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#ProjectOnline and #AzureDevOps integration using #MicrosoftFlow #Office365 #PPM #AzureBoards #MSProject #PowerPlatform #ProjectManagement

September 7, 2019 Leave a comment
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)

I’ve posted quite a few posts for Project Online using Microsoft Flow recently so here is another! The last one was to chase / prompt users for in progress overdue timesheets, if you didn’t see this, here it is: https://pwmather.wordpress.com/2019/08/28/projectonline-and-adaptive-cards-in-microsoftteams-using-microsoftflow-to-chase-users-for-overdue-timesheets-ppm-projectmanagement-msproject-powerplatform-office365/

This time we will look at integrating Office 365 Project Online with Azure DevOps using my favourite Power Platform application Microsoft Flow. The Flow can be seen below:

Flow

I have two Project Online Enterprise custom fields to support this process. A new project level text custom field called “Azure DevOps Project” to hold the DevOps project name and a new task level flag field called “Managed In DevOps?” to flag which tasks are managed in DevOps. Project Level field seen here in my test project:

Project

Task Level:

Tasks

In this example test project, the process has run already for tasks 2 to 6 as you can see the task names have updated with the prefix “DevOps_itemId_{id}_” and here are the test project tasks in Azure DevOps:

DevOps

When the Flow runs, Task 4 and Task 6 will be added to the backlog as Epics in this example based on the process used in this test Azure DevOps project:

DevOps2

The tasks in the project are also updated with the prefix:

Task2

Now we will walkthrough the Flow actions. This is triggered on a schedule, in this example it runs daily, then the first action used is a SharePoint HTTP action to query the Project Reporting API to get the Project details for all Projects linked to the Azure DevOps projects. In this example, the Flow is fixed to one Azure DevOps project but you can have multiple Project Online projects creating tasks in the one Azure DevOps project. For additional DevOps projects, create additional Flows / extend as required.

Flow1

Then an apply to each action is used as the first action could return multiple projects if there are multiple projects in Project Online that have an Azure DevOps Project custom field value of “Paul Mathers Test Project”. The results from the GetProjectDetails action is passed in, then for each project in the dataset another SharePoint HTTP action is used to query the Project Reporting API to get all tasks for the current project where the task is tagged with “Yes” for the new “Managed in DevOps?” custom field and where the task name doesn’t already have the “DevOps_” prefix. The Project ID is passed into the Uri using the expression: items(‘Apply_to_each_project’)[‘ProjectId’]

Flow3

Then there is a condition action to check if there is at least 1 task in the results from the GetTasksForDevOps action:

Flow4

If the condition check is true, the Project is checked out using the Project Online Checkout project action, the project Id is passed in using the expression items(‘Apply_to_each_project’)[‘ProjectId’] then another Apply to each action is used and the output from the GetTasksForDevOps action is passed in:

Flow5

Two actions will run inside this apply to each action for each task returned in the GetTasksForDevOps action. Inside this apply to each action the Azure DevOps Create a work item action is used. The account name, project and work item type are set and fixed – set the work item type as needed based on the process used in the DevOps project. The title is dynamic using the expression items(‘Apply_to_each_task’)[‘TaskName’]:

Flow6

There are other properties you can set in the advanced options if required:

Flow7

The final action inside the Apply to each task action is another SharePoint HTTP action, this time to send a PATCH request to the Project Online CSOM REST API to update the task name. The following expressions are used in the Uri items(‘Apply_to_each_project’)[‘ProjectId’] and items(‘Apply_to_each_task’)[‘TaskId’]. In the Body the task name details are inlcuded, the Id of the newly created work item is passed in from the dynamic content and also the task name using the expression items(‘Apply_to_each_task’)[‘TaskName’]:

Flow8

Once the apply to each task action is completed, the final action in the true part of the condition action is the Project Online Checkin and publish project action. The project Id is passed in using the expression items(‘Apply_to_each_project’)[‘ProjectId’]Flow9

The account used in the SharePoint connection will need access to to Project Online Reporting API and also edit access to all projects. The account used in the Project Online connection will also need edit access to all projects.

That’s it, another simple no code solution for Office 365 Project Online using Microsoft Flow from the Power Platform. This is a simple example that could be extended a lot based on your requirements but hopefully this will provide you a good starting point or give you some inspiration on how to achieve your integration requirements.

Categories: Paul Mather, Work Tags:

Microsoft announced to remove Facebook connector from its platform

September 2, 2019 Leave a comment

As consultants on Microsoft technology, we are keeping up with what is coming and what is going.

