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From YouTube: Task management and Timeboxing within the Microsoft ecosystem, driven by a Power Automate flow
Description
In this 13-minute developer-focused demo, Tobias Fenster uses Planner (for business) and To Do (for personal) task management. Problem - how to simplify exposing tasks in Outlook. Solution - Power Automate flow that Syncs entries in To Do, Planner and Outlook calendar. Flow evaluates tasks in Planner, To Do and Outlook, eliminates duplicates and adds new/updated tasks into calendar. Tasks are kept in Planner and To Do (source). Comprehensive flow logic walkthrough.
This PnP Community demo is taken from the Microsoft 365 & Power Platform Development Community call recorded on April 27, 2023.
Demo Presenter
• Tobias Fenster (4PS Germany) | @tobiasfenster
Community Call Conversation
• aka.ms/Apr27-Demo2
Supporting materials
• Article - Adding all your To-Do and Planner tasks to your calendar with Power Automate | https://tobiasfenster.io/adding-all-your-to-do-and-planner-tasks-to-your-calendar-with-power-automate
Learn more
• Microsoft 365 Unified Sample gallery - https://aka.ms/community/samples
• Microsoft 365 Platform Community in YouTube - https://aka.ms/community/videos
• Microsoft 365 Platform Community - http://aka.ms/community/home
A
My
socials
reach
out
to
me
happy
to
have
any
kind
of
discussion,
find
my
blog
or
find
my
find
my
podcast
and
I'm
also
married
with
two
kids,
but
now
yeah.
Let's,
let's
jump
into
the
the
actual
topic,
which
is
task.
Management
and
I
first
want
to
share
with
you
why
I
did
what
I
did
and
what
I,
what
I'll
share
with
you
I'm,
really
a
big
fan
of
doing
task
management
in
the
Microsoft
ecosystem,
so
mainly
planner,
and
to
do
that.
A
Works
really
well
for
me
to
do
for
my
own
stuff
planner
for
things
that
we
do
as
a
company
as
a
team
just
in
one-on-one.
So
whatever
it
just
helps
me
to
stay,
organized
I'm.
Really
afraid
rate
of
forgetting
something
and
bad
memory,
but
once
I
started
using
the
the
tasks
management
stuff
I
was
sure
that
yeah
I
would
basically
never
lose
a
task
again
and
that's
for
my
personal
ease
of
her
mind.
A
That's
that's
really
important,
but
what's
less
good,
actually
is
the
integration
with
calendar
and
with
time
boxing
so
for
to
do
it's?
Okay,
but
you
have
to
do
it
manually.
There
is
an
Outlook
this
this
view
where
you
can
drag
and
drop
your
tasks,
but
not
great
in
my
opinion
and
for
planner
there
actually
is
no
integration
at
all.
So
yeah
I
decided
that
if
I
want
to
do
time
boxing,
if
I
want
to
have
my
tasks
in
my
calendar,
I
needed
to
do
something
for
that
on
my
own.
A
But
again,
the
question
is
why
why
would
I
even
do
the
calendar
integration
in
the
time
boxing
and
for
me
it's
basically
two
issues
that
I
had
one
was
when
to
do
what
and
for
that.
What
I
personally
do
is
I
plan
my
week
in
advance,
typically
Friday
afternoon,
sometimes
even
on
the
weekend,
I
try
to
roughly
map
out
working
things.
A
I
want
to
do
on
which
day
and
then
I
hit
the
the
flow
that
I
will
show
you
in
a
second
with
a
manual
trigger,
and
that
puts
calendar
entries
in
my
week
for
the
different
tasks
again
in
planner
and
in
to
do
that.
I
might
have
so
that
I
can
then
plan
them.
But
of
course,
it's
a
plan.
So
what
that
means
is
that,
basically,
somewhere
during
Monday,
it
goes
off
the
rails.
A
The
other
thing
that
is
also
solves
for
me
is
how
much
time
I
spend
on
which
task,
because
before
doing
this,
before
putting
my
tasks
in
my
calendar,
I
typically
had
two
problems:
either
I
planned
way
too
many
tasks,
so
I
had
basically
I,
don't
know.
Maybe
two
hours
left
open
on
the
day
and
I've
learned
like
five
tasks.
Surprise.
After
the
third
task,
the
two
hours
were
already
gone
and
I
I
always
couldn't
finish
the
things
that
I
had
planned
and
then
sometimes
they
had
basically
the
opposite
thing.
A
Where
I
had
a
full
day
left
open,
I
decided
I'll
do
those
three
very
important
tasks
started
with
the
first
one
enthusiastic,
because
I
had
all
that
time
and
then
I
spent
like
six
hours
on
the
first
task
and
again
I
I,
couldn't
finish
anything
so
I
wanted
to
time
box,
which
means,
and
that
I'm
sure
I
have
an
idea.
