#Microsoft #Planner Tasks in #ToDo #Office365 #WorkManagement #TaskManagement #PPM #Project

May 6, 2019 at 10:51 pm | Posted in Administration, Functionality, Information | Leave a comment
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A quick blog post to highlight a new feature in Microsoft Planner and Microsoft To-Do, you can now sync your Planner tasks into Microsoft To-Do!

When you access Microsoft To-Do you will see a notification in the bottom left corner asking if you want to track tasks assigned to you in Planner as seen below:

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Click Show list, this then adds the “Assigned to Me” list:

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Ignore the test planner tasks I have assigned, this is from one of my example Flows for Project Online!

Clicking a task will load the task details pane on the right hand side:

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From here I can mark the task as complete, update the Due Date, add notes or click the link to open the task directly in Planner. Marking as complete, updating the due date or adding notes from To-Do updates the task in Planner so you can manage your tasks all from To-Do without leaving!

Here is a short video showing this new feature: https://youtu.be/y4NFZ-xqeCo

Another awesome update from Microsoft!

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#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: https://pwmather.wordpress.com/2019/03/18/projectonline-custom-email-notifications-using-msflow-microsoftflow-ppm-pmot-msproject-exchange-office365-powerplatform-part-1/

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: https://youtu.be/CCdxUqBrhEA

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:

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

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

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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:

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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:

body(‘GetAllResourcesWithEmailAddresses’)[‘value’]

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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:

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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:

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

body(‘GetAllResourceAssignments’)[‘value’]

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

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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:

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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:

https://youtu.be/CCdxUqBrhEA

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:

https://www.youtube.com/channel/UC_b_pa1ADKlUqIpLK9AmR1g?sub_confirmation=1

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: https://pwmather.wordpress.com/2019/03/01/project-roadmap-cds-app-overview-ppm-projectmanagement-msproject-projectonline-office365-powerplatfom-dynamics365/

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: https://pwmather.wordpress.com/2018/12/06/projectonline-publish-all-projects-using-msflow-microsoftflow-ppm-pmot-office365-powerplatform-part-1/

Post 2: https://pwmather.wordpress.com/2018/12/12/projectonline-publish-all-projects-using-msflow-microsoftflow-ppm-pmot-office365-powerplatform-part-2/

Post 3: https://pwmather.wordpress.com/2018/12/14/projectonline-snapshot-data-to-sharepoint-list-using-msflow-microsoftflow-ppm-pmot-office365-powerplatform/

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:

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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:

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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:

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

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The final action is to send the email:

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

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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!):

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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:

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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:

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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:

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

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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:

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

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Then the final action is the email:

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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:

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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!):

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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: https://pwmather.wordpress.com/2019/03/15/project-roadmap-azuredevops-azureboards-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-cds/

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: https://pwmather.wordpress.com/2019/01/30/project-roadmap-powerbi-report-pack-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-dynamics365/

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I covered a similar topic the other week but for combining Project Online data here: https://pwmather.wordpress.com/2019/03/08/project-roadmap-powerbi-report-pack-with-projectonline-data-ppm-projectmanagement-msproject-office365-powerplatform-dynamics365-cds-odata/

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:

https://analytics.dev.azure.com/organizationName/_odata/v1.0/

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For details on the Azure DevOps OData API in Power BI, see this article: https://docs.microsoft.com/en-us/azure/devops/report/powerbi/access-analytics-power-bi?view=azure-devops

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

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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:

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

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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:

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It’s that simple!

#Project Roadmap #AzureDevOps #AzureBoards #PPM #ProjectManagement #MSProject #ProjectOnline #Office365 #PowerPlatform #CDS

March 15, 2019 at 6:26 am | Posted in Add-on, Administration, App, Configuration, Functionality, Information, Reporting | 7 Comments
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All of my previous posts on the new Roadmap service for Project has been based on Project Online projects, In this post we take a quick look at using Azure DevOps projects in Roadmap. This post wont go into much detail about the new Roadmap service, only how to use Azure DevOps projects in Roadmap. For details on the Roadmap service see this summary post: https://pwmather.wordpress.com/2019/03/01/project-roadmap-cds-app-overview-ppm-projectmanagement-msproject-projectonline-office365-powerplatfom-dynamics365/

Firstly ensure you have access to a project in Azure DevOps. This project will need work items (Epics, User Stories, Features, Tasks etc.) that have two fields used that might not be standard in your organisation depending on the process used in the project, these are Start Date and Target Date. To do this, for each type of work items that you want to sync in Roadmap, from the Work Items board in the Azure DevOps project, click “New Work Item” then the item such as Epic:

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This list of work items might vary depending on which process your project uses, this example project just uses the basic process. When the Epic page loads, click Customize from the Actions menu seen below:

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Click New Field:

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Then set the option to “Use an existing field” and select “Start Date” and click Add Field:

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Repeat this to add “Target Date” then update the layout to move the two new fields where you want them:

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Repeat this process for other work items as needed such as Tasks, User Stories or Features depending on what board process your project uses. For example, if your project uses the default Agile process you will just need to update the User Story work item to add these fields. Now with some example Epic work items created in my test Azure DevOps project, each with a start date and target date, I can move over the Roadmap.

