside Solutions and select the Flow then click Add:

SolutionFlow

Now back in the PVA bot editor window, click “Call an action” again" and select the Flow that was added to the solution and set the variables:

FlowBOT

We then add another message to inform the user that the project has been created and end the conversation:

End

Save the bot and test it:

Test1

Test2

We can now see the new empty project that has been created:

Project

That’s it for part 2 of this series, in part 3 we will look at adding this bot in to Microsoft Teams. Power Virtual Agents are pretty awesome for low / no code bots, try out the preview and see what you think!

#Office365 #ProjectfortheWeb #MicrosoftTeams integration #ProjectManagement #PPM #MSProject #PowerPlatform Part 1

November 16, 2019 at 12:15 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information | 1 Comment
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This is a new mini series for the new Project for the Web application that will look at various ways / examples for integrating with Microsoft Teams for improved collaboration. This blog series will talk about Project for the Web: https://pwmather.wordpress.com/tag/project-for-the-web/.

I previously posted a examples on integrating Office 365 Project Online with Microsoft Teams, here are many examples for Project Online: https://pwmather.wordpress.com/tag/microsoft-teams/. This series will build similar integrations but for Project for the Web.

In this first post, we will keep it very simple and just surface the Project in a new Team linked to the Office 365 Group used for the Project. Firstly for this example, as we want to link the Project in a Tab in a Team Channel, we will create a new Team linked to Office 365 Group. If your Project is not linked to an Office 365 Group yet, for example if you haven’t added any team members yet, access the Project and link this to an existing Office 365 Group or create a new Office 365 Group as required.  To create / link the Project to an Office 365 Group, access the Project then click “Group members” in the top right corner:

Group

Here use the menu to either create a new group or add to a group. For this example I’m going to use this project and group:

ProjGroup

This Office 365 Group doesn’t current have a Microsoft Team associated. Now jump into Microsoft Teams and click Join or create a team at the bottom left below the Teams you are a member of then click Create a team:

Teams1

Click Create from…

Createfrom

Then Office 365 group:

O365group

Scroll and find the group you want, in this example I selected the group I created for the Project:

ProjGroup

Now click Create. We now have the new Team linked to the Office 365 group associated with the project:

Team

In the General Channel I will create a new Website tab to link to the project:

Tab

The URL used here is as follows:

https://project.microsoft.com/?org=cdsOrg#/taskgrid?projectId=projectId&dynamicsUI=true

Where {cdsOrg} is the Organization project for the web is deployed to, {projectId} is the project ID for the project. The last query string on the end is dynamicsUI=true, this is to remove the Office 365 header and the left navigation pane to give a better embedded experience. Without the dynamicsUI query sting:

ProjwithNav

With the dynamicsUI query string:

WithoutNav

Back in Microsoft Teams, we can now access the Project plan inside Microsoft Teams:

ProjInTeams

This could be automated if needed but the manual steps are so simple. Next up we look at adding more Microsoft Teams integration for Project for the Web.

#Office365 #ProjectfortheWeb Project Request process using #MicrosoftForms #CDS and #PowerAutomate #ProjectManagement #PPM #MSProject #PowerPlatform

November 11, 2019 at 10:05 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | 1 Comment
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A couple of weeks back I posted how to create a project request process for Office 365 Project Online using Microsoft Forms, Microsoft Flow, now known as Power Automate, and SharePoint, for those that missed that post, it can be found here: https://pwmather.wordpress.com/2019/10/23/office365-projectonline-project-request-process-using-microsoftforms-and-microsoftflow-projectmanagement-ppm-msproject-sharepoint-powerplatform/. Since the official release of the new Microsoft Project application, known as Project for the Web, I’ve built a similar example that uses Microsoft Forms, Power Automate and the Power Platform Common Data Service (CDS). For those of you that haven’t seen my posts on the new Project for the Web service, here is a link: https://pwmather.wordpress.com/tag/project-for-the-web/.

The components required for this project request process are Microsoft Forms, Power Automate, the CDS and Project for the Web. Firstly for the entry point to initiate the project request – I’ve used a simple Form as seen below but this could also just as easily have been a Power App.

