Shared account: can I use Planner to assign task?

Question

Hi friends,in our little tenant (5 people in total) all emails arrive in info@mycompany.it.We are consultant and most questions require answers in short time.We all have private accounts, but we have been asked to receive and send email exclusively via info@mycompany.itActually info@mycompany.it is NOT a shared mailbox. it's just a E1 license to which we all have signed in with the same credentials, and thus we are all owner at the same time.We use it also as an archive of our job (via folders and subfolders).When an email arrives, any colleague can "flag" (=categorize) it with own colour... but the situation is a little bit confusing since any colleague can delete/move email away or "de-categorize" them.I'm looking for a workaround to fix this.Furthermore our boss would like to assign or co-assign task (=task intended as an email request) and monitor it.&nbsp;My question is if planner could help us.We are open to evaluate an evolution of our internat organization, but the first problem will be how to manage all past question and answers we provide via mail that now are archived in info@mycompany.it&nbsp;Thanks for any idea !!Stefano

jcgonzalezmartin · Answer

I think Planner could be a solution for you, but not a perfect solution so I recommend you to run a pilot to see if Planner fits your requirements. Basically Planner will provide to you the following:
(1) Task assignment to Planner Members and the ability to assign a single Task to more than one Planner Member
(2) Planner is built on top of Office 365 Groups so you will have a Groups MailBox to receive any communication sent to the Group and if configured properly also Group members will receive a copy of the e-mail messages sent to the Group

santhoshb1 · Answer

My suggestion would be to use Microsoft Flow along with Planner as you receive most of the tasks via email. You can set a Flow to create a task in Planner when users flag it from mailboxes.&nbsp;

stefano conti · Answer

thank you jcgonzalezmartin.If I understood well your solution covers part of my problem.Any suggestion on how to manage sent mails that should be archived ?May I ask you what kind of solution you/your company adopted to manage daily email workflow ?Shared mailbox ?Thanks.stefano

stefano conti · Answer

thank you SanthoshB1Interesting.Is MS flow applicable to a shared account ?Stefano

stefano conti · Answer

SanthoshB1 wrote:My suggestion would be to use Microsoft Flow along with Planner as you receive most of the tasks via email. You can set a Flow to create a task in Planner when users flag it from mailboxes.&nbsp;Thanks but the scenario is a little bit complicated, we have 1/2 boss that asked to be able to assign task to others. I dont' understand it it is possible with your solution, since outlook I'm not sure can understand WHO flag an email....&nbsp;In other words:- Any user (also the boss) can pick a non-assigned email and assign it to himself- The boss should be able to:assign or co-aasign non-assigned emailde-assign previous assigned emailmonitor the progress of all task, prioritize some etcc..thanks for any suggestionsstefano

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Shared account: can I use Planner to assign task?

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