Allow Guests to @mention anyone added to the Project where board resides

@Jennifer.Quach - I will assume by “tagged” you are referring to “mentioned”?

Because Project permissions can override board permissions, as long as a team member is added to a Project, then they will inherit the permission set at the Project level (View, Comment, Edit) for all boards that are in that Project.

For example:

1. on my team, there is me and user Greg.
2. I have a board called “Test Board” and the board’s permissions are set as follows:

   

   And it is not in a Project:

   

   
   This board is considered “private” 

3. If I then create a Project and add Greg to the project with Edit access, and add the board to the project, now Greg will see the board and Project from their dashboard and be able to Edit the project.
    

   

    

Note: When you add a member to a Project, you can select the “Notify members” checkbox.

Does this help?

@Robert Johnson Yes, confirm ‘tagged’ was ‘mentioned’

I understand the above.  However, my wish is for the project invite to have the capability to be able to @mention individuals in the boards within.   I had to create 100+ boards and so I thought it would be more efficient if I invited target members into the project and the vendors into the board to help with time.  Currently, our vendor partners cannot @mention individuals invited only to the project.   However, I have found out recently I have to invite them to the miro board to be able to @mention them.  So in totality its 2 notifications when I sent out the invite to the board AND to the project, which can be redundant.  I hope that made sense.

This is what I was told when this issue came up in Miro support:

The boards that you've shown me here appear not to be shared on the team level. In order to @mention a user on the board, you will first need to make sure that you invite them directly - in addition to them being invited to the team. This is the case for guest users, as well. 

Ohhhh-kay, now I am understanding you (I also had to recreate the who scenario to see it in action 😉).

I think what we need to do now is to re-word the title of this Wish List post as its current title of “Expanding Project feature and capabilities” is too generic (I can update it once we come up with something new). Also, let’s work on the description a bit.

--

💆 Current State

While board access permissions can be controlled by the Project they reside in, we cannot @mention the team members that were added to the Project, but not the board itself.

In summary, if I have a private board that no one can access, but I then put it into a Project and add team members to that Project, now the private board inherits the Projects permissions, i.e., View, Comment, or Edit.

😠 User Problem

While any team members that are added to the Project can @mention each other, when we add a Guest to a board in that Project, the Guests cannot @mention any team members who only accessing the board via the Project permissions.

This isn’t a problem when there are only a few boards as I can manually add the Guests to each board, but when I have many, e.g., 100, results in too much time is being wasted.

💸 Cost of Missing Feature

• Wasted time spent not delivering value.
• Missed adding a Guest resulting in poor user experience.

🤔 Solution Suggestions 

Allow Guests to @mention any users who have access to the board.

--

How does that sound?

As for a title, how about something like, “Allow Guests to @mention anyone added to the Project where board resides”? (Kinda wordy, but this is tough one to articulate!)

Workaround

Since you are using the Guests feature, you have either the Business/Consultant or Enterprise Plan and you could explore setting up a new team for these events/sessions (unlimited teams can be created for free on these plans). Then, once you add the team members to the new team (also free to add existing paid subscribers to as many teams as you wish), then each Guest could mention any member of that team. However, this approach requires a Company Admin to set up the team, so depending on how often you need to do this, your internal process to request a new team, how many groups of users are in your project, etc., this may not work for you.

One last thing I wanted to note re:

So in totality its 2 notifications when I sent out the invite to the board AND to the project, which can be redundant.

For now, at least you should be able to eliminate one of the notifications by unchecking Notify members:

Hi Robert - 

Ahhh this is amazing, thank you so much for the clear, detailed, and thorough breakdown!!  SO very helpful!!! 😁

The current state, user problem, cost of missing feature, solution suggestions all sound great. 

In terms of the title, agree it is hard to articulate, but it gets the point across!  I can’t think of a better way to condense it!

In the workaround - I am actually curious to learn more about creating a new team...I work with multiple brands but in each brand there are core members to add for each new team.  As of right now, the only team I have is ‘Target’ with thousands of members.  If we created a new team, how would it work in terms of @mention/creating new boards?  Would it be on team level?  Do you know how I could find out who the company admin of mine is to reach out and see if teams could be created?  This might help another issue I posted about.  In each board, it would be nice if only the names of the invited members would populate for easy @mentions and I think if we created smaller teams that could also help answer that problem.  

Noted on unchecking ‘Notify Members’ box to avoid double notification.  But it would be nice to notify of the project so then they will not move it and dissipate the project organization itself, unless they clearly see it on their dashboard?

Best,

Jen

@Jennifer.Quach - I have updated the title and description 👍

In the workaround - I am actually curious to learn more about creating a new team...I work with multiple brands but in each brand there are core members to add for each new team.  As of right now, the only team I have is ‘Target’ with thousands of members.  If we created a new team, how would it work in terms of @mention/creating new boards?  Would it be on team level?

That is my understanding, but you should be able to test it quite easily if you have your admin create a new team and add your self, and at least one other person to the team. Then, you could create a free Miro account using a Gmail/Hotmail/etc. and add that account profile as a Guest.

Do you know how I could find out who the company admin of mine is to reach out and see if teams could be created?

You could try going into the team settings and looking for a “users” page:

You may even need to open a support ticket if you can’t find this on your own or from a colleague.

This might help another issue I posted about.  In each board, it would be nice if only the names of the invited members would populate for easy @mentions and I think if we created smaller teams that could also help answer that problem.  

Agreed - smaller teams is probably the only current solution.

Noted on unchecking ‘Notify Members’ box to avoid double notification.  But it would be nice to notify of the project so then they will not move it and dissipate the project organization itself, unless they clearly see it on their dashboard?

You may want to handle this with a personally crafted email, rather than the stock one from Miro.