Microsoft just announced:

I have seen this connector in use on many intranet landing pages since it was a quick win to bring a social media feed onto SharePoint.

Microsoft is justifying the removal because “our telemetry indicates limited use of the connector to Facebook“.

My guess or hope is that it may be in preparation of leveraging their LinkedIn platform and making it co-exist better with Office 365? Currently, there is no simple feed between LinkedIn posts and SharePoint without involving coding, I would not be surprised if this is coming in the next months.

via François on SharePoint, Office 365 and more technologies http://bit.ly/2NMStoO

François Souyri
French native Sharepoint Consultant living in London. A crossway between a designer, developer and system architect. Prefers stretching the limit of out-of-the-box features rather than breaking them into code. When not working with Microsoft Sharepoint François is often found on Web2.0 News sites and related social networking tools.

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

Categories: Work Tags: ,

#ProjectOnline and adaptive cards in #MicrosoftTeams using #MicrosoftFlow to chase users for overdue timesheets #PPM #ProjectManagement #MSProject #PowerPlatform #Office365

August 28, 2019 Leave a comment
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)

Another example use case for adaptive cards in Microsoft Teams to add additional Office 365 Project Online integration. In this example this solution will post a card in Teams for users who have timesheets in progress that are overdue. My previous example posted to Project Owners: https://pwmather.wordpress.com/2019/08/24/projectonline-and-adaptive-cards-in-microsoftteams-using-microsoftflow-for-project-owner-actions-ppm-projectmanagement-msproject-office365-powerplatform/

This example posts to the timesheet owners who have timesheets overdue. To avoid posting to all users in Project Online, this example filters the users based on an enterprise resource custom flag field called “Timesheet Required”. The resources that need to submit timesheets have this new field set to “Yes”.

Like previous posts, I used https://adaptivecards.io/designer/ to design the card.

The Microsoft Flow can be seen below:

Flow

The Flow is triggered on a schedule then uses the Current time action to get the current time. Then a SharePoint HTTP action is used to query the ProjectData API to get a list of resources in Project Online who are required to complete timesheets:

Flow1

Next an Apply to each action is used as the previous action could return more than one resource, the output from the previous action is used for the input. Inside the Apply to each action, a SharePoint HTTP action is used to query the ProjectData API for each resource from the GetUsersForTimesheets action. In the Uri query, two variables are passed in, the resource name items(‘Apply_to_each’)[‘ResourceName’] and the current time:

Flow2

Then a condition check is used to check if there is at least one timesheet for that resource using the expression length(body(‘GetAllUsersInProgressOverdueTimesheets’)[‘value’]) :

Flow3

If there is at least one timesheet for that resource the Flow then posts a card to that resource in Microsoft Teams. This is posted to the timesheet owner using the expression items(‘Apply_to_each’)[‘ResourceEmailAddress’]. There are some dynamic values passed into the JSON too for the ResourceName items(‘Apply_to_each’)[‘ResourceName’] and count of timesheets length(body(‘GetAllUsersInProgressOverdueTimesheets’)[‘value’]):

Flow4

The card is posted to the users Flow chat as seen below:

Teams

The user will then be able to click the button to access the timesheet summary page in Project Online and update the timesheets as needed.

Another simple low / no code option for integrating Office 365 Project Online and Microsoft Teams using Microsoft Flow.

Categories: Paul Mather, Work Tags:

#ProjectOnline and adaptive cards in #MicrosoftTeams using #MicrosoftFlow for Project Owner actions #PPM #ProjectManagement #MSProject #Office365 #PowerPlatform

August 24, 2019 Leave a comment
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)

In my previous blog post I created an example of how a combination of Microsoft Teams, Adaptive Cards and Microsoft Flow can be used for project escalations by posting a card into a Microsoft Team for the PMO. In this post I’ve got a slightly different example that posts a card to a Project Owner to escalate to the project owner to action. For those that didn’t see my previous post, here is the link: https://pwmather.wordpress.com/2019/08/18/projectonline-and-adaptive-cards-in-microsoftteams-using-microsoftflow-for-project-escalations-ppm-projectmanagement-msproject-office365/

This example will post to the project owner when the project hasn’t been updated for the given period of time but the logic could easily be updated to another type of check. This has similar logic to the Flow I published last month: https://pwmather.wordpress.com/2019/07/31/projectonline-custom-email-notifications-using-msflow-microsoftflow-ppm-pmot-msproject-exchange-office365-powerplatform-planner-part-3/ 

