Automating Project Setup Across SharePoint and Planner for a Manufacturer
OfficePro Consulting replaced a manual project setup routine for a Northern Territory manufacturer using Power Automate. The flow builds a standardised folder structure across multiple SharePoint sites, raises a Microsoft Planner task and drops in the project template, removing the handoffs and missed steps of doing it by hand.
Discuss your automation project →The challenge: every new job, set up by hand
Every new project kicked off the same manual routine. A staff member read the incoming request, then built the same folder structure by hand across several SharePoint sites, raised a Planner task and copied in the project template. Every step was a chance to fumble a folder name, skip a site or forget the task.
What we built
A Power Automate workflow that fires when a new project is emailed to the nominated Teams channel. It applies a strict naming convention, builds the standard folder structure across every relevant SharePoint site, copies in the project template and raises a Planner task with the job details. Built-in error handling alerts an admin if any step fails.
How it works
A new project emailed to the nominated Teams channel triggers the flow. It reads the project name, total square metres and due date, then runs a sanitisation chain so the folder name is safe for SharePoint. It builds the standard folder structure across each relevant site with a duplicate check, copies in the project template and raises a Planner task with the job details. Structured error handling alerts an admin with a direct link to the run if any step fails.
Delivery phases
Technologies
Project snapshot
Related services
The results: the same setup across every site, every job
What changed once the flow took over project setup.
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