Overview
Do you need to get the attention of an entire department or project group? Instead of typing out individual names, you can now mention entire teams in your comments and proofing notes when you have Dynamic Teams configured.
Here is everything you need to know about how team mentions work, who gets notified, and what guests can see.
How to Mention a Team
Mentions can be used effectively across the platform in item comments, proofing comments, and status change comments.
Type the @ symbol in the comment field.
Type at least one character to trigger the search. Teams will not appear in the dropdown list until you begin typing.
Scroll to the bottom of the mentions list, where matching Teams are displayed beneath individual users.
Select the desired team (e.g., typing
@pto select @product).
Note: Visibility of teams in the mentions list is determined by their Availability settings when configured. If a team is set to Public, it will be available to all users to mention; if Private, only members are able to see and select it from the list.
Notification Generation
When a team is @mentioned, the system automatically catches all users defined within that team. It then generates the associated in-app, email, or third-party notification based on the notification type rules.
Self-Notification: If a user is a member of the Team and mentions that team, the user-creator of the comment will receive a notification along with the rest of the members.
Dynamic Content Updates: This