With task publishing in Microsoft Teams, each recipient team you select will receive a copy of the tasks in your task list. You can track the completion of these tasks for each of the recipient teams.
This feature is part of the ability to publish task lists. You can learn more about task lists here.
There are two ways to choose which teams will receive the tasks you’re publishing. You can select the teams from a hierarchy or upload a custom list of teams.
Both options allow you to choose from the teams in the hierarchy your organization has configured. You will not be able to choose a team that is not part of this hierarchy.
Which option to use?
Select from an existing hierarchy
Selecting teams from the hierarchy is great for choosing a set of teams that that fit nicely within the existing attributes, the existing branches of your hierarchy, or both. For example, selecting all locations under Europe, or all locations with a specific attribute, or all locations under Tokyo with a specific attribute.
You can use the available filters to refine your search, which will make it easier to find and select the teams you want to include.
Use a custom list
Uploading a custom list of teams is great for choosing teams not easily selected in the hierarchy. For example, sending a set of follow-up tasks to locations that experienced a compliance violation. This may include locations in all different parts of your hierarchy, with a mix of attributes. Instead of manually selecting them using the hierarchy, you can use an Excel file to designate the intended recipient teams.
Which teams can you select?
You can use a custom list of teams to specify the recipients makes selecting recipients easier in some cases, but it does not change which teams you can publish to. When using a custom list of teams, you can include any of the teams you are able to select as recipients from the hierarchy. You won't be able to publish to teams unless they are in the hierarchy and also report up to the team you're publishing from.
How should you create the custom list?
Create an Excel file. Starting in column A row 1, enter one DisplayName value or Alias value on each row. It’s okay to mix DisplayName values and Alias values in the same file. The system will recognize the recipient team by either value. Put all entries in Column A, and do not leave any empty rows between DisplayName or Alias values.
How will I know the correct DisplayName or Alias value to use for a location?
These values should match the DisplayName or Alias values as they are reflected in your organization’s hierarchy. If you don’t know the values, the easiest way to get them is to go to the selection of teams from a hierarchy. To do this, open a Draft task list, click the Publish button, choose to select teams from the hierarchy, and review the DisplayName values shown in the hierarchy selection experience. You can use those same values in your custom list of recipient teams.