I
want
to
spend
two
hours
on
this
task
one
hour
on
that
task,
and
then
maybe
four
hours
on
that
one.
A
A
So
that
is
basically
the
reason
why
I
did
what
I
did
and
I
want
to
show
you
what
it
looks
like
in
the
end.
Of
course,
this
is
a
a
demo
calendar,
but
it
it
shows
basically
what
happens
after
the
automated
flow
has
run.
So
this
would
be
me
having
planned
a
couple
of
to-do's
a
couple
of
Planet
tasks
for
the
full
week.
It
would
put
them
in
the
calendar,
as
you
can
see,
always
at
six
o'clock,
because
I
never
ever
would
plan
a
regular
meeting
at
six
o'clock.
A
So
that
means
that
if
I
have
a
meeting
there
I
know
this
is
coming
from
from
my
flow
that
has
put
it
there.
You
can
also
see
it
has
that
little
icon
in
the
beginning.
That
also
is
a
sign
for
me.
Yes,
this
is
actually
planned
and,
if
you're
a
Outlook
user,
you
will
recognize
that
by
the
by
the
coloring
and
the
the
transparent
coloring
that
those
to
Do's
don't
block
time
in
my
calendar.
A
So
that
means
that
if
colleagues
want
to
spend
time
with
me,
someone
wants
to
take
a
look
at
my
calendar.
Those
Studios
typically
don't
block
the
time.
They're
just
my
reminder
that
I
want
to
do
something
there,
but
if
someone
else
wants
a
a
meeting
or
grab
some
time,
it
doesn't
show
up
as
blocked
in
that
area.
A
So
what
I
then
do
when
I
have
that
I
I
basically
go
in
and
move
the
tasks
and
the
to-do's
into
the
days
and
give
them
the
time
span
that
I
want
to
have
so
that
I
end
up
with
something
like
this.
Maybe
you've
noticed
if
I
go
back
here.
I
have
nothing
planned
on
Friday,
but
four
on
Thursday,
where
this
Workshop
happens.
So
you
can
see,
of
course,
I'm
also
dragging
things
along
days.
A
Now
that
I
see
what
the
actual
plan
will
look
like,
but
that
gives
me
an
idea
of
whether
the
things
that
I
have
planned,
the
things
that
I
have
do
during
that
week
will
actually
have
a
chance
of
happening
and
I
I
have
enough
time
to
to
do
that.
So
that's
basically
the
idea.
Now.
How
is
it
built
in
in
automate?
A
The
basic
idea
is
that
I
take
a
look
at
the
calendar
and
I
give
as
a
parameter
to
the
flow,
and
we
will
see
that
in
a
second
the
start
and
the
end
date
and
the
flag
whether
I
want
to
clean
up
everything,
because
maybe
I
messed
up.
My
task
planning
I,
want
to
start
from
scratch
again,
so
I
also
have
a
flag
that
would
basically
first
remove
all
the
task
entries
that
I
have
for
that
week
in
the
calendar.
Of
course,
the
tasks
themselves
would
stay,
but
just
the
calendar
entries
would
be
removed.
A
If
that
cleanup
flag
is,
is
positive
and
then
I
basically
iterate
over
all
my
planner
tasks
over
all
my
to-do's
and
then,
if
the
calendar
entry
doesn't
yet
exist.
For
that
date,
it's
it's
created
and
that's
more
or
less
all
there
is.
There
are
a
couple
of
little
workers.
I'll
show
you
that
when
we
go
through
the
actual
flow
now
this
is
all
handled
in
the
manual
flow.
A
So
that's,
basically
what
I
trigger
manually
to
create
everything
for
a
full
week,
but
I
also
have
an
outer
scheduled
flow
that
runs
every
day,
calls
the
inner
flow
I.
Do
it
at
6
PM
for
the
next
day,
because
hopefully
I'm
done
working
at
that
time,
and
it
just
calls
the
inner
flow,
creates
the
tasks
for
the
next
day
and
make
sure
that
my
task
list
and
my
calendar
are
in
sync
again
and
then
in
the
morning,
when
I
start
working
I
can
see.
Oh
there's
actually
an
entry
six
o'clock
in
the
morning.
A
That
means
that
something
has
been
added
by
me
or
someone
else
assigned
me
a
task
and
now
I
need
to
figure
out
whether
I
can
fit
that
in
my
day
or
not.
So
that's
basically
and
the
whole
idea.
Why
I
did
it?
How
I
did
it
now?
Let's
take
a
look
at
the
actual
flow
first,
the
probably
less
interesting
one,
which
is
the
outer
flow-
that
one
is
easy.
A
It
just
has
a
recurrence
every
day
at
six
o'clock,
every
workday
or
every
day,
I'm,
not
even
sure,
a
start
date
an
end
date,
and
then
it
runs.
