ADO Work Item to Planner Task Sync

Overview

FlowLibs - ADO Work Item to Planner Task Sync is a scheduled automation that bridges Azure DevOps work item tracking with Microsoft Planner task boards. It runs daily, queries ADO for recently modified work items in a specified area path, and creates or updates corresponding Planner tasks — giving non-developer stakeholders (project managers, business analysts) visibility into development progress without needing Azure DevOps access.

Use Case

Development teams track work in Azure DevOps, but project managers and business stakeholders use Microsoft Planner for task oversight. This flow eliminates manual task duplication by automatically syncing work items from a designated area path into a Planner plan. When a work item is created or updated in ADO, a matching Planner task is created or updated with the current title and completion status. A Teams notification summarizes each sync run.

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Area path scope

Change flowlibs_AdoAreaPath to target different teams or projects.

State-to-completion mapping

The condition in "Check If Task Exists" maps ADO states to Planner percent complete (Closed → 100%, Resolved → 50%, other → 0%). Edit the percentComplete expression to adjust.

Due date sync

Add body/dueDateTime to CreateTask_V3 using the work item's target date field.

Assignee mapping

Use the Office 365 Users connector to resolve the ADO uniqueName to a Planner-compatible user ID for task assignment.

Recurrence cadence

Adjust the Recurrence trigger if you want more or less frequent syncing (default: daily at 8 AM).

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

SELECT [System.Id], [System.Title], [System.State], [System.AssignedTo], [System.WorkItemType], [Microsoft.VSTS.Common.Priority] FROM WorkItems WHERE [System.AreaPath] UNDER '{varAdoAreaPath}' AND [System.ChangedDate] >= @today - 1 ORDER BY [System.ChangedDate] DESC

ADO-{id}: {title}

if(equals(variables('State'), 'Closed'), 100, if(equals(variables('State'), 'Resolved'), 50, 0))

contains(item()?['title'], concat('ADO-', string(items('For_Each_Work_Item')?['id'])))