Knowledge Base

Using Microsoft Planner with CodeTwo software

This article explains how to use Microsoft Planner with CodeTwo Email Signatures for Office 365.

A short introduction to Microsoft Planner

Microsoft Planner is a Microsoft 365 web app that helps you manage your workflow by creating plans with tasks and assigning people/teams to collaborate on them. You can set task deadlines and conveniently review the work progress inside each of your plans. The app can be accessed from the app launcher in the Microsoft 365 portal.

When you create a plan, a new associated Microsoft 365 group is created. If you add users to this plan, they are also added to the connected Microsoft 365 group.

Microsoft Planner can send email notifications whenever you create or modify a task in a plan, for example when you add a new comment. Each notification is sent to the email address of the Microsoft 365 group assigned to this plan (and, depending on the case, also to other people in the plan/task), with the person who created/modified the task as the email sender. To enable task-related notifications for a plan, you need to open it, click the ellipsis (...) button and go to Plan settings. A new window opens, where you can turn on email notifications, as shown in Fig. 1.

Enabling email notifications for a plan.
Fig. 1. Enabling email notifications for a plan.

Does CodeTwo Email Signatures for Office 365 support Microsoft Planner?

Yes. Signatures can be added to:

  • email notifications sent to the Microsoft 365 group when a plan member creates/modifies a task (if this has been enabled in the task settings in Planner),
  • email notifications sent to plan members when a comment is added to a task,
  • comments displayed in the tasks in Microsoft Planner.

Such emails and comments sent automatically from a user mailbox will include a signature if the conditions of a signature rule defined in our program are met.

Important

Microsoft Planner does not support images added to comments. If you want to use a signature, make sure it does not contain any graphic elements. Every image will be replaced by a box with X as shown in Fig. 2.

Images are not displayed in the Planner comments section.
Fig. 2. Images are not displayed in the Planner comments section.

How to add dedicated signatures to Microsoft Planner messages

It is possible to use a dedicated signature template for use in Planner. When set up, this signature will be applied to Planner comments and to notifications sent to users’ mailboxes. Make sure to keep it simple and concise. If a signature is too complex, it can make following conversations in Planner more difficult. Adding a dedicated signature for Planner messages requires taking the following two steps:

Additionally, you can create a client-side signature rule for messages sent to Planner from the Outlook desktop app:

Warning

The following steps will allow you to start using Planner-specific signatures in Planner comments and notifications. However, if a user answers a Planner comment or notification by sending a message directly from their email client, it will receive the default signature of this user, not the Planner-specific one. This happens because Exchange Online processes such messages as normal emails, not as Microsoft Planner messages and the new transport rule will not apply to them.

Configure a transport rule in the Exchange admin center

To create a transport rule for processing messages from Microsoft Planner:

  1. Open the Exchange admin center.
  2. Go to Mail flow > Rules.
  3. Click the New (+) button and select Create a new rule from the drop-down list, as shown in Fig. 3.

Creating a new transport rule in the Exchange admin center.
Fig. 3. Creating a new transport rule in the Exchange admin center.

  1. In the new rule window, enter the name of your rule.
  2. Under the Apply this rule if heading select The sender is located and choose Inside the organization in the select sender location window and confirm (Fig. 4.).

Adding a condition so that the new transport rule applies only to internal messages.
Fig. 4. Adding a condition so that the new transport rule applies only to internal messages.

  1. Click More options > add condition and select A message header > matches these text patterns.
  2. Enter the header X-MS-TrafficTypeDiagnostic and the phrase PlannerComment as shown in Fig. 5. and save.

A condition that detects messages originating from Planner.
Fig. 5. A condition that detects messages originating from Planner.

  1. Under the Do the following heading select Apply a disclaimer to the message > append a disclaimer.
  2. Enter a phrase that will be used by the CodeTwo signature rule to identify messages sent from Planner e.g. This message was sent from Planner and select Ignore from the specify fallback action list as shown in Fig. 6.

Selecting an action to be performed if the conditions are met – add text to the message.
Fig. 6. Selecting an action to be performed if the conditions are met – add text to the message.

  1. Click Save to create the new rule.
  2. Move the newly created transport rule up the rules list, so that it is processed before the CodeTwo Exchange transport rule (Fig. 7.).

Setting the priority of transport rules.
Fig. 7. Setting the priority of transport rules.

Configure a signature rule in CodeTwo Email Signatures for Office 365

Create a signature rule for adding signatures to Microsoft Planner comments and notifications by following the steps below:

  1. Log in to app.codetwo.com.
  2. Click the Add a new email signature rule button (add-rule-esig) and select Add server-side signature rule from the list.
  3. Name the rule accordingly in the Overview tab.
  4. Go to the Senders tab and select Add > All Senders (or configure a group of senders, depending on the configuration of your environment).
  5. Go to the Recipients tab and click Add > All Recipients.
  6. In the Keywords tab, click Add (Fig. 8., item 1) to open the Add phrase window.
  7. Enter the same phrase you used while creating the transport rule in the Exchange admin center e.g. This message was sent from Planner (Fig. 8., item 2).

Creating a keyword-based condition to trigger the rule and add a Planner-specific signature.
Fig. 8. Creating a keyword-based condition to trigger the rule and add a Planner-specific signature.

  1. Select Email body from the Search in list.
  2. Select Remove this phrase from email subject and body. Click OK to confirm.
  3. Go to the Design tab and click Edit signature. In the editor, create your signature template for Microsoft Planner. See this article for more details on how to use the signature template editor.
  4. Back in the signature management app, use the arrow buttons to move the new signature rule up the list and place it above the more general signature rules (Fig. 9.). This way, it will be processed before them.

Setting the priority of signature rules by adjusting their position in the signature list.
Fig. 9. Setting the priority of signature rules by adjusting their position in the signature list.

  1. Click (ESIG for O365 rule save) to save and submit changes to CodeTwo Azure service.

If everything is set up correctly, you should see the same Planner-specific signature in the messages in your email client as well as in Planner itself as shown in Fig. 10.

Signature in the Outlook desktop app and in Planner.
Fig. 10. Signature in the Outlook desktop app and in Planner.

Using a client-side signature with Planner

If your organization is using CodeTwo Email Signatures for Office 365 in client-side or combo mode, you can create a special Planner signature for Outlook users. To do it, follow the instructions from this article. When creating the signature, it might be a good idea to uncheck the two first options on the Options tab (Set this signature as default for new messages, Set this signature as default for replies and forwards) in the signature management app. This way, the CodeTwo Signatures Web Add-in for Outlook will not insert the signature automatically, so your users will be able to choose it manually (instead of their default one) only when they actually reply to a Planner comment or notification.

To manually insert a signature when replying to Planner messages, a user should open the CodeTwo Signatures pane (e.g. by using the CodeTwo Signatures button on the ribbon) and click the Use this signature button next to the signature (Fig. 11.). Learn more

Manually inserting the Planner message signature.
Fig. 11. Manually inserting the Planner message signature.

CodeTwo Signatures Add-in for Outlook (COM Add-in)

To manually insert your special Planner signature with the classic COM Add-in, use the Signature drop-down on the Outlook’s Message tab. Learn more

Please also note that due to certain limitations on the Microsoft’s side, it is currently not possible to insert a Planner signature with the modern Web Add-in when replying to a Planner comment or notification in Outlook on the web (OWA).

In Microsoft Planner scenario, we recommend using the same template for client-side and server-side messages as shown in Fig. 12. To learn how to copy templates between signature modes, read this article.

Client-side signature for Microsoft Planner in Outlook.
Fig. 12. Client-side signature for Microsoft Planner in Outlook.

How to turn off email signatures in Microsoft Planner comments and notifications

If you use CodeTwo Email Signatures for Office 365 and you don't want the software to add signatures to comments and email notifications in Microsoft Planner, follow the steps presented in this article.

Troubleshooting

I receive a non-delivery report for notifications sent by Microsoft Planner when I create/modify a task

Let us say that one of your users, Adele V., receives a non-delivery report (NDR) in OWA when she creates a task in the Planner group - private 2 plan (Fig. 13.).

NDR in Outlook on the web.
Fig. 13. NDR in Outlook on the web.

This problem is probably caused by incorrect settings of the Microsoft 365 group connected with the Planner group - private 2 plan.

To verify if your group is configured properly, try sending a normal email from the affected user account to the Microsoft 365 group connected with your plan. If you receive a non-delivery report again, this means that the problem is not related to Microsoft Planner. You need to check the delivery management settings of your group:

  1. Sign in as an admin to your Exchange admin center.
  2. Go to recipients > groups, select the Microsoft 365 group connected to your plan and double-click it (or use the pencil button) to edit it.
  3. Select delivery management and check the Reject messages from list (Fig. 14.). If the list contains the user that receives NDRs (see Fig. 14.) or any other users that are members of this group, you should remove them. Otherwise, these users will receive NDRs whenever they send email to this group or create/modify a task in the associated plan in Microsoft Planner.

Delivery management settings of a Microsoft 365 group.
Fig. 14. Delivery management settings of a Microsoft 365 group.

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