Home > Paul Mather, Work > #ProjectOnline custom #email notifications using #MSFlow #MicrosoftFlow #PPM #PMOT #MSProject #Exchange #Office365 #PowerPlatform #Planner Part 3

#ProjectOnline custom #email notifications using #MSFlow #MicrosoftFlow #PPM #PMOT #MSProject #Exchange #Office365 #PowerPlatform #Planner Part 3

Paul Mather
I am a Project Server and SharePoint consultant but my main focus currently is around Project Server.
I have been working with Project Server for nearly five years since 2007 for a Microsoft Gold Certified Partner in the UK, I have also been awared with the Microsoft Community Contributor Award 2011.
I am also a certified Prince2 Practitioner.

This article has been cross posted from pwmather.wordpress.com (original article)

It’s been a while since I published the last post in this mini series due to getting carried away with other Microsoft Flow goodness for Project Online. The previous post in this custom email notification series can be found below:


In the final part of this email notification series we send an email with a list of projects that have not been published in the defined period, in this example it’s set to 5 days. The Flow also creates a task in Microsoft Planner for the user to chase the project owners to update their project plans. The Flow summary can be seen below:


The trigger is based on a schedule, in this example it is running weekly. Then the Flow uses the Get past time action to get the date in the past, in this example 5 days ago. A compose action is then used to get todays date in the required format. These steps can be seen below:


The Flow then use the SharePoint HTTP action to query the ProjectData API to get the list of Projects where the last published date is on or before the past time date, in this case 5 days ago. The logic here would be changed for your requirements, for example you would also filter out projects that were completed / closed. The next action is a Create HTML table action, here we just pass in the results from the HTTP action as seen in the tooltip displayed in the screenshot below:


The final 2 actions in this Flow create the Planner task and then send the email. We pass in some variables to create the Planner task, in this example we use the output from the Today action to use todays date in the Title and used to set the due date. The task gets assigned to me in this example so I would put my PMO hat on, this would be assigned to someone in the organisation who would be checking project plan quality etc. Then the Flow sends an email, typically this could go to an individual, likely the same person the Planner task is assigned to, or it could go to a multiple people or a group / distribution list etc. In the body on the email the output from the create HTML table action is used and also the task Id for the new planner task:


When this Flow runs, this results in a new Planner task being created in the selected Planner plan:


Then the email is sent out:


As you can see, the email contains a table of test projects from my test Project Online instance that have not been published in the last 5 days and also a link to the task I have assigned in Planner.

Look out for more Microsoft Flow / PowerApps examples for Project Online in the future. For previous examples I have done, this links includes most: https://pwmather.wordpress.com/tag/power-platform/

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