Like in the previous adaptive card post, I used https://adaptivecards.io/designer/ to design this simple card, this time it’s slightly simpler for this example:

Card1

There are a few more actions in the Flow compared to the previous adaptive card example as this runs on a schedule and we need to perform an extra call to get the Project Owners email address. Here is the Flow overview:

FlowSummary

The trigger is based on a schedule, in this example it is running weekly as this example checks which projects have not be published in that time. Then the Flow uses the Get past time action to get the date in the past, for this example it’s 5 days ago. These steps can be seen below:

FlowActions1

The next action is a SharePoint HTTP action to query the ProjectData API in Project Online to get all projects that have not been published in 5 days using the get past time value and also where the projects are not 100 completed:

FlowActions2

The logic can be changed by updating the OData query in the Uri property if you wanted to get projects based on other criteria. Next the Flow uses an apply to each action as the previous action could return more than one project, the output from the previous action is used for the input:

FlowActions3

Within the apply to each action the Flow then uses another SharePoint HTTP action to query the ProjectServer API (note: not ProjectData so the account used in the connections will need access to all projects + the reporting OData API) to get the Project Owner details for the current project by passing in the ProjectId using the expression items(‘Apply_to_each’)[‘ProjectId’]:

FlowActions4

Now the Flow has all the data to post the adaptive card to the project owner using the JSON payload as seen in the action below. This is posted to the project owner using the expression body(‘GetProjectOwnerDetails’)[‘Email’]. There are some dynamic values passed into the JSON too for the ProjectName items(‘Apply_to_each’)[‘ProjectName’] and the ProjectId items(‘Apply_to_each’)[‘ProjectId’]:

FlowAction5

We also set the advanced options on this action to alert the user in Teams:

FlowAction6

When the Flow runs this will post to the project owner in Microsoft Teams, on my test Project Online instance I’m the owner for all the test projects so this posted to my Teams client. The alerts are displayed as seen below:

FlowTeamsAlerts

Cards are posted to the project owners Flow chat too as seen below for the projects I own that need updating:

FlowTeamsCards

The owner can then easily click the access project button to go and update the project/s as required.

Another simple low / no code option for integrating Office 365 Project Online and Microsoft Teams using Microsoft Flow.

Categories: Paul Mather, Work Tags:

#ProjectOnline and adaptive cards in #MicrosoftTeams using #MicrosoftFlow for Project escalations #PPM #ProjectManagement #MSProject #Office365

August 18, 2019 Leave a comment
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)

As Microsoft Teams is the place to be currently I thought I would blog another option for integrating Office 365 Project Online data in Teams. My previous Teams post example was to create a Team and channel for a Project as seen here: https://pwmather.wordpress.com/2019/06/12/create-a-microsoftteam-for-a-projectonline-project-using-microsoftflow-office365-microsoftgraph-ppm-workmanagement-powerplatform-azuread-collaboration-automation-part1/ & here: https://pwmather.wordpress.com/2019/06/13/create-a-microsoftteam-for-a-projectonline-project-using-microsoftflow-office365-microsoftgraph-ppm-workmanagement-powerplatform-azuread-collaboration-automation-part2/ This time we will look at adaptive cards in Teams.

Adaptive cards are not new so I wont go into detail here but if you have not used adaptive cards before, start here: https://adaptivecards.io/. There are two handy Microsoft Flow Teams actions for adaptive cards:

FlowActions

Using Microsoft Flow, I’ve built a simple Flow that posts a card in the specified channel if the published project matches the criteria, in this example I’m posting a card for projects that have a red RAG status field. I designed the card using the adaptive card designer:

CardDesigner

The Flow is very simple as seen below:

Flow1

This Flow is triggered when a project is published – this is a full project publish from either Project Online Desktop or the schedule PDP. The Flow then uses the SharePoint HTTP action to query the ProjectData API:

Flow1

Update the Uri as needed for your PWA configuration / fields you might want to use. Here we also pass in the project ID for the published project.

Next is a condition action to check for a value specific, in this example we are checking if the RAGPMStatus field has a value of “Slipped and cannot mitigate [Red]”:

Flow2

If this is true, the Flow posts the card to the channel, if it’s false the Flow ends:

Flow3

I’m posting to my example PMO Team in the Project Escalations channel. Once the Team and Channel are set, then the JSON is entered. The JSON defines the card:

Flow4

As mentioned earlier on, I used the card designer to easily build my card with the correct JSON, I then copied this into the Flow action Message field then updated the content that needed to be dynamic such as the Project Name, Owner, RAG PM Status, Project description and action URLs. This is done using the expression option such as: body(‘QueryProjectStatusRAG’)[‘fieldName’]. Once a card is created, this is the output in Teams as you can see below for my two demo projects:

Teams1

Your cards will look different based on how you design them, they will probably look a lot better too! On this card I have a background image, an image on the card, some project details then a button to access the project and another button to access the project site.

