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Assign a checklist/task - email notification workflow

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Posted on by Henry G Smith

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Hi,

Is it possible to create a workflow for when an employee is assigned a checklist or task (e.g. when a new employee is onboarded), and whoever is assigned that task they receive an email notification stating that a task has been assigned to them?

Is it also possible to create a workflow where a reoccurring email is sent to an employee after 3 days off the task being assigned to them, and can only be stopped when they change of status of their task from in progress to 'complete'?

I've been trying to figure it out on power automate , but the only options provided on the depreciated dataverse are when a record is created, when a updated, and when a record is deleted. Which does not have anything to do with being able to assign a task.

Hopefully this makes sense, I would greatly appreciate some feedback.

Regards,

HSDynamics

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Parag Chapre 12,254 Most Valuable Professional on at

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Hi HSDynamics,

You still can use Power automate to make this happen. For example, when an employee is assigned a checklist or task. In this case, you can use When a new record is created trigger/event in Power automate and perform your operation. This is all event-based. If the information is created or updated in Dynamics 365 HR then you can perform creat/update through power automate.

I hope this helps.

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Henry G Smith 281 on at

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Hi Parag,

Thank you for your reply. I tried this out but it did not work?

This is what I tried. I attempted different variations of the task that were provided including; onboarding process task, checklist template task etc. But as soon as I assign an employee a task to do through either this way: https://community.dynamics.com/365/humanresources/f/dynamics-365-for-humanresources-forum/415118/how-assign-task-to-employees-in-d365-hr

Or by hiring a new person and adding a checklist( task) for someone to complete the automation still doesn't work. If I was to just create a NEW checklist task in the system (without assigning it to an employee), the automation would work, which doesn't actually fix my problem, it just mean the automation only works for when new items are create not when they are assigned to employees?

There also seem to be no way to grab the email of the employee who has been assigned the task:

Hopefully you can help me make sense of this!

Regards

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tommalt 79 on at

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Hi,

did you get anywhere with this, I'm trying to do exactly the same thing - email someone when they've been assigned a task from a checklist.

I've checked the Task table in Power Apps admin and even though tasks have been assigned to people, the table is empty.

thanks,

Tom

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EjazK 287 on at

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Hi Tom/HSDynamics,

The table you want is Checklist Template Task. Then you'd have to then do some lookups to get the employee data you need e.g. email etc to generate the notification to them.

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tommalt 79 on at

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Hi,

I'm struggling with this - I can get an email when a new task is created, and I can see if it is assigned to an individual worker that I can email that worker ok. I can't see who the task has been applied to though.

I can see when the task is assigned to a group, but I can't see the members of the group in any of the cdm_businessprocessXXX tables. The only way I can think to work around this at the moment is to hard code group IDs to email distribution groups in Power Automate. This could lead to lots of future changes to the Flows - do you know which table lists the members of the Task Groups?

Likewise, I can see when a task has been applied as an Employee Self Service, but I can't see in any of the tables who the employee the task has been assigned to is.

thanks a lot,

Tom

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EjazK 287 on at

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Yes, it's a minefield! I also tried this then gave up as it was getting too complicated lol. For Onboarding tasks I'm using a different platform now.

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tommalt 79 on at

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It's so frustrating - it feels like I'm close to getting what I need, but not being able to tell who is in a task group and not being able to see who the tasks have been applied to it really annoying.

There's an Idea here looking for votes: experience.dynamics.com/.../ - would you be able to vote on it if you have a minute please?

thanks,

Tom

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Henry G Smith 281 on at

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Hey Tom,

I having the same problems .....I've tried a couple of work arounds, but the automation is not even triggering. Frustrating!

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Henry G Smith 281 on at

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Hi Parag,

I tried this see below with multiple different task like check list template task, checklist template header etc but an email notification isn't triggering when I apply a new checklist to an employee?

Do you have any suggestions?

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Parag Chapre 12,254 Most Valuable Professional on at

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Hi HSDynamics,

I tried the below approach for the Checklist template header & task and it is working fine.

Create a power automate like below and instead of email, just use compose to get value. Later, you can replace it with email.

Try to run manually first and create data in the onboarding checklist

Make sure below things.

1. When you create data in HR for the checklist then the same data should be reflected in Dataverse.

2. If no data is showing in dataverse then it means your dataverse integration is OFF.

3. The power automate will run only when data is synced with dataverse otherwise it will not trigger.

I hope this helps.

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