Form

As with the Project Online example, we could ask whatever details we need to support the project request process but this is just a simple example. The department question is key for this example as that is used to control who approves this project request. I’ve only got two options here to keep it simple but you will see later on in the post how / where to add to this. The next component is the CDS Entity. I’ve created this new Project Requests entity in the default org:

ProjRequestEntity

I’ve filtered the fields above to show the custom fields I’ve created in this new Project Requests entity. These are summarised below:

  • Project Name – used to store the Project Name from the request form
  • Description – used to store the Project Description from the request form
  • Project Department – used to store the project department from the request form
  • Project Justification – used to store the project justification from the request form
  • Reviewed By – used to store the Flow Approval reviewer
  • Review Status – used to store Flow Approval status
  • Reviewer Comments – used to store the Flow Approval reviewer comments
  • Project Requested By – used to store the email address of the user who completed the request form
  • Project ID – used to store the Project ID from Project for the Web for project that gets created by the Flow
  • Project ID Linked – links to the project in the Project entity for project that gets created by the Flow

To support this process, I’ve also added the “Project Department” field to the Project entity as an option set – add the option values as required.

ProjEntity

Options:

OptionSet

The next component is the Power Automate Flow, this is used to automate the process from receiving the project request form response, sending out the approval and creating / updating the CDS entities accordingly. The Power Automate Flow can be seen below with one of the switch cases expanded:

Flow

The Flow is covered in more detail below. The final component required is Project for the Web.

This Flow is triggered when a new form response is submitted to the Project Request form. The first action is to initialize a Project Manager variable that is set later on. It then uses an Apply to each loop with a list of the response notifications passed in from the trigger. The first step inside the Apply to each action is the Get response details Form action with the form response ID passed in.

Flow1

The next action inside the loop is the Get user profile action, here we pass in the Project Request responders email address then the Flow uses the List records CDS action to query the Users entity, a filter is added as we pass in the users ID from the Office 365 Get user profile action. Here it is assumed that the user who completed the Form response is a user in the CDS Users entity. We then set the Project Manager variable inside a 2nd Apply to each loop. Whilst our List records example will only return one result, the List records action could return multiple results so Flow automatically adds the Apply to each. The input for the Apply to each 2 action is the output from the List records actions. The value used to set the ProjectManager variable is in this example is “items(‘Apply_to_each_2’)?[‘systemuserid’] but just pick “User” from the List records dynamic content:

Flow2

The Flow then uses a Switch action to have different paths based on the department value, the “Which department is the project for?” form answer is used to switch on:

Flow3

The Flow then has different cases in the Switch action, one for each of the possible values for the “Which department is the project for?” question. I’ve just got 2 cases in this example but this is where you would expand this for more departments:

Flow4

Expanding one of the cases to see the details and I will point out the differences between each case:

Flow5

As you can see, the first action is a Flow Approval that is set to “Approve/Reject – First to respond”. I’ve set the Title to be “Marketing Project Request”, update this for other departments as need. I’ve assigned this to the admin account but this where you would assign it to the user who approves the marketing projects. In the details section I’ve added the Project Request form responses for the “Get responses details” action to give the reviewer the details needed. The Condition check action is used to check the approval outcome. Then for requests that were approved the Flow uses another loop. The loop is required as the default Approval action can have more than one response in some cases but in this case it will only have one. Inside the loop there are 3 CDS actions:

Flow6

Firstly to create a new record in the Project Request entity by passing in the form response value and the approval details:

Flow7

The second CDS action in this loop is to create the project in the Project entity, here the Calendar Id is required but this is set by the service, here I just put a 1 in there as a value is required in the action, the Name is passed in from the Form value. The Contracting Unit is the Organizational Unit ID found in the Organizational Unit entity, Project Manager is set with the Project Manager variable. The Work hour template is set to the correct Work Template ID found in the Work template entity. The final field set in this example is the Project Department value, here we set Marketing but set this based on the correct Project Department:

Flow8

The final CDS action in the loop is to update the original Project Request record in the CDS with the newly created Project identifier Project record:

Flow9

If the project is rejected, in this example a record is created in the Project Request entity only but typically you would also send an email etc. to notify the requester. This action is similar to the first action in the approved side but the Review Status is set to Rejected:

Flow10

That’s it, a very simple Power Automate, Microsoft Forms and Power Platform CDS project request process for Project for the Web. I will post a short video on my YouTube channel demoing this in action later this week along with a video for the Project Online version too: https://www.youtube.com/channel/UC_b_pa1ADKlUqIpLK9AmR1g?sub_confirmation=1

#Office365 #ProjectOnline Project Request process using #MicrosoftForms and #MicrosoftFlow #ProjectManagement #PPM #MSProject #SharePoint #PowerPlatform

