Using Microsoft Planner actions in action flows

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<p id="docs-hc-snippet" style="display: none;">Before you can include external actions in your action flows, you must connect the action builder to the external system.</p>
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<p id="docs-ai-summary-toggle">Summary: <span id="up-triangle">◀</span><span id="down-triangle">▼</span></p>
<p id="docs-ai-summary-content">You can connect Microsoft Planner to action flows to automate task management within your support workflows. This integration lets you create, look up, search, and update Planner tasks and plans directly from action flows, improving collaboration and task tracking. Use a dedicated service account for secure connections and manage task details like due dates, assignees, priority, and status to keep your team organized.</p>
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<div class="p">By connecting the <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855513857306" target="_blank">action builder</a> to external systems, such as Microsoft
Planner, admins can integrate Zendesk with external systems in automated workflows,
improving collaboration and maintaining a seamless experience across multiple
platforms.<div class="note" id="zug_action_flow_external_MS_Planner__note_i2z_jtz_v3c">
<span class="notetitle">Note:</span> The steps associated with external systems in
action flows are referred to collectively as <em class="ph i">external actions</em>.</div>
</div>
<div class="p">This article contains the following topics:<ul class="ul" id="zug_action_flow_external_MS_Planner__ul_ysp_sn4_zgc">
<li class="li"><a class="xref" href="#topic_fcs_gtn_g3c">Connecting Microsoft Planner to action builder</a></li>
<li class="li"><a class="xref" href="#topic_z1q_htn_g3c">Using Microsoft Planner actions in action flows</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title2" class="topic nested1" id="topic_fcs_gtn_g3c">
<h2 class="title topictitle2" id="ariaid-title2">Connecting Microsoft Planner to action builder</h2>
<div class="body">
<p class="p">Before you can include external actions in your action flows, you must connect the
action builder to the external system.</p>
<div class="p">When connecting to external systems for use in action flows, the following best practices are recommended:<ul class="ul" id="topic_fcs_gtn_g3c__d8e13">
<li class="li">All external actions performed by an action flow are attributed to the user who connected the
external system. Therefore, it's a best practice to use a dedicated service
account rather than personal credentials when connecting to each external
system.</li>
<li class="li">All integrations request access to necessary scopes. However, it's important that you review and validate the scopes before authorizing the connection to the external system.</li>
<li class="li">When managing credentials for API key-based tools, such as OpenAI, it's best to store keys in a secure vault or credential manager.</li>
</ul>
</div>
<div class="p">
<strong class="ph b">To connect action builder to Microsoft Planner</strong><ol class="ol" id="topic_fcs_gtn_g3c__ol_psh_lk4_zgc">
<li class="li"><span class="ph">In <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/4581766374554#topic_hfg_dyz_1hb" target="_blank">Admin Center</a>, click <img class="image" src="https://zen-marketing-documentation.s3.amazonaws.com/docs/en/ac_apps_integrations_icon.png">
<strong class="ph b">Apps and integrations</strong> in the sidebar, then select <strong class="ph b">Actions &gt; Action
flows</strong>.</span></li>
<li class="li">
<a class="xref" href="https://support.zendesk.com/hc/en-us/articles/8855601898266" target="_blank">Create</a> or <a class="xref" href="https://support.zendesk.com/hc/en-us/articles/9052312956570" target="_blank">edit</a> an action flow.</li>
<li class="li">Open the step sidebar.</li>
<li class="li">Under <strong class="ph b">External actions</strong>, click <strong class="ph b">Microsoft Planner</strong>.</li>
<li class="li">Click <strong class="ph b">Connect</strong>.</li>
<li class="li">Follow Microsoft Planner's prompts to authenticate and complete the
connection.<p class="p">The authenticated user must have appropriate permissions
in Microsoft Planner to create, view, and modify tasks and plans. The
Microsoft Planner connection uses OAuth 2.0 authentication through
Microsoft Graph API to securely access your Microsoft 365 organization's
plans and tasks. </p>
<div class="note" id="topic_fcs_gtn_g3c__note_ilr_mtz_v3c">
<span class="notetitle">Note:</span> All external actions
performed by an action flow are attributed to the user who connected the
external system. Therefore, it is a best practice to use a dedicated
service account rather than personal credentials when connecting to each
external system.</div>
</li>
</ol>
</div>
<p class="p">After you've connected to the system, you'll see an indicator that it's connected and
details about the instance you're connected to, as well as the actions available for
Microsoft Planner.</p>
</div>
</div>
<div aria-labelledby="ariaid-title3" class="topic nested1" id="topic_z1q_htn_g3c">
<h2 class="title topictitle2" id="ariaid-title3">Using Microsoft Planner actions in action flows</h2>
<div class="body">
<div class="p">The following Microsoft Planner actions are available:<ul class="ul" id="topic_z1q_htn_g3c__ul_jby_q44_zgc">
<li class="li"><a class="xref" href="#topic_wfm_m4q_jjc">Create task</a></li>
<li class="li"><a class="xref" href="#topic_vmr_lkz_jjc">Lookup plan</a></li>
<li class="li"><a class="xref" href="#topic_lqp_skz_jjc">Lookup task</a></li>
<li class="li"><a class="xref" href="#topic_lvn_1nz_jjc">Search tasks</a></li>
<li class="li"><a class="xref" href="#topic_lyl_jnz_jjc">Update task</a></li>
</ul>
</div>
</div>
<div aria-labelledby="ariaid-title4" class="topic nested2" id="topic_wfm_m4q_jjc">
<h3 class="title topictitle3" id="ariaid-title4">Creating a task</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Create task</em> action to create a new task in a Microsoft Planner
plan.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_wfm_m4q_jjc__table_zlg_ckz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e205" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e207" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e205" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e207" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Group</code>, <code class="ph codeph">Plan</code>,
<code class="ph codeph">Title</code><p class="p">Group and Plan are searchable
