Microsoft Planner has built-in notifications for assigned tasks, reminders, and overdue tasks, but sometimes you’ll want to be kept in the loop when important tasks are completed as well, even when the task isn’t assigned to you specifically.
We can create a Power Automate flow to accomplish this. In this post, I’ll cover three topics:
Creating a flow from a template
Creating a flow from scratch
Sending notifications to task assignees
Use a Power Automate template to send an email when a Planner task is completed
First, you’ll need to sign in to Power Automate using your work or school (not personal) Microsoft account. Then follow these steps:
Select Templates and search for “send email Planner completed” (or click this link)
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Click Continue
Select the Group and Plan for which you’d like emails to be sent when tasks are completed.
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Enter the email address(es) to which notifications should be sent when tasks are completed in the selected plan. You can also customize the message body simply by clicking in the body field and entering your own text and/or dynamic content.
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Click Save (at the bottom or upper right)
Go to the specific plan for which you’ve created the flow (Hint: you’ll find it at https://tasks.office.com) and complete a task to test it. You may want to create a fake task for your test.
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Check the email inbox for the address(es) you entered in step 4. You should have received your custom email. Note: It may take a few minutes for it to appear.
You may already be familiar with the concept of @mentioning – it’s generally how we “tag” someone in social media. For example, if you wanted my attention on Mastodon, you might write a post that @mentions my username such as “Hey @chambernate – have you ever run across this error?” This makes sure I get a notification and know to go look at your post.
@mentioning is also how we tag people in Microsoft Teams. When you’re composing a message (whether it’s in a channel, a meeting, or a group chat) you might write “Hey @Nate Chamberlain, can you review this outline?” This achieves the same result as in social media – making sure I get an Activity notification and am more likely to see your post and reply.
What happens if you don’t @mention someone? No @mention means the chat or channel that you’ve posted in will just be listed in bold for all other members. No activity notification, just a bold channel name or chat name that stays bold until I open that channel or chat, as seen below with NC460 Sales in the Retail team.
NC460 sales is a channel listed in bold, meaning there’s unread activity there.
If you mark a message as important, the channel or chat name will still be bold, but will also have an exclamation point as seen with PNW Coffee Social Campaign below.
PNW Coffee Social Campaign has unread activity, and some of that activity includes a message marked as important.
And in chat specifically, you can mark messages as “urgent” which does send activity notifications to recipients every 2 minutes for 20 minutes until they read it (or the 20 minutes ends). While handy as a way to get attention, we want to be careful not to overuse urgent.
In the remainder of this post, I’ll detail the 4 ways to @mention others in Microsoft Teams to get their attention in a direct and professional manner without using urgent:
@mention an individual (i.e. @Diego Siciliani)
@mention a team (i.e. @Human Resources)
@mention a channel (i.e. @Talent Acquisition)
@mention a tag (i.e. @Managers)
Let’s start with @mentioning individuals.
How to @mention an individual
To @mention someone in a chat message or channel conversation post, simply type the “at” sign (@) with no space after it, then begin typing the person’s name. (i.e. typing @Nate would suggest my full name you could then select). Once selected from suggestions, the name should show as a purple hyperlink that, when hovered over, gives you that person’s contact card.
If you’re typing a name and it’s not showing up as a suggestion, it could be they’re not a member of the chat you’re @mentioning them in or, if it’s a channel conversation, they may not be a member of the team to which the channel belongs.
You also don’t have to tag someone’s full name. It can feel overly formal to tag @Nate Chamberlain when you’d rather, more casually, say @Nate. To just use a first name, simply tag the full name as usual, but then backspace to remove the last name – as long as the first name is still purple, they’ll still be tagged but your message reads as more casual and personable.
Click to enlarge – shortening an @mention from full name to first name
@mentioning an individual is the most direct and specific way to get attention and a response from someone.
How (and when) to @mention a team
You can also @mention teams such as @Mark 8 Project Team – this sends an activity notification to every member of the team.
Use this to generally inform all members of your post – just keep in mind that in large teams you may not get the best response from a general @mention like this. The principles of diffusion of responsibility tell us that when 30 people get the same notification, they may feel less responsible for response or action. So to encourage specific action, we want to use more specific @mentions (consider it a form of “knowing your audience”).
Otherwise, @mentioning the entire team is a great way to make broad announcements, share FYIs, etc. where immediate action or response may not be the first priority so much as communicating something.
How (and when) to @mention a channel
You may choose to @mention a specific channel for two reasons:
You want attention from the team on a particular subject
You’re @mentioning members of a private channel (which has unique membership compared to the parent team)
Since standard channels don’t have unique membership from the parent team, an @mention of a particular channel does the same thing as @mentioning the team – every member of the team gets a notification when you @mention a standard channel. The difference is that you’re specifically calling attention to the topic of the channel. For example, if you work for a sales team and your boss mentioned @Sales Team – that’s pretty general and may include 50 people. But if they mention @East Region (a channel in Sales Team), and you happen to help manage the East region, you’re more likely to feel obligated to reply since that’s something in your wheelhouse.
Private channels have unique membership – while the parent team may have 50 members, the private channel can have a subset of that such as 10 of those 50 members. So @mentioning a private channel gives a notification to those 10 members instead of all 50.
Click to enlarge – Admin is a private channel with a subset of members from its parent team.
How to @mention a tag
Since @mentioning standard channels and the team do the same thing functionally, our only option to send activity notifications to subsets of our team members (other than by utilizing private channels) is to use tags.
You may need to be a team owner to create tags for your team members – this setting is determined by your team owners via the team’s settings > tags.
Click to enlarge – Team owners who manage your team settings specify who in the team can create/manage tags.
If you have proper permissions, use the team’s ellipsis (the team for which you want to tag members) and choose Manage tags.
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Assuming you don’t yet have any tags to manage, click Create tag.
Add the tag name (i.e. Nurses, Managers, Trainers, etc.) and who should be in that tag. Click Create when finished (you can always add more later).
Now when you are creating a post or reply in a channel in that team, you’ll be able to @mention your new tag’s name to notify only the people tagged with that tag. Other team members will still see a bold channel name for unread activity, but won’t receive the activity notification from the @mention. So, in the previous screenshot, Nestor Wilke and Patti Fernandez will each get an activity notification when you @mention Managers.
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You can also use tags created for your teams as a way to start new chats (Ctrl+N in desktop, or just use the new chat icon when on the chat node of Teams).
A newer feature in SharePoint allows you the option to “Notify your team” after a new file is uploaded. Your upload process is the same, but then your “upload complete” dialog now has an additional option:
When you select “Notify your team” you’re presented with options like sharing with SharePoint groups, or just individuals manually entered.
When finished, click “Notify” and the intended recipients receive a link that only works for them when logged in.
If you attempt to share with someone not in your tenant, you will receive an error as you can only notify people with existing access.
For these external users, you can instead separately share via the usual “Share” dialog when a file is selected. Here you’ll also find a newer feature that allows for blocking downloads if the “Allow editing” box is unchecked. This would prevent people making edits offline and creating multiple versions in silos.
One of the greatest business value features of a site newsfeed webpart would obviously be to know when people are participating, asking questions, etc. This way moderators or other interested parties could go in and respond in a timely manner. And while there’s no straightforward way to get these notifications from the webpart itself, there’s a workaround. Follow these steps once you have a newsfeed webpart on your site (by default, most team sites have them already). Continue reading “Alerts/notifications for SharePoint site newsfeed webpart posts & replies”
