Message Center Tracking

Automate the organization of Message Center messages in Planner buckets and use labels to quickly identify which message require immediate attention

To get the Message Center messages into Planner so you can start managing/assigning them, start by following this guide: Track message center tasks in Planner - Microsoft 365 - Microsoft Planner | Microsoft Learn

Set up Planner buckets and labels

1. This flow assumes we have a bucket for every product (which I get from the task title)

   • For example: task with title [SharePoint Online] OneDrive admin blah blah blah goes in the SharePoint Online bucket

   • This flow also now supports mapping the product/service from the message title to any bucket you want. This is done with a simple SharePoint list in the next section.

2. Create one bucket in your Planner plan for each of the following (assuming you checked all services when setting up the flow), if you want buckets that correspond to services. If you want your own buckets (like Collaboration, Security, Messaging, etc.), create those and populate the mapping table in the next section.

   Exchange Online
   SharePoint Online
   Yammer
   Microsoft 365 suite
   Office for the web
   General announcement
   Planner
   OneDrive for Business
   Microsoft Teams
   Microsoft Forms
   Identity Service
   Microsoft 365 Apps
   Dynamics 365
   Power Apps
   Microsoft Defender for Endpoint
   Microsoft Power Automate
   Microsoft Power Automate for Microsoft 365
   Skype for Business
   Windows
   Microsoft Viva
   Azire Information Protection
   Microsoft 365 Defender
   Microsoft Bookings
   Stream
   Universal Print
   Power BI
   

3. Note: if we don't have a bucket for the associated product name (they've used a few I didn't have in the past couple months), the task will just stay in the default bucket.

4. Edit the following label names:

   Label color	Label name
   Red	Prevent or Fix Issues
   Yellow	Plan for Change
   Green	Stay Informed

5. TODO: Tags in the message look helpful, maybe we should map these to labels as well to be able to quickly identify User impact, for example

Create and populate the SharePoint list to map messages to buckets

1. Create a list on the SharePoint site associated with your Planner plan named Config-MessageMapping and add one Text column (in addition to the Title column): BucketName

2. Add rows to the list to map incoming message titles (text inside the [] brackets) to buckets.
   • If there isn't an entry in this list for a message title, the flow will just try to put it in a bucket with that name without mapping.
   • The BucketName you enter must be the exact same as a bucket you have created in Planner

Dynamics 365 Apps, Microsoft Power Automate, Power Apps
Microsoft 365 Apps, Microsoft Teams
Microsoft 365 Defender, Microsoft Defender for Cloud Apps
Microsoft 365 Apps, Microsoft 365 suite
OneDrive for Business, SharePoint Online
Microsoft 365 Apps, Office for the web
Azure Information Protection, Microsoft 365 suite
Exchange Online, Microsoft 365 Defender
Microsoft Teams, Microsoft Viva
Universal Print
Microsoft Managed Desktop
Microsoft 365 Apps, Microsoft Teams, Office for the web
Microsoft Intune
Exchange Online, Microsoft 365 Apps
Power BI, SharePoint Online
Microsoft Teams, Office for the web
Sway
Office for the web, SharePoint Online
OneDrive for Business, SharePoint Online
Exchange Online, Microsoft 365 Apps, Office for the web

Import and update the flow

1. After you’ve got the Track message center tasks in Planner flow working, follow these instructions to import the Move Message Center tasks v2 flow working into your environment.

2. After you import the flow into Power Automate, you’ll need to make some changes:

3. In the trigger (first action) select your Recurrence schedule

4. In the Initialize Default Bucket variable action, populate the value with the ID of the bucket that all tasks get dropped into. You can determine the Bucket ID using this guide

5. In the List tasks action, select your Group and Plan

6. In the Get config items action, select your Site and List

7. In the List buckets action, select your Group and Plan

8. If you wanted to assign the task to someone, you could add an action below to Add assignees to a task (I did NOT do this yet).

9. Save and enable the flow. You can run the flow now and/or wait for it to run on your specific schedule.

If the import fails

If the import fails in Power Automate, use this document to manually create flow. If you name the actions exactly the same as I did, you can copy/paste most of the values into the actions.