Description of Each Component

• Recurrence
  This trigger defines how often the flow should run. In our case, it's scheduled to check Planner daily. This ensures task data is synced regularly with SharePoint without manual input.

• List Tasks
  This step fetches all tasks from the specified Planner board (e.g., Digital Creative Dashboard). It provides the base dataset we loop through to extract task details and sync them to SharePoint.

• LabelMapping Variable
  This variable stores a mapping between Planner’s internal label codes and the readable label names (e.g., “UK”, “E-RETAIL”, “CRM”). When the flow retrieves task data, labels are returned as color-coded values (like label_1, label_2). The mapping variable translates these into meaningful text for SharePoint.

• AppliedCategories Variable
  This holds the raw category data retrieved from each Planner task. It helps identify which labels have been applied to a specific task, and works together with the LabelMapping variable to construct a clean, comma-separated label string.

• String of Users
  Planner tasks can have multiple assignees. This variable is used to gather the full display names of all assigned users for a task. It is later inserted into SharePoint under the "Assigned To" column.

• Array (TaskID List)
  This array collects the unique task IDs of all items currently present in Planner. When the flow loops through SharePoint entries, it uses this list to check which tasks are still active. If a task ID is missing from this array, the corresponding SharePoint item is deleted — ensuring the list stays in sync.

Description of Each Component

• Reset Variables
  Clears all temporary values set by the previous task iteration.
  • LabelMapping – clears label data.
  • AppliedCategories – clears previous task category values.
  • AssignedUsers – resets the string of usernames for a clean build.

• Get Items
  Retrieves all current SharePoint entries for comparison with the tasks in Planner.

• Get Task Details / Get a Task
  Gets an existing Planner task’s details including assignments, title, description, and labels.

• Set New AppliedCategories
  Stores the newly extracted categories from the task into a variable for string building later.

• Append to String Variable
  Joins category or user data into a comma-separated string ready for SharePoint.

• Apply to Each 6
  Iterates over the assigned users for a task.
  • Get user profile (V2) – Fetches full user profile data.
  • Append to string variable – Adds the user’s display name into the final string.

• Progress
  Gets the completion status of a task.

• List Buckets / Filter Buckets
  Retrieves Planner buckets and filters to find the one assigned to this task.

• Check if item exists in SharePoint
  Determines whether to update or create a task based on whether a match is found in SharePoint.

• If Yes – Update Item:
  Updates an existing task entry in SharePoint.
• If No – Create Item:
  Creates a brand new SharePoint entry based on the Planner data.

Description of Each Component

• Get Items 2
  Retrieves all current tasks in the SharePoint list to build a reference of what exists in the system.

• Append Planner IDs to a String
  Loops through each SharePoint task entry and concatenates the Planner ID into a string, separated by semicolons. This will be used later to check for Planner presence.

• Check if Planner ID Still Exists in SharePoint
  Compares each task from SharePoint against the latest list of Planner task IDs. If a match is not found, the task is considered obsolete and flagged for deletion.