Google Sheets to Planner Task Sync

Overview

This flow bridges Google Sheets planning to Microsoft Planner execution. On a 30-minute schedule it reads action-item rows from a Google Sheet, creates a new Planner task for any row that has no task ID yet, updates the matching task for rows that already have one, writes the Planner task ID and a sync status back to the sheet, and posts a run summary to a Teams channel.

Why it matters: Teams often draft work in a sheet but run it in Planner/Teams. Syncing avoids re-entry, keeps the sheet's status current, and makes updates idempotent by storing the Planner task ID alongside each row.

Build status: Built and verified - Flow Checker 0 errors / 0 warnings. Ships Off (demo). Going live requires only authorizing the three connections and setting the environment-variable values.

Use Case

A team captures action items (title, due date, status) in a Google Sheet and wants them mirrored as assignable Microsoft Planner tasks, with the sheet kept in sync. Project managers plan in the sheet; the team executes in Planner/Teams.

Flow Architecture

Environment Variables

Connectors & Connections

Connector	API name	Actions used
Google Sheets	shared_googlesheet	GetItems PatchItem
Microsoft Planner	shared_planner	CreateTask_V3 UpdateTask_V2
Microsoft Teams	shared_teams	PostMessageToConversation

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.

Bucket map

Map a sheet Bucket column to multiple Planner buckets instead of a single flowlibs_PlannerBucketId.

Completion sync

Add UpdateTask_V2 body/percentComplete driven from a sheet Status column (e.g. Done -> 100), and reflect Planner completion back into the sheet.

Assignee

Resolve a sheet Assignee email to a Planner user ID (via Office 365 Users UserProfile) and set CreateTask_V3 body/assignments.

Cadence

Change the Recurrence interval (default 30 minutes).

Scope

Add a $filter on GetItems to process only rows where a Sync column is true.

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.

@empty(items('Apply_to_each_Action_Item')?[variables('varTaskIdColumn')])

@if(empty(items('Apply_to_each_Action_Item')?['Due']), '', formatDateTime(items('Apply_to_each_Action_Item')?['Due'], 'yyyy-MM-ddTHH:mm:ssZ'))

@setProperty(setProperty(items('Apply_to_each_Action_Item'), variables('varTaskIdColumn'), outputs('Create_Planner_Task')?['body/id']), 'Status', 'Synced')

@items('Apply_to_each_Action_Item')?['__PowerAppsId__']

Customize & download