11-12-2018 09:08 AM
11-12-2018 09:08 AM
Is there a way to share/engage with an employee within the business around a task created in the planner tab without necessarily adding that person to the team or channel in which the task was created?
For example, I am in Marketing so obviously part of the Marketing team. I am creating a design for a magazine advert for someone in the HR team. I don't really want them as part of my Marketing team or design channel within the Marketing team as they may get confused and bombarded with stuff they need not see. However, at task level their engagement is needed and I can't see a way to add them to the task without bringing them into the whole Marketing structure.
Does anyone have any advice on the above, please?
11-12-2018 09:14 AM
11-12-2018 09:16 AM
For things like that, you will need to create a new Team for that project. The good news is that if you have typical projects with the same channels. You can create new Teams from one of them as a template and just add new people.
11-12-2018 09:24 AM
Hope you are well. You can't do this at present. If you do try to assign a task to a non-plan member it adds them to the Plan, and the Team. I took a screenshot to show what happens if you try.
You could work around this by putting multiple plans in multiple teams, but appreciate this could be an issue logistically. Would be a great ask on User Voice: https://microsoftteams.uservoice.com/forums/555103-public
Hope this clarifies!
11-13-2018 01:39 AM
Hi Chris and thanks for that.
Believe it or not I am just migrating from a test of Trello to try and bring things together.
I think I might just see how it goes with either invisibility or with adding people to the Team and see if the notifications about irrelevant stuff don't turn people mad!
11-13-2018 01:40 AM
11-13-2018 01:47 AM
11-13-2018 02:22 AM
Thanks for that. I am glad I helped.
They need to be a member of the actual Team (and corresponding Office 365 group) to see the tasks in Planner tab in Teams.
I tried a workaround by doing the following: I tried to add a user who wasn't part of the Team to the Plan itself by doing so through the Planner web app as opposed to through the Teams App
But doing so added the user to the Team itself
So links to tasks to users outside the team are not going to work. Links within the Team do work through conversations, or sending the link directly.
Its great you raised a feature request as it's definitely a legitimate case for both cross group plans and for oversight by non Team members. In the short term, for the scenario, you may have to look at splitting into a dedicated team for the planner and having all users who need to view tasks in there, using Project or another method which works.
Hope that helps
11-13-2018 02:13 PM
Could you create a stand-alone planner group (essentially a interim tasks group) and invite users to it that are outside your team?
Imagine the following scenario:
Team A has a total of 20 users working on a project. Multiple tasks are being worked on but say a quarter of them need input from user outside Team A.
Team B is the marketing team that includes a total of 10 users. All of those users will need to add input into some tasks in Team A.
Creating a planner group that consists of only the tasks that are coincident between Team A and Team B and only inviting the users from both teams into the planner group (In this case it may be best to invite all users from both team for transparency). Each team can then add that planner group in as a tab and collaborate together on the tasks at hand and not muck up each other's team setup
11-13-2018 02:20 PM
Correct! Recommended way would probably be as follows which was an answer to Alex in another string today.
You do not have to necessarily have a team for, say, a department. The team could be called ‘Advert’ and add all the members from the relevant departments such as HR, Marketing and Legal. You could create channels for each team, but as you don’t want them seeing each other’s content you could simply create a planner tab in the general channel and therefore all the members of the Team would see the tasks. In addition you could share the files and content you needed between all the members of the Team.
Hope that helps,
11-13-2018 02:38 PM
11-13-2018 02:59 PM
11-13-2018 03:21 PM
Thanks Chris. I totally agree.
I have also raised a User Voice here for users outside the team to be permitted to view and add planner tasks to the team: https://microsoftteams.uservoice.com/forums/555103-public/suggestions/36012193-users-outside-team-to.... Hope some others vote for it.
11-13-2018 07:09 PM