Another simple example of Microsoft Teams integration for Project Online!

Categories: Paul Mather, Work Tags:

#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:

https://pwmather.wordpress.com/2019/04/30/projectonline-custom-email-notifications-using-msflow-microsoftflow-ppm-pmot-msproject-exchange-office365-powerplatform-part-2/

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:

FlowSummary

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:

Flow1

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:

Flow2

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:

Flow3

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

PlannerTask

Then the email is sent out:

Email

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/

Categories: Paul Mather, Work Tags:

#ProjectOnline Risk to Issue Escalator built using #MicrosoftFlow #Office365 #SharePoint #JavaScript #PPM #ProjectManagement #MSProject #PMOT #PMO

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)

More Microsoft Flow action here in this post, this time building a Risk to Issue escalator for Office 365 Project Online. In project management risks sometimes unfortunately turn into issues. When this event occurs it’s useful to be able to copy over some useful information from the risk item and automatically create that issue item with some of the risk data. In this blog post I will show you a simple solution to do this using a combination of Microsoft Flow, Project Online, SharePoint and a tiny bit of JavaScript.

Firstly let’s take a quick look an example risks list on my test Project Online PWA site:

Risks List

This is pretty standard apart from two new columns Escalate? and EscalatedDate. The Escalate? column is used to tag the risks that need escalating and the EscalatedDate column is used to hold the date when the risk was escalated to an issue. The issues list in this example is just standard out of the box. On the Risks page I also have a button labelled “Escalate Risks” this is used to create an item on a central risk to issue escalation tracker list on the root PWA SharePoint site. There is a simple bit of JavaScript code behind the button as seen below:

JavaScript

This JavaScript file is added to a central library in PWA and added to the Project Sites on the Risks Allitems view page using a content editor web part. The code gets the project site title, Project GUID and Project Site URL from the associated Project Site then creates a list item on the central Project Risk to Issue Escalation Tracker list:

Risk to Issue Tracker

This simple example JavaScript code always creates items on the central list but in production you would only create the items if there were risks to escalate. EscalationDate defaults to today’s date, Completed defaults to No and the CountOfRisksEscalated is blank by default. The process of adding the escalation item here has two purposes, one to track the history of what risks are escalated so this can be reported on but also trigger the Microsoft Flow to carry out the escalation. The Microsoft Flow can be seen below:

Flow

The Flow trigger and actions are detailed below:

Flow Trigger

The Flow is trigger when an item is created in the Project Risk to Issue Escalation Tracker list then a SharePoint Get Items action is used. The ProjectSiteUrl property from the trigger action is used to dynamically set the correct site address. This action gets items from the risks list on the correct project site where the risks are tagged for escalation and have not yet been escalated.

Then an Apply to each action is used and the result from the Get Items action is passed in:

Apply to each

Inside the apply to action there is a SharePoint HTTP action to create the issue item using a REST call. Inside the body, JSON defines how to create the new item. For the issue columns in here, the values from the risks fields are used, this is where you can update this to map other risk columns to issue columns, the expression for the risk data is similar to this items(‘Apply_to_each’)[‘Category’][‘value’] for lookup columns or this for default text fields items(‘Apply_to_each’)[‘Description’]

Then another SharePoint HTTP action is used to update the risk item via REST:

RiskItem

The current risk ID is passed in to the Uri (items(‘Apply_to_each’)[‘Id’]). The only column updated is the EscalatedDate column on the risk list with the date the risk was escalated.

The final action in this Flow is a SharePoint Update Item action to update the SharePoint item on the central Project Risk to Issue Escalation Tracker list:

Tracker Update

The item Id and ProjectName are passed in from the Trigger data but these values have not changed. The Completed column is set to Yes and the CountOfRisksEscalated is set using the length expression to count the number of items in the array from the first action: length(body(‘Get_items’)?[‘value’])

That’s it, a simple low / no code configurable solution starter for Risk to Issue escalation in Office 365 Project Online. A video of this solution starter in action can be seen here: https://youtu.be/IgKxDuu1sng

Categories: Paul Mather, Work Tags:
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