My
manual
flow
with
those
two
parameters,
and
you
can
see
here:
I
don't
delete
the
existing
calendar
entries
by
default,
because
typically
there
is
nothing
anyway.
When
I
run
it
manually,
then
we
have
the
more
interesting
part,
which
is
the
inner
flow
there.
A
You
can
see
that
I'm
first
grabbing
the
default
calendar
ID
by
making
a
call
to
me
calendar
in
the
graph
API,
because
if
I
have
multiple
calendars,
I
I
can't
figure
out
which
one
to
put
the
tasks
into
so
I'm,
just
getting
the
default.
One.
Storing
that
then
I'm
getting
all
events
with
a
specific
category.
That's
also
something
I
did
to
figure
out.
Is
this
a
task
calendar
entry,
or
is
this
a
regular
calendar
entry?
A
If
yes,
then
I
just
go
through
all
events
with
that
category
and
delete
them,
and
if
no,
then
we
will
remember
the
subjects
and
I'll
show
you
in
a
second.
Why
that
why?
That
is
the
case?
And
then
we
have
two
things
that
are
happening
in
parallel.
One
is
to
go
through
all
the
to-do's.
The
other
one
is
to
go
through
all
the
planner
tasks.
A
Let's
take
the
to
do
side
because
that's
actually
the
more
complex
ones,
because
with
planner
I
just
make
one
request:
I
get
all
tasks
and
on
a
to-do
side,
I
have
to
go
through
all
my
lists
and
collect
the
tasks
from
there,
so
that
that
makes
it
a
bit
more
interesting
here,
I'm
taking
all
the
lists,
then
I'm
iterating
over
all
the
lists
and
then
I
can
take
a
look
at
the
list
to
get
my
actual
to
Do's.
So
on
planner,
that's
just
one
step
on
to
do.
That's
that's
actually,
two
steps.
A
A
Yet
that's
why,
in
the
beginning,
we
stored
all
the
subjects
of
the
different
tasks,
because
if
it
has
already
been
created
through
the
weekly
run
or
for
whatever
reason,
and
now
my
daily
task
kicks
in
I,
don't
want
to
create,
duplicates
so
I'm,
basically
remembering
what
is
already
there
as
a
task
and
then,
if
it's,
if
it's
not
already
created,
then
I'll
create
it.
But
if
it's
already
there,
then
this,
if
condition,
will
fail
and
also
for
tasks
that
already
have
been
completed.
Of
course,
I'll
skip
those
as
well.
A
So
if
something
of
this
fails
then
I'll
do
nothing.
If,
yes,
then
I
had
to
do
a
time
zone
conversion,
something
that
I
also
found
out
the
hard
way
that
this
happens,
because
then
you
sometimes
go
in
a
different
day
and
that's
obviously
not
what
I
wanted
I'll
check,
whether
I
have
the
due
date
in
the
in
the
requested
range.
If
not,
then
I'll
also
do
nothing.
If
it
is
in
the
requested
range,
then
I'll
just
create
a
calendar
event.
Here.
You
can
see
the
calendar
ID
of
the
default
calendar
that
I've
used.
A
We
have
the
subject
here,
and
this
is
where
I
put
the
little
icon
in
the
front
of
the
subject.
We
have
the
start
date
and
the
end
date
and
in
the
advanced
options
you
can
also
see
here
that
I'm
creating
a
URL
for
the
actual
task.
So
if
I
open
the
calendar,
entry
also
have
a
direct
link
into
my
task
planner,
or
to
do
so
that
I
can
immediately
find
out
more
about
the
about
the
actual
task
and
then
the
last
one.
A
A
So
that's
that's
the
only
way
that
I
found
how
I
can
set
category
for
a
calendar
entry
and
that's
basically
it
in
the
end,
maybe
also
a
little
wrinkle-
that's
interesting
because
it
was
a
I'm
using
it
as
a
child
flow
I
have
to
respond
to
a
power
app
in
the
end.
That's
the
only
way
how
I
could
make
it
work
on
the
scheduled
side,
but
then
it
would
always
fail
on
the
manual
side.
A
A
Okay,
the
last
thing
I
wanted
to
show
you
is
if
I
go
back
out
here.
So
here
we
go.
That's
the
interesting
thing.
I
found
out
the
schedule.
Task
is
basically
done
in
33
seconds
as
you
can
see
here.
But
if
we
take
a
look
at
the
same
thing
in
the
manual
task,
then
you
can
see
that
the
manual
tasks
are
slightly
slower
because
it
takes
a
bit
longer
for
the
schedule
to
happen,
but
sometimes
it
also
appears
as
if
the
schedule
thing
would
be
longer.
So
there
seems
to
be
some
some
timing
difference
here.