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Alex Buxton
Occasional Contributor

Hi all.

 

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?

 

Alf.

13 Replies
Due to the whole "Group" design of Office 365 tools, you can't Assign tasks in planner to anyone not in the Group. Unless they go back and add permission / security systems to each product similar to SharePoint this won't be possible.

Only work around at this point are use a task list / custom list in SharePoint or another 3rd party task Tool supporting it's own user list such as Trello and integrate it into your Team.

no,

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.

Hi Alex,

 

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. 

 

TeamPlanner1.PNG

 

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!

 

Best, Chris

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!

 

Ta,

Alf.

Hi Dean.

Thanks for this.

I think many of the tasks wouldn't really warrant a dedicated project. They really would be mundane tasks.

Ta,

Alf.
Hi Chris (Hoard) and thanks for that.

I have posted the feature request at that link you sent.

I did try private messaging the link to the task to someone within the greater business Teams structure. I thought by doing this they will at least be able to see the task even if they can't engage with it or get notifications on it. However, the recipient said they couldn't open the link.

Any thoughts?

Alf.

Hi Alf,

 

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

 

TeamsTest2.PNG

 

But doing so added the user to the Team itself

 

TeamsTest3.PNG

 

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

 

Best, Chris

 

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

Hi Seth,

 

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,

Best, Chris

Just to be clear! Everyone has access to all the channels in the team they are members of! This team should be for cross departments notifications and shared planner! Files which belongs to each department and shouldn’t be seen by other should be located in their own department teams
There was a uservoice awhile back for the ability to make planner plans without office 365 group. If they would do that, that would fix this fiasco as it would require its' own security layer not relying on groups at that point. Every product needs to be like SharePoint where it has it's own set of security that ties into the 365 group. Not solely dependent on Office 365 group for it's security or you get stuck with only working with your group because of it.

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.

 

Best, Chris

What's great about this approach is that you can have the conversations within the tasks themselves which could act as meta-channels. When you mentioned the sharing of files, what specifically did you mean? Could provide an example?

Similarly, you could create 1:m chats with respective users across the 2 (or more) teams. You could then create tabs which act as windows, views, into whatever everyone is working on. These views are different touch points that specifically defined and provide the right amount of information to make a decision or at the very least provide awareness.
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