dropdowns that load your Microsoft 365 groups and
associated plans.</p>
<p class="p">Optional:
<code class="ph codeph">Bucket</code>, <code class="ph codeph">Start
date</code>, <code class="ph codeph">Due date</code>,
<code class="ph codeph">Assignees</code>,
<code class="ph codeph">Priority</code>,
<code class="ph codeph">Status</code></p>
<p class="p">Start date and Due date
must be in YYYY-MM-DD format. Assignees is a multiselect
dropdown populated with plan members. Priority options
are Urgent, Important, Medium, and Low. Status options
are Not started, In progress, and Completed.</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e205" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e207" style="text-align:left;vertical-align:top;">Task details including ID, plan ID, bucket ID, title,
start date, due date, completion percentage, priority,
assignments, and categories.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title5" class="topic nested2" id="topic_vmr_lkz_jjc">
<h3 class="title topictitle3" id="ariaid-title5">Looking up a plan</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Lookup plan</em> action to retrieve details about a specific Microsoft
Planner plan.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_vmr_lkz_jjc__table_wmr_lkz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e300" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e302" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e300" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e302" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Group</code>,
<code class="ph codeph">Plan</code><p class="p">Group is a searchable dropdown
that loads your Microsoft 365 groups. Plan is a
dependent dropdown that loads plans belonging to the
selected group.</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e300" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e302" style="text-align:left;vertical-align:top;">Plan details including ID and category
descriptions.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title6" class="topic nested2" id="topic_lqp_skz_jjc">
<h3 class="title topictitle3" id="ariaid-title6">Looking up a task</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Lookup task</em> action to retrieve details about a specific task in a
Microsoft Planner plan.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lqp_skz_jjc__table_nqp_skz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e370" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e372" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e370" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e372" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Group</code>, <code class="ph codeph">Plan</code>,
<code class="ph codeph">Task</code><p class="p">Group, Plan, and Task are
cascading dropdowns. First select a group, then a plan
within that group, then a task within that
plan.</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e370" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e372" style="text-align:left;vertical-align:top;">Task details including ID, plan ID, bucket ID, title,
start date time, due date time, completion percentage,
priority, assignments, and categories.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title7" class="topic nested2" id="topic_lvn_1nz_jjc">
<h3 class="title topictitle3" id="ariaid-title7">Searching for tasks</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Search tasks</em> action to find tasks within a Microsoft Planner plan
using filters.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lvn_1nz_jjc__table_nvn_1nz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e444" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e446" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e444" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e446" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Group</code>,
<code class="ph codeph">Plan</code><p class="p">Optional:
<code class="ph codeph">Query</code></p>
<p class="p">Query performs a
case-insensitive partial match on task titles. If no
query is provided, all tasks in the plan are
returned.</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e444" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e446" style="text-align:left;vertical-align:top;">Array of tasks with ID, plan ID, bucket ID, title, start
date time, due date time, completion percentage, and
priority, plus total count.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
<div aria-labelledby="ariaid-title8" class="topic nested2" id="topic_lyl_jnz_jjc">
<h3 class="title topictitle3" id="ariaid-title8">Updating a task</h3>
<div class="body">
<p class="p">Use the <em class="ph i">Update task</em> action to modify an existing task in a Microsoft
Planner plan.</p>
<p class="p">This action has the following inputs and outputs:</p>
<div class="p">
<div class="tablenoborder">
<table border="1" cellpadding="4" cellspacing="0" class="table" frame="border" id="topic_lyl_jnz_jjc__table_myl_jnz_jjc" rules="all" summary="">
<colgroup>
<col>
<col>
</colgroup>
<thead class="thead" style="text-align:left;">
<tr class="row">
<th class="entry cellrowborder" id="d89e518" style="text-align:left;vertical-align:top;"> </th>
<th class="entry cellrowborder" id="d89e520" style="text-align:left;vertical-align:top;">Variables</th>
</tr>
</thead>
<tbody class="tbody">
<tr class="row">
<td class="entry cellrowborder" headers="d89e518" style="text-align:left;vertical-align:top;">Inputs</td>
<td class="entry cellrowborder" headers="d89e520" style="text-align:left;vertical-align:top;">Required: <code class="ph codeph">Group</code>, <code class="ph codeph">Plan</code>,
<code class="ph codeph">Task</code><p class="p">Optional:
<code class="ph codeph">Title</code>, <code class="ph codeph">Bucket</code>,
<code class="ph codeph">Start date</code>, <code class="ph codeph">Due
date</code>, <code class="ph codeph">Assignees</code>,
<code class="ph codeph">Priority</code>,
<code class="ph codeph">Status</code></p>
<p class="p">Only the fields you
provide will be updated. Existing values for fields you
don't specify will remain unchanged. Dates must be in
YYYY-MM-DD format.</p>
</td>
</tr>
<tr class="row">
<td class="entry cellrowborder" headers="d89e518" style="text-align:left;vertical-align:top;">Output</td>
<td class="entry cellrowborder" headers="d89e520" style="text-align:left;vertical-align:top;">Task details including ID, plan ID, bucket ID, title,
start date, due date, completion percentage, priority,
assignments, and categories.</td>
</tr>
</tbody>
</table>
</div>
</div>
</div>
</div>
</div>
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