October 23, 2019 at 8:17 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | 1 Comment
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Following on from my last post where I created an example Microsoft Flow to create a project in Office 365 Project Online using the correct Enterprise Project Type, I’ve extended this to show how to build a project request process using Microsoft Forms, Flow Approvals, SharePoint and Project Online. If you missed the last post, here it is https://pwmather.wordpress.com/2019/09/27/creating-new-projects-based-on-epts-in-office365-projectonline-using-microsoftflow-ppm-powerplatform-rest-msproject-projectmanagement/

For this project request process there are a few components required, the Form and the SharePoint list then the Flow to bring it together. The form is used to capture the project requests but this could as easily have been a PowerApp. My simple form can be seen below:

Form

We could ask any questions we want on the form but the key part for this project request example is the department question as this is used for two purposes. The first, to get the project approvals from the correct person in that department and secondly to create the approved projects using the correct Enterprise Project Type (EPT) in Project Online. The next component is a SharePoint list to store the requests and approval responses. I created this in the Project Online Project Web App (PWA) site collection but again, this list could exist in any SharePoint Online site collection or we could have even created an entity in the Power Platform CDS to store the data. The simple list can be seen below:

List

The columns I have on this list are detailed below:

  • Title – used to store the Project Name from the request form
  • Project Description – used to store the Project Description from the request form
  • Project EPT – used to store the project department from the request form
  • Justification – used to store the project justification from the request form
  • Reviewed By – used to store the Flow Approval reviewer
  • Review Status – used to store Flow Approval status
  • Reviewer Comments – used to store the Flow Approval reviewer comments
  • Project Requested By – used to store the email address of the user who completed the request form
  • Project ID – used to store the Project ID from Project Online for projects that get created by the Flow

The next component is the Microsoft Flow, this is used to capture the Form responses once they are submitted, start the approvals, create the SharePoint list item on the Project Request List then if approved, create the project and update the list item. If rejected the Flow sends a rejected email to the project requester.The Flow can be seen below with one of the switch cases expanded:

Flow

I will cover the Flow in detail next but the final component required is Project Online. In my Project Online instance I have 3 EPTs, one for Marketing, one for R&D and the default Enterprise Project.

So back to the Flow, the Flow is triggered when a new form response is submitted to the Project Request form, it then uses an Apply to each loop with a list of the response notifications passed in from the trigger. The first step inside the Apply to each action is the Get response details Form action with the form response ID passed in. The Flow then uses a Switch action to have different paths based on the department value, the “Which department is the project for?” answer is used to switch on:

Flow1

The Flow then has different cases in the Switch action, one for each of the possible values for the “Which department is the project for?” question:

Flow2

Now we will expand one of the cases to see the details and I will point out the differences between each case:

Flow3

The first action in the case is a Flow Approval using the “Start and wait for an approval” action. This approval type is set to “Approve/Reject – First to response”. As this is the Marketing case, the approval title is “Marketing Project Request” and it is assigned to the user who approves new Marketing projects. I have just used my account for demo purposes! The title and approver it is assigned to could be different per department. Then in the details section we just pass in values from the “Get response details” action so that the approver knows what they are approving. Then there is a Condition action to check the outcome of the approval action, this just uses the Outcome output from the approval action. Then for approvals that were approved the Flow uses another Apply to each loop this time passing in the Approval action responses – we only have one approver but the Approvals action can have more than one response so it needs the loop. Then inside the approved loop the Flow uses the SharePoint create item action to create the list item on the Project Request List, then it uses the SharePoint HTTP action to create the project in Project Online then finally a SharePoint Update item action to update the list item with the newly created project ID. The overview can be seen below with details for these actions next:

Flow4

Create item action has the Form answers and the approval reviewer and reviewers comments passed in to create the list item:

Flow5

The SharePoint HTTP action posts to ProjectServer/Projects/Add API with the project name and description being passed in from the Form answers, the EnterpriseProjectTypeId is hard coded to the Marketing EPT – this GUID would be different in the other cases so the project is created with the correct EPT:

Flow6

The final action for the approved request is to update the previously created list item on the project request list with the newly created project Id using the SharePoint Update item action. Here we pass in the ID from the previous Create Approved item action, the Title is required so that is set again using the Form answer and the Project ID is set using an expression body(‘create_Marketing_project’)[‘Id’]. The expression will be different for the other cases as it needs the name of the action that is used to create the project.

