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Planner Blog
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New updates to Planner comment notifications and settings

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chtranMSFT
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Jun 25, 2018

We’ve received a lot of great feedback on Planner notifications from our users, and over the last few months we’ve rolled out some updates to address this feedback. Here’s more information about the specific changes: 

 

Improvements on who receives task comment email notifications

Previously, whenever a user posted a task comment, a notification was sent to the inbox of all plan members subscribed to the plan’s group. This meant lots of users received comment notifications on tasks not relevant to them. Due to this behavior, a common refrain we’ve heard from customers is “I’ve started using Planner, but these task comment notification emails are too much!” We’ve recently rolled out an update to Planner’s integration with Groups to directly address this.


This update changes the behavior so that users will no longer receive comment notification emails in their inbox for tasks they have never commented on.  Therefore, if you have never commented on a Planner task, and have no plans to comment on it in the future, you should never receive a comment notification in your inbox for said task.


However, when you do post a comment on a task, you will receive email notifications in your inbox for each subsequent comment made on that task (even for comments made by other users). We believe this behavior better scopes the notification audience to those who are most relevant to the task.


Please note that the above behavior only applies to task comments submitted from within the Planner apps. If you choose to “reply all” to the comment notification email (in Outlook or another email client) to add a task comment, all plan members will receive a comment notification email.


You can still check the group mailbox to see the email notifications for every task comment made in a plan.

 

Adding more context to the comment notifications

The email subject line for comment notifications now includes the task name and clearly notes its contents. (Pro tip: you can now construct email rules to route comment notifications to a specific folder since the subject line should always contain the words “comments on task”).


Within the email notification itself, we’ve included the task and plan associated to the comment, as well as deep links for users to directly open the task in Planner to reply. These links are located at the end of the email. (Pro tip: If you choose to reply to the email notification to add a comment, make sure not to reply all if you don’t want your comment to send a notification to all plan members!)

 

This email notification is sent for the first comment on a task.
This email notification is sent for each reply to a task comment.

 

Improved plan notification settings

Our team has updated our notification settings to more cleary define what each options does and makes it easier to configure your notifications.

 

For each plan, opening the “Plan settings” under the “…” menu will show the group email settings for said plan. This is where a group owner can control whether group email notifications are sent when a task is completed or assigned. We’ve also added some information to help guide users to their “group settings” if they want to stop all group email messages from reaching their inbox. Since the options under “group email settings” apply on a per plan basis, a user must visit Plan settings for each plan they are a member of to adjust them. 


Plan settings screenshot

 

We’ve also added a link to “Planner notification settings” inside Plan settings. This link directs the users to where they can adjust their preferences for the types of notifications which are sent to them across all their plans. 

 

Planner notification settings screenshot

 

 

For more information on how our notifications work, please consult our Planner notifications help article.


Let us know what you think about these updates below, and as always please submit ideas for improving Planner through our UserVoice page.

 

Updated Jun 25, 2018
Version 1.0

84 Comments

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We've rolled out updates to Planner's comment notifications to address some top user feedback items.

","body":"

We’ve received a lot of great feedback on Planner notifications from our users, and over the last few months we’ve rolled out some updates to address this feedback. Here’s more information about the specific changes: 

\n

 

\n

Improvements on who receives task comment email notifications

\n

Previously, whenever a user posted a task comment, a notification was sent to the inbox of all plan members subscribed to the plan’s group. This meant lots of users received comment notifications on tasks not relevant to them. Due to this behavior, a common refrain we’ve heard from customers is “I’ve started using Planner, but these task comment notification emails are too much!” We’ve recently rolled out an update to Planner’s integration with Groups to directly address this.

\n


This update changes the behavior so that users will no longer receive comment notification emails in their inbox for tasks they have never commented on.  Therefore, if you have never commented on a Planner task, and have no plans to comment on it in the future, you should never receive a comment notification in your inbox for said task.

\n


However, when you do post a comment on a task, you will receive email notifications in your inbox for each subsequent comment made on that task (even for comments made by other users). We believe this behavior better scopes the notification audience to those who are most relevant to the task.

\n


Please note that the above behavior only applies to task comments submitted from within the Planner apps. If you choose to “reply all” to the comment notification email (in Outlook or another email client) to add a task comment, all plan members will receive a comment notification email.

\n


You can still check the group mailbox to see the email notifications for every task comment made in a plan.

\n

 

\n

Adding more context to the comment notifications

\n

The email subject line for comment notifications now includes the task name and clearly notes its contents. (Pro tip: you can now construct email rules to route comment notifications to a specific folder since the subject line should always contain the words “comments on task”).

\n


Within the email notification itself, we’ve included the task and plan associated to the comment, as well as deep links for users to directly open the task in Planner to reply. These links are located at the end of the email. (Pro tip: If you choose to reply to the email notification to add a comment, make sure not to reply all if you don’t want your comment to send a notification to all plan members!)

\n

 

\n

This email notification is sent for the first comment on a task.
This email notification is sent for each reply to a task comment.

