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 an Office 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 Office 365 portal.

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

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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 when a plan member creates/modifies a task,
  • comments displayed within tasks in Microsoft Planner.

Such emails and comments will include a signature of the user who changed a task or added a comment if this person meets the conditions of a signature rule defined in our program.

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, you can:

How to exclude an Office 365 group associated with a plan from the CodeTwo Exchange transport rule

You can prevent signatures in Planner comments and notifications by adding each Planner-affiliated group to the exceptions of the CodeTwo Exchange transport rule. In this way, email notifications sent by Planner (which always include the associated Office 365 group on the recipients' list) will not be routed through the CodeTwo signature-adding service. To do so, an Exchange admin in your organization needs to follow these steps:

  1. Open the Exchange admin center (EAC).
  2. Go to mail flow > rules (Fig. 2.).

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Fig. 2. A sample list of transport rules in the EAC, with the CodeTwo rule at the top.

  1. Find the CodeTwo Exchange transport rule (Fig. 2.) and edit it by double-clicking it or via the Edit (pencil icon) button.
  2. Click add exception and define a new exception in the following way: The message... > To or Cc box contains this person (Fig. 3.). This exception takes advantage of the fact that Planner-related emails are always sent to the associated Office 365 group.

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Fig. 3. Defining a new exception for the MS Planner group.

  1. Select your Microsoft Planner group from the list. If the group is not displayed, type the email address of the group manually and click Check names, as shown in Fig. 4. You can add more than one group. To confirm the addition of your group(s), click OK.

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Fig. 4. Adding the address of an MS Planner group to the new exception.

  1. Save the rule (Fig. 5.). It might take a while for the changes to propagate in your Office 365.

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Fig. 5. Saving the modified CodeTwo transport rule.

From now on, your Microsoft Planner notifications are not passed through the CodeTwo signature service anymore.

Important

For this solution to work seamlessly, you need to monitor Microsoft Planner in your organization: whenever someone adds a new plan, you need to update the created transport rule exception by adding the address of the Office 365 group related to this plan (Fig. 4.). If this is too much trouble for you, try this solution instead.

How to exclude Planner-related emails from the CodeTwo Exchange transport rule

Emails sent by Microsoft Planner have a specific entry in the message headers. You can use this unique property to block CodeTwo software from adding signatures to Planner-related comments and notifications. Follow the guidelines below to do so.

  1. Go to your Exchange admin center and open (edit) the CodeTwo Exchange transport rule by following steps 1-3 from this section.
  2. Click add exception and define a new exception in the following way: A message header... > includes any of these words (Fig. 6.).

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Fig. 6. Adding an exception that blocks email notifications sent by MS Planner.

  1. Specify the following header name: X-MS-TrafficTypeDiagnostic and the following word/phrase: PlannerComment (Fig. 7.), then save the rule.


Fig. 7. The new exception to the CodeTwo Exchange transport rule.

As soon as the changes propagate in your Office 365, signatures will no longer be added to Planner's notifications and comments.

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. 8.).

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Fig. 8. NDR in Outlook on the web.

This problem is probably caused by incorrect settings of the Office 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 Office 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 Office 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. 9.). If the list contains the user that receives NDRs (see Fig. 9.) 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.

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Fig. 9. Delivery management settings of an Office 365 group.