Flow7

If the project request is rejected, the Flow creates the item on the list the same way is does if approved but the Review Status field is set to “Rejected” then the Flow sends an email to the user who requested the project:

Flow8

That’s it – really simple! Next I’ll show the approvals email for a requested project, this can be seen below:

Email

I will then approve this with some comments:

Email2

Once submitted, the email updates to show its approved:

Email2

In this example, the item is then created on the list, the project created and the list item updated with the project GUID. I will create a video in the next week or two to demo this.

A nice simple low / no code solution for building a project request process for Project Online using Microsoft Forms, SharePoint Online and Microsoft Flow, watch out for the video on my YouTube channel soon: https://www.youtube.com/channel/UC_b_pa1ADKlUqIpLK9AmR1g?sub_confirmation=1

Creating new Projects based on EPTs in #Office365 #ProjectOnline using #MicrosoftFlow #PPM #PowerPlatform #REST #MSProject #ProjectManagement

September 27, 2019 at 5:06 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | 1 Comment
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When creating projects in Office 365 Project Online you can create projects based on different types known as Enterprise Project Types, here is a link on setting these up: https://pwmather.wordpress.com/2014/01/27/getting-started-with-projectonline-part-5-ps2013-office365-project-ppm-sharepointonline-pm/ Creating a project via PWA enables you to select the correct EPT for your type of project. When creating a project programmatically you can also set the correct EPT. The default “Creates new project” Project Online Microsoft Flow action does not provide the ability to set the Enterprise Project Type, it will just use the default type. The action can be seen below:

Flow1

The easy solution is to use the SharePoint HTTP action to use the Project Online CSOM REST API as seen below in this example:

Flow2

This example is very much hard coded and manual when setting the EPT value, project names etc. In a real world example these would be set from the source application requesting to create a project, but the process is the same. So assuming the source application had set the variable to Marketing as seen below, the switch action would then check the value in the variable:

Flow3

In the switch action you would have switch cases for each EPT you have / want to use. In my test PWA instance I have 3 EPTs I wanted to use – Enterprise Project, Marketing and R&D:

PWA

I have set the Switch action to have 3 cases, 2 to match the the EPT values for Marketing and RD then the 3rd as a catch all that uses the default Enterprise Project EPT.

In this example case the variable value is Marketing so the Switch action would then use the CreateMarketingProject action seen below – this is the SharePoint HTTP action:

Flow4

Here we call the _api/ProjectServer/Project/Add project API with a POST request and pass JSON in the body that details how to create the project as seen below:

Flow5

The key parameter value here for the EPT is the EnterpriseProjectTypeId, in this case this is the GUID for the Marketing EPT as seen below:

PWA2

The EnterpriseProjectTypeId GUIDs are different in the other cases within the Switch action so that the projects are created using the correct EPT. Without passing in the EnterpriseProjectTypeId, the project would create using the default EPT. A simple solution for creating the correct project type in Project Online using the Power Platform application Microsoft Flow.

#ProjectOnline – how to check if a project is checked out using #MicrosoftFlow #Office365 #PPM #MSProject #PowerPlatform #ProjectManagement

September 25, 2019 at 1:20 pm | Posted in Add-on, Administration, App, Configuration, Customisation, Functionality, Information, Workflow | Comments Off on #ProjectOnline – how to check if a project is checked out using #MicrosoftFlow #Office365 #PPM #MSProject #PowerPlatform #ProjectManagement
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When programmatically working with projects in Office 365 Project Online, if you wish to edit a project, you will only be able to do this if the project is not already checked out. Below is a simple example using Microsoft Flow to check if the projects are checked out:

Flow

The Flow is detailed below. Firstly the Flow will query the ProjectServer API which is the CSOM REST API using a SharePoint HTTP action:

Flow1

This queries the Projects endpoint and includes the IsCheckedOut property. NOTE: Use an account for the SharePoint connection that has full edit access to all project in the PWA site collection as the ProjectServer API is security trimmed.

Then the Flow uses an Apply to each loop, the dataset returned from the previous action is used which is body(‘CheckIfProjectsCheckedOut’)[‘value’]. Then a condition action is used, this is where the Flow will check if the project is checked out. The value passed into the check is the IsCheckedOut property using items(‘Apply_to_each_project’)[‘IsCheckedOut’], here we check if this is false:

Flow2

Now at this point you would continue with your project update if this check was true (project is not checked out) and not proceed with the update if this check was false (project is checked out). For the purpose of this example Flow, I just send an email but in a real world example, this is where your actions would go to update the projects, log which projects could not be updated etc.

Flow3

A simple solution to help build more robust Flows for Project Online.

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