Email Notifications and Alert Options
OK, so working out loud is good.... to a limit. Please enable settings that reduce the very high spam content currently coming from planner. Not everyone in the group wants to know ever movement on every task. Enable users to subscribe to various types of events on tasks. Hopefully at some time there will be some consistent settings like priority etc, that can be used as user selectable alert filtering.
Thanks for your patience! Since our last update, we’ve released a few features to address the feedback around notifications.
We’ve heard loud and clear that comment notification emails should go to only users who are relevant to a given task. Therefore, we’re excited to announce we’ve updated the integration between Planner and Groups so that users following the group associated to the Planner plan will no longer receive a group email in their personal inbox when comments are made for tasks they have never commented on before. Group emails notifications for all task comments in a plan are still sent to the group mailbox. We believe this behavior should ensure comment notification emails are scoped to a more relevant audience of those who have previously commented on the task instead of being sent to all members of the plan.
Additionally, we’ve added more context to the comment notifications users receive from Planner. The emails now contains a subject line referencing the task name, and within the email itself there are deep links to open the task or plan in Planner.
Lastly, we’ve updated the Plan settings so it is clearer what notification options are available and who can change the settings. Within Plan settings we’ve updated the text labels to better explain what each notification settings does, added a link so users can access their personal notification settings (which apply across plans), and included a deep link to Groups for those who want to stop receiving all emails from the group in their inbox.
For more details on these updates, please see our Tech Community blog post here: https://go.microsoft.com/fwlink/?linkid=2003811
Please let us know if these updates are helpful and continue giving us feedback about how we can improve the Planner notification experience.
Based off the feedback we’ve received so far, we have plans to address the following notification asks in the future:
1. Additional notification settings so you can choose how to receive your notifications (email, mobile push, etc.)
2. The ability to follow a task or plan and receive notifications when they change
3. Notifications when you are @mentioned in a task
4. Notifications within Teams
The Planner Team
Larry Swartzwelder commented
I would like to see a email go to guest users when tasks are assigned to them. Right now I can see comments if I have commented on a task as an external user and when I am added as a member but nothing when I am assigned a task as an external user
In general, the following would solve our problems with comment email notification.
(1) enable users to select their notification channel when a comment is posted to a task
(2) enable group owner to disable comment notification at the plan level
(3) only distribute comment notifications to task assignees
(4) if a comment author wants broader distribution of the comment, they can @ the group or specific members
Isaac Chua commented
Echoing the rest of the comments here — we really need assignees of a task to receive notifications of comments in the thread, regardless of whether they have commented before.
Martin Larsson commented
I second Owen Griffiths comment. Just now I am thinking of switching to Trello or find a way to add content to a task without spamming my team with emails, maybe use checkbox list for some things.
Teams have chosen to work in Planner so let them! Don't force us to switch between email and Planner all the time. It is also confusing for non technical people who sometimes reply on the emails instead of inside Planner!
Owen Griffiths commented
Cut the cord with email notifications and have them turned off by default. There is no point shifting people to a task manager tool, if all the tool does is generate even more inbox spam. For users who are determined to get an old school email for everything, give them the opt-in of following a task, that sends email notifications for that task - don't inflict attachment to email on everyone else who is trying to shift out of it.
This commenting update needs to be fixed ASAP - Planner is somewhat unusable until then. If I assign a task to a person, they need be notified when I comment on that task, otherwise what is the point if having comments?
I think fixing this should really be a priority.
Jakub Havel commented
Any update on this thread? Actually we think about switching to alternative solution thanks to brilliant notifications update.
Kirsty Jarvis commented
Assigned group members to a task need to receive the email notifications about specified task!
Michael Gray commented
This current set-up doesn't facilitate collaborative working at all. I'm managing a programme of work through planner. I may not want to comment on every task going, but I do want to be notified (in my personal inbox) of comments regarding tasks that I may have assigned to others. Changing this set-up would really help our organization.
Steve Wilke commented
This one is odd. If I am assigned to a task I should receive the comments in my inbox. However, I do not receive comments until I comment on the task. However, if I assign a task to someone and comment on it, I receive an email to my inbox (makes no sense) but they do not receive the comment email. I get it you are trying to knock down the email notification traffic but if someone is assigned to a task they need to receive comment notification emails regardless if they have commented yet or not.
Michael Glanton commented
+1 - One notification feature that would be great is that whenever a comment is added to a task that all assigned users can get an email notification even if they haven't commented on it yet. Right now if someone is assigned and doesn't comment they will not get the comment notifications from other users.
Please also add an option to email comments to individuals who are assigned to a task
Ravish Singh commented
Excellent post.Thanks for sharing this message.Really,Your blog is not only instructive but useful too.
Joshua Rosenberg commented
Professionals are far too patient with Microsoft's teams. You guys are slow. EU decides and acts faster than you.
Please get further refinement on notifications. Users should be able to independently state whether they want the 7 day heads up, due today, and late notice. (I for one would like to just get late notices.)
It would be nice also for a user to be able to get only late notices, but for all tasks in the group so it is easier for managers to keep track of something slipping, especially if they are managing multiple plans.
Bill Brennan commented
One notification feature that would be great is that whenever a comment is added to a task that all assigned users can get an email notification even if they haven't commented on it yet. Right now if someone is assigned and doesn't comment they will not get the comment notifications from other users.
I would like the options to select how often I get notifications - a daily or weekly digest. I do not need a new email every time I add a comment to a task.
@the Planner Team - It is has moved from one extreme to the other. Now there is no update when someone comments on a task that has been created by me. I believe notifications should go to the person who created the task and who the task is assigned to - no matter if you have previously commented on the task or not. We are really trying to use Planner in lieu of other softwares and the features are limiting.
Martin Dahm commented
I’d like to have the option to enable/disable email notification when a task assigned to me is changed (see section 2 in Mikes comment below).
Within my team we regularly go through all or some tasks in group meetings. We discuss and comment or add content to tasks and it gets really annoying to get an email every time we add/change something in my tasks during these meeting.
Enable the mechanism but make it optional to receive emails for own tasks.
I don’t know why it’s so hard to comprehend this.
This is the recommended solution that will suit the majority
If any task is assigned to me by owner/project manager
1 - I should not receive email notification to my inbox when I comment. It’s a bit silly and makes no sense. Notifications can still go to plan group inbox which is fine.
2 - when others (including owner) comment or upload a file, check list something, pretty much make any modification to the tasks assigned to me, I should get email notified into my inbox. If task is assigned to multiple users, we all should get notified. Any tasks I’m not assigned to, I don’t want to receive email notifications of them in my inbox however they should still be visible in the group inbox.
3 - the behaviour explained in section 2 works with the current version of planner (August 2018) ONLY if the person assigned the task comments on it. So the workaround is if you want to be notified in your inbox when someone comments on tasks you’ve been assigned, e.g project manager commenting asking why the task has not started, you have to comment with a dot “.” in every new task assigned to you. It’s a bit ridiculous but it works. Also something to note, I tried to enable “follow this plan group in my inbox” option in Planner but that made no difference. Only workaround was to comment on every task I’m assigned to.
Please fix this behaviour as explained in section 2