I’ve added a new row to my Roadmap for the Azure DevOps project, on the “Connect to a project” menu, I will select “Azure Boards”:

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Ensure the Azure DevOps organization URL is correct and validated, then select your project:

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Then the Flow connection details will appear:

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Sign in if prompted. Then click Connect:

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Then search for items to add:

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Then click Add. Now the items will be added to the row:

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This data will be kept in sync using Microsoft Flow just like the Project Online projects. The Project Online projects Flow runs every 5 minutes by default where as the Azure Board project Flow runs every hour.

In the next post we will look to combine the Azure DevOps Project Board data with the Roadmap data in Power BI.

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

March 8, 2019 at 11:04 pm | Posted in Add-on, Administration, App, Configuration, Functionality, Information, Reporting | 2 Comments
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As mentioned in previous posts, I said I will post on how to bring in Project Online data with the Roadmap service data in a Power BI Report. We will start off with the Power BI Roadmap report pack I published recently. If you missed it, it can be downloaded from the post below:

https://pwmather.wordpress.com/2019/01/30/project-roadmap-powerbi-report-pack-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-dynamics365/

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With the Power BI Roadmap report set up and loading data from your Roadmap service, we will now edit that Power BI report to bring in Project Online data. Firstly click Get Data > Odata Feed and enter the Project Online Reporting API URL like below:

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

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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 TaskId columns in Projects and Tasks queries as these are required to join the Project Online data with the Roadmap data. Once finished you should have at least 9 queries like below:

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

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Now update the Roadmap Detail page in the report as needed, as seen below outlined in red, I have included some project and task level data from my linked Project Online Projects and Tasks:

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It’s that simple, take a look and see what you think.

#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: https://pwmather.wordpress.com/2018/12/19/project-roadmap-is-live-ppm-projectmanagement-msproject-projectonline-office365-powerplatfom/

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

Roadmap PWA Project Center integration: https://pwmather.wordpress.com/2019/01/16/projectonline-pwa-project-details-page-integration-with-project-roadmap-office365-ppm-powerplatform-msflow/

Then the Power BI Report pack for Roadmap: https://pwmather.wordpress.com/2019/01/30/project-roadmap-powerbi-report-pack-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-dynamics365/

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Combining Project Online data with Roadmap data in the Power BI Report pack: https://pwmather.wordpress.com/2019/03/08/project-roadmap-powerbi-report-pack-with-projectonline-data-ppm-projectmanagement-msproject-office365-powerplatform-dynamics365-cds-odata/

Roadmap with Azure Board work items: https://pwmather.wordpress.com/2019/03/15/project-roadmap-azuredevops-azureboards-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-cds/

Combining Azure Board data with Roadmap data in the Power BI Report pack: https://pwmather.wordpress.com/2019/03/16/project-roadmap-powerbi-report-pack-with-azureboards-data-ppm-projectmanagement-msproject-office365-powerplatform-dynamics365-cds-odata-azuredevops/

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:

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

SNAGHTML23a34649

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):

SNAGHTML23a60cfb

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:

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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:

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

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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!

#Project Roadmap #PowerBI report pack #PPM #ProjectManagement #MSProject #ProjectOnline #Office365 #PowerPlatform #Dynamics365

January 30, 2019 at 12:19 am | Posted in Administration, Functionality, Information, Reporting | 3 Comments
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I have released a solution starter report pack for Project Roadmap, this follows on from a mini series of blog posts on the Roadmap backend CDS database / app. The final post in that series can be found here: https://pwmather.wordpress.com/2019/01/22/project-roadmap-cds-app-overview-ppm-projectmanagement-msproject-projectonline-office365-powerplatform-dynamics365-powerbi-part-3/

As mentioned in that post, I would release the Power BI report pack I created. This report pack can be downloaded from the link below:

https://gallery.technet.microsoft.com/Roadmap-Power-BI-Report-8eaae91e

This report pack consists of 3 reports for Project Roadmap, these reports can be seen below:

Roadmap Summary page:

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Roadmap Detail page:

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Roadmap Sync Admin page:

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Once downloaded, the report pack CDS data source will need to be updated to point to your target Project Roadmap environment. To do this you will need the Power BI desktop tool which is a free download here: https://powerbi.microsoft.com/en-us/desktop

Open the downloaded PWMatherRoadmapReport.pbit template file in Power BI Desktop and follow the steps below to point the CDS data source to your Project Roadmap environment:

  • When prompted, enter the correct CDS URL for the Project Roadmap environment:

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    • I created a new role in the Dynamics 365 instance where Roadmap is deployed – access the Dynamics 365 admin center from the Office 365 Admin center using the Global Admin account. Open the default Dynamics 365 instance (this is where Roadmap is deployed to) then click Settings > Security > Security Roles > New. I gave the new role Read access at the business unit level to the 4 Roadmap entities used in the report:

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    • I then accessed the user account from the Dynamics Security admin in the Users page then assigned the new role to this account using the Manage Roles option. Other roles and role assignments are as per the default settings:

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    • Now the report will be able to access and load the data.
  • The report will update with the data from your Project Roadmap environment – this might take a few minutes.
  • Save the report.
  • Publish the report to the Power BI service and distribute / share as required.

Your Office 365 administrator / Dynamics 365 administrator will be able to help you out with the correct user account to use as they will probably have a preferred approach to granting access that might be different to the way I have done it here. Or they might want to set up this report, publish to Power BI and give you access via the Power BI service.

This does use the Power BI Common Data Service for Apps (Beta) connector – so this connector could change when released and the report might require some re-work.

I hope you like it and find it useful.

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