How to create a Planner task from a new SharePoint list item

Introduction

In this tutorial, you will learn how to create a Power Automate flow that automatically generates a task in Microsoft Planner whenever a new item is added to a SharePoint list. This integration helps streamline task management and ensures that assignments are tracked efficiently, particularly when the task is attributed to specific individuals.

Step 1: Set Up Your SharePoint List

• Create a SharePoint list that includes necessary fields such as:
  • Title of the task
  • Assigned To (individual responsible for the task)
  • Any additional relevant fields (like due date, priority, etc.)
• Ensure you have the necessary permissions to create and edit lists in SharePoint.

Step 2: Access Power Automate

• Log in to your Microsoft account and navigate to Power Automate.
• Click on "Create" from the left sidebar to start building a new flow.

Step 3: Choose the Trigger

• Select the trigger for your flow:
  • Search for "When an item is created" under SharePoint.
• Configure the trigger by filling in:
  • The site address where your SharePoint list is located.
  • The name of the list you created in Step 1.

Step 4: Initialize Variables

• Click on "New step" to add an action.
• Search for "Initialize variable" and select it.
• Set up two variables:
  1. TaskTitle - Type: String
  2. AssignedTo - Type: String
• Assign these variables using the dynamic content from the SharePoint list item:
  • For TaskTitle, choose the field that contains the task title.
  • For AssignedTo, select the field that specifies who the task is assigned to.

Step 5: Create the Planner Task

• Add a new action by clicking on "New step."
• Search for and select "Create a task" under Planner.
• Configure the action by filling in the required fields:
  • Group ID: Select the group for your Planner tasks.
  • Plan ID: Choose the specific plan where the task will be created.
  • Title: Use the TaskTitle variable.
  • Assigned to: Use the AssignedTo variable.
  • Fill in any additional optional fields like due date or description as necessary.

Step 6: Test Your Flow

• Save your flow and perform a test by adding a new item to your SharePoint list.
• Check Microsoft Planner to confirm that the task has been created as expected.

Conclusion

You've successfully set up a Power Automate flow that generates a Planner task from a new SharePoint list item. This automation can save time and improve task tracking within your team. Consider customizing your flow further by adding more conditions or actions based on your needs, such as sending notifications or updating existing tasks.