\n

 

\n

Improved plan notification settings

\n

Our team has updated our notification settings to more cleary define what each options does and makes it easier to configure your notifications.

\n

 

\n

For each plan, opening the “Plan settings” under the “…” menu will show the group email settings for said plan. This is where a group owner can control whether group email notifications are sent when a task is completed or assigned. We’ve also added some information to help guide users to their “group settings” if they want to stop all group email messages from reaching their inbox. Since the options under “group email settings” apply on a per plan basis, a user must visit Plan settings for each plan they are a member of to adjust them. 

\n


Plan settings screenshot

\n

 

\n

We’ve also added a link to “Planner notification settings” inside Plan settings. This link directs the users to where they can adjust their preferences for the types of notifications which are sent to them across all their plans. 

\n

 

\n

Planner notification settings screenshot

\n

 

\n

 

\n

For more information on how our notifications work, please consult our Planner notifications help article.

\n


Let us know what you think about these updates below, and as always please submit ideas for improving Planner through our UserVoice page.

\n

 

","body@stringLength":"6625","rawBody":"

We’ve received a lot of great feedback on Planner notifications from our users, and over the last few months we’ve rolled out some updates to address this feedback. Here’s more information about the specific changes: 

\n

 

\n

Improvements on who receives task comment email notifications

\n

Previously, whenever a user posted a task comment, a notification was sent to the inbox of all plan members subscribed to the plan’s group. This meant lots of users received comment notifications on tasks not relevant to them. Due to this behavior, a common refrain we’ve heard from customers is “I’ve started using Planner, but these task comment notification emails are too much!” We’ve recently rolled out an update to Planner’s integration with Groups to directly address this.

\n


This update changes the behavior so that users will no longer receive comment notification emails in their inbox for tasks they have never commented on.  Therefore, if you have never commented on a Planner task, and have no plans to comment on it in the future, you should never receive a comment notification in your inbox for said task.

\n


However, when you do post a comment on a task, you will receive email notifications in your inbox for each subsequent comment made on that task (even for comments made by other users). We believe this behavior better scopes the notification audience to those who are most relevant to the task.

\n


Please note that the above behavior only applies to task comments submitted from within the Planner apps. If you choose to “reply all” to the comment notification email (in Outlook or another email client) to add a task comment, all plan members will receive a comment notification email.

\n


You can still check the group mailbox to see the email notifications for every task comment made in a plan.

\n

 

\n

Adding more context to the comment notifications

\n

The email subject line for comment notifications now includes the task name and clearly notes its contents. (Pro tip: you can now construct email rules to route comment notifications to a specific folder since the subject line should always contain the words “comments on task”).

\n


Within the email notification itself, we’ve included the task and plan associated to the comment, as well as deep links for users to directly open the task in Planner to reply. These links are located at the end of the email. (Pro tip: If you choose to reply to the email notification to add a comment, make sure not to reply all if you don’t want your comment to send a notification to all plan members!)

\n

 

\n

This email notification is sent for the first comment on a task.
This email notification is sent for each reply to a task comment.

\n

 

\n

Improved plan notification settings

\n

Our team has updated our notification settings to more cleary define what each options does and makes it easier to configure your notifications.

\n

 

\n

For each plan, opening the “Plan settings” under the “…” menu will show the group email settings for said plan. This is where a group owner can control whether group email notifications are sent when a task is completed or assigned. We’ve also added some information to help guide users to their “group settings” if they want to stop all group email messages from reaching their inbox. Since the options under “group email settings” apply on a per plan basis, a user must visit Plan settings for each plan they are a member of to adjust them. 

\n


Plan settings screenshot

\n

 

\n

We’ve also added a link to “Planner notification settings” inside Plan settings. This link directs the users to where they can adjust their preferences for the types of notifications which are sent to them across all their plans. 

\n

 

\n

Planner notification settings screenshot

\n

 

\n

 

\n

For more information on how our notifications work, please consult our Planner notifications help article.

\n


Let us know what you think about these updates below, and as always please submit ideas for improving Planner through our UserVoice page.

\n

 

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We've rolled out updates to Planner's comment notifications to address some top user feedback items.

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New updates to Planner comment notifications and settings","moderationData":{"__ref":"ModerationData:moderation_data:4207338"},"body":"

I have for a long time searched for an explanation why I don't get notification when the tasks I am assigned to is updated.

Now I finally found the source of this stupid behaviour. - One must first make a comment on a task to get notifications. This was apparently implemented on purpose in 2018.

This solution is sooo stupid. 

If we have a task with five co-workers assigned to it, all five will start by creating a comment \"Please notify me\".  The first co-worker to do this will then receive 5 notifications with \"Please notify me\". The second will receive 4 notifications and so on.

Of course there should not be sent notification to all users assigned to the whole plan, but there should automatic be sent notifications to the users assigned to the task that was updated - or alternatively there should at least be an option for users to push a button \"Follow this task\" instead of having to write a comment on the task.

It is surprising how poor systems Microsoft will be known to deliver.

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aconstantin 

 

I followed your notes and yes, I can indeed see the comments that have been replied to on a Task.

Thanks for the explanation. 

 

Chris A.

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Ah yes, the problem when you let \"smart\" people (programmers) who don't actually use a program, (so therefore don't have a clue) control the design of a program. Takes me back to the days of the notorious BSOD, whose messages no doubt made total comprehensible sense to the programmers, but left the normal population, (you know, the people who actually pay for and use the program in everyday working life) with a totally incomprehensible message that told us absolutely nothing.

Good to see they have learnt over the years, and improved their game in programming......................oh, wait ....................no, same shite still 😉

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mkraemer , TropicRock & others,

 

As someone actively using 10+ Planners, needless to say I feel your pain. I have fought & failed to get MSoft to do something about it for more than 2 years (I guess I don't have a loud enough voice), so here's what I know:

 

What most people don't know is how the Commenting function was implemented in Planner -- it is not a full-fledged communication function, but rather a quick & dirty thing that uses the Group Email function to fake Comments like we're used to them in Forums (like this one!) -- this is where the spam actually comes from: 

 

The comments at the bottom of each Card are an actual group email thread with the name of the Card -- just go to https://outlook.office365.com/mail/group/<your_company>.onmicrosoft.com/<your_team>/email to check (or via [...] >Plan Settings > Notifications > \"Group settings in Outlook\"). You will see all Card comments there.

 

Each time Planner loads, it loads the discussion chains from those email threads. That's why:

  1. A person assigned to a Card isn't automatically getting email Notifications - there is no email thread created before that point, and if it is, it's only the Comment poster + the group Email address (whose notifications more & more people are ignoring now by default).
  2. (this should entertain you) You can actually erase history, by going to the Group Email thread & deleting one of your or your colleagues' older Emails (i.e. Comments) -- this will make said Comment magically disappear from Planner next time it loads  👍🏼

 

I tried to suggest to MSoft 2+ years ago that they change the process of assigning a person to a Card to also trigger a Comment/Email from the group email CC-ing the assigned person, so they are, in effect, automatically subscribed for new Comments. Didn't get anywhere.

 

 

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Yes, quite ridiculous that each member has to make a comment to make sure they get notifications.
I can see the problem from both sides, both for and against. But one would think it could be managed from an administrative area, to either turn it on or off, or more logically, to allow the individual users to opt in and out of each planner task via settings when they don't want constant notifications, if for instance it is an item they physically check every day (not that many people actually check things every day, unless they only have one team, with one planner with one task (ah if life could be that simple eh?). Sort of defeats the whole idea of being a Team, if you are not automatically enrolled to receive notifications, but I do understand the need also to be able to opt out from time to time.

So if you have a large team, with say 400 members, I would choose to be the last to comment, as the first poor bugger to comment is going to cop 399 bland comments of people enrolling to receive comments without any actual important information being passed to anyone.

Awesome right?

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Microsoft Planner is now used very frequently by our users (via Teams).

However, nearly all of them expect that when a task is created and assigned to certain people, when a new comment is sent, all of these people also receive the information by e-mail.

But at the moment, it is probably the case that even if I am already member of a task, I only receive new comments if I have already written a comment bymyself (subscription method).

It would suggest to have the option in the planner settings to send a mail regarding new comments to all current task participants!

 

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The notification spam seems silly and something that I would prioritize over renaming Planner inside of Teams. Comments are helpful for posting updates to a card and keeping that information in context of the work. Spamming an entire Group of people is distracting and out of context.

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Our tedious workaround is to tell everyone who cares about a Task/Card (creator, assignee(s), watchers) to comment something random in it (like a dot \".\" or \"WIP\" or \"watching\" ) the first time they see it.

 

This makes things look a bit ridiculous & creates some Spam when the task is created, but ensures that the one who just commented will get notified of all future posted comments via email as well (NB: not all future Changes, like to the Title, Description, Checklist, Attachments -- just future Comments).

 

This is because the Comment thread of any Planner Task is an *actual* rendering of a O365 Group Email thread for that Task & every new person to comment gets added to the Senders list from that point on.

 

I.e. the Comment function has been a quick hack all these years & it continues to be ignored.

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I've read through several comments on the notifications topic. We use Planner regularly, for more and more tasks (Actions, Issues, Decisions, etc.) type items. 


I've found the only way to have more than the assignee notified of any updates is to add multiple \"assignees\" to the task, is that correct? Then those who are not the \"real\" assignee get all the \"late\" or \"you have due\" notifications, which isn't ideal. 

 

It would be great to be able to: 

- Assign \"watchers\" to a task - they would get updates on comments or other activity made to the task (attachments, etc), but not get the notication that they have something due or is late. 

 

- another option would be to incorporate the \"@mention\" to notify non-assignees but interested parties in any activities or comments in the task. (I saw several other comments on that) 

 

- Would be awesome if activity on a planner board that is linked to a TEAM would show up in the activity section of the Teams window as a notification. Then anyone on that planner board and Team could see the notification and check for the update. 

 

 

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GlobalSway 

 

This is the issue I raised on ‎Sep 21 2020 @03:59 AM

Nobody has answered this yet.

 

 

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