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Important details for Project Online <> Planner (two-way multiple plans)

In this article we will review important details for Project Online <> Planner (project stages) data synchronization.

The following entities can be synchronized between Project Online and Planner:

Project Online Planner
Task Name One of the following:
- Plan name (used during plan creation, is not updated later)
- Task title (updated each sync)
- Bucket name (used during plan creation, is not updated later)
Start Date Start Date
Finish Date Due Date
Assignment Assignment
% Complete Progress

Please note: It is not possible to synchronize Planner tasks created before you set up data synchronization between a plan and a project. The only workaround here is to recreate Planner tasks.

Please note: Master Projects are not supported for integrations. 

Please note: If the "Only allow task updates via Tasks and Timesheets" option is activated in Project Online, the integration will not work. If you are using the Integration Hub to synchronize Actual hours from Planner to Project Online, you will need to switch off the "Only allow task updates via Tasks and Timesheets" option before the integration and switch it back on manually after the integration is completed.

Task progress migration

The scenario gives you a great possibility to work on your tasks, update the progress of your tasks in Planner and easily transfer status completion to Project Online and vice-versa

Task progress is synchronized from Planner to Project Online in the following way: 

  • “Not started” is synchronized as 0% to the "%Complete" field;
  • “In progress” is synchronized as 50% to the "%Complete" field;
  • “Completed” is synchronized as 100% to the "%Complete" field.

Please note: "Actual work" and "Remaining work" fields in the Project Online project will be automatically recalculated by Project Online after data synchronization according to the new value set for the "%Complete" field.

Multi assignments

This scenario supports tasks with multiple assignments.

Assignments are matched by email so the emails in Planner and Project Online should be identical for successful synchronization of the assignments. For successful migration of the assignments, the resource with the correct email should exist on the PWA. If resource exists on the PWA it will be added to the project team automatically and will be assigned to a task during task synchronization.  

Task deletion

  • If a task is deleted in Planner, the corresponding task in Project Online will be marked as DELETED and excluded from synchronization.
  • If a bucked is deleted in Planner, all the tasks originated from this bucked will be marked as DELETED in Project Online. The task corresponding to the bucket, however, will not be marked.
  • If a task originated from a Planner task is deleted in Project Online, this task will not be changed in Planner. However, if you update this task in Planner, it will be recreated in Project Online.
  • If a plan is deleted in Planner, Integration Hub can not mark the tasks in Project Online due to the limitation of the source system. We recommend setting the Map to Plan field to No for the task, which corresponds to the deleted plan, else the plan in question will be recreated during the next sync from Project Online.

Start/Due dates are not migrated for sub-tasks.

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