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Project Managers can synchronize tasks in a project plan with Tasks by Planner, so that task owners can simply do their updates via Microsoft Teams, which will flow back through to the task plan in Camms.Project automatically. 

You can follow the steps mentioned below to configure and set up the synchronization process.

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1. Synchronize tasks that are : This field will consist of all standard and custom task statuses available in your environment. The tasks that will be synchronized to Microsoft Teams are determined by the statuses which you select here. For example, if you wish to synchronize the tasks that are either ‘Not Started’ or ‘In Progress’ to Microsoft Teams, select the tick boxes next to the ‘Not Started’ and ‘In Progress’ statuses.

2. Synchronize comments in the task plan : You can select this tick box if you wish to synchronize comments of tasks to Microsoft Teams. The options mentioned below will be displayed when you select this tick box;

   1. Append latest comment in Teams to the current comment in Camms.Project— Selecting this option will append the latest comment entered in Teams to the current comment in the Gantt in Camms.Project when syncing from Teams to Camms.Project. The latest comment entered in Camms.Project will be added as a new comment when syncing from Camms.Project to Teams.

   2. Replace the current comment in Camms.Project with the latest comment in Teams– Selecting this option will replace the current comment in Camms.Project with the latest comment entered in Teams, when syncing comments from Teams to Camms.Project. The latest comment entered in Camms.Project will be added as a new comment when syncing from Camms.Project to Teams. The comments that already existed in Teams will not be deleted.

If you do not wish to synchronize comments with Microsoft Teams, you can untick the ‘Synchronize comments in the task plan’ tick box.

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• Once you set up your preferences, the next step is to define names for the team and plan that the system will be creating for your task plan once its synchronized with Microsoft Teams. 

• The following 2 fields will be available in a pop-up. 

  • Plan Name:  You can define a name for your plan. The name defined here will be the name of the plan created in the Tasks by Planner in Microsoft Teams. 

  • Team Name: You can define a name for your team. The name defined here will be the name of the team created in the Tasks by Planner in Microsoft Teams.

• Once you have defined a team name and a plan name, you can click on the ‘Sync to Teams’ button in the pop-up to initiate the synchronization process.

• The following will occur when the synchronization process is initiated;

1. A new team will be created in Tasks by Planner application within Microsoft Teams, including the staff members in the Board and Team object. The name of the team will be the value entered by the user in Team Name field in step 4 above.

2. The system will obtain a list of all staff members from the Board and Team object who have tasks assigned to them in the relevant object as per the logics below;

   1. The list of staff members will be obtained from the Board and Team object in the current phase if available. 

   2. If the Board and Team object does not exist in the current phase but exists in the previous phases, then the list will be obtained from the Board and Team object available in the last available previous phase.

   3. If the Board and Team object does not exist in the current phase but exists in previous and subsequent phases, then the list will be obtained from the Board and Team object in the last available previous phase.

   4. If the Board and Team object does not exist in the current phase but exists only in subsequent phases, then the list will be obtained from the Board and Team object available in the object in the future phase which is immediately below the current phase in the workflow.

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1. Populate the list of staff members in the newly created team as per the logics below;

   1. The role of “Owner” in Teams should be assigned to the staff member who is the Project Owner(the staff member whose project position is “Project Owner” in the Board and Team object).

   2. The role of ‘Owner’ should also be assigned to the staff member who has the service account defined in Project Settings > Teams Configuration area.

   3. In a scenario where the staff member with the Project Owner position does not have a valid email address, then the sync process should be stopped and an error should be logged to the error log.

   4. The role of “Member” should be assigned to all other staff members in the staff list obtained in point no. 2 above.

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1. A new plan will be created in Tasks by Planner. 

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1. The system will take the preferences set by the user into account in the first step of the wizard when obtaining the tasks that are to be added to the plan. 

   1. If all Status tick boxes are selected by the user, the system will obtain a list of all standalone tasks and child tasks, and their information from the current Task Planning object irrespective of their statuses.

   2. If all tick boxes are not selected by the user, the system will obtain a list of child tasks and standalone tasks that are of the statuses selected by the user and their information from the current Task Planning object.

For example, if the user only selects the ‘Not Started’, ‘In Progress’, and ‘Completed’ tick boxes, then the system will obtain a list of child tasks and standalone tasks that are of ‘Not Started’, ‘In Progress’ and ‘Completed’ statuses and their information from the current Task Planning object.

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