Trello to Microsoft Migration | Step 3 - Export to Planner using Flow | Episode 95

Introduction

This tutorial will guide you through the process of exporting data from Trello to Microsoft Planner using Power Automate (formerly known as Microsoft Flow). This method is particularly useful since Microsoft Planner lacks a direct import functionality for CSV files. By following these steps, you will be able to migrate your tasks effectively.

Step 1: Prepare Your Data

Before exporting your tasks, you need to clean and prepare your data in Excel.

1. Clean Up Your Excel Sheet

   • Ensure your Excel file contains the following columns:
     • Plan Name
     • Task Name
     • Action Type
     • Created Date
     • Bucket Name
     • Due Date
     • Task Description
   • Each of these fields should be formatted as single line text.

2. Save Your Excel File as CSV

   • After cleaning up your data, save your file as a CSV to facilitate easier handling in later steps.

Step 2: Copy Data to SharePoint

Since the Flow capability in Microsoft Excel is in preview and may not work correctly, you will copy your data to a SharePoint list.

1. Create a SharePoint List

   • Go to your SharePoint site.
   • Create a new list that reflects the structure of your Excel sheet.

2. Copy Data from Excel to SharePoint

   • Open your SharePoint list and use the Quick Edit option to enter data in a datasheet view.
   • Copy the content from your CSV file and paste it into the SharePoint list.
   • Exit Quick Edit after pasting to save your changes.

Step 3: Set Up Microsoft Flow

Next, you will set up a Flow to migrate your tasks from SharePoint to Microsoft Planner.

1. Create a New Flow

   • Navigate to Power Automate and create a new flow.
   • Choose the option to trigger the flow manually.

2. Configure the Flow

   • Add an action to get items from your SharePoint list.
   • For each item, set up conditions based on the Action Type:
     • If the action type is "Create List," add an action to create a bucket in Microsoft Planner with the provided name.
     • If the action type is "Create Card," retrieve the list of existing buckets and create tasks within the appropriate bucket.

3. Include Task Details

   • Map the corresponding fields from SharePoint to Microsoft Planner:
     • Title
     • Start Date
     • Due Date
     • Description
   • Note that subtasks and file attachments cannot be imported using this method.

Step 4: Run the Flow

Now that your flow is set up, it's time to execute it.

1. Run the Flow

   • Go to the My Flows section in Power Automate.
   • Select your flow and click on "Run Now."
   • Ensure the plan you want to migrate tasks to exists in Microsoft Planner.

2. Monitor Progress

   • Open the flow run details to monitor the execution.
   • Check Microsoft Planner to see if buckets and tasks are being created successfully.

Conclusion

You have now successfully migrated tasks from Trello to Microsoft Planner using Power Automate. The key steps involved preparing your data in Excel, copying it to SharePoint, setting up your flow, and running it to transfer the tasks. For further customization, consider downloading the packaged flow template as mentioned in the video. This process streamlines task management and enhances productivity by consolidating your task tracking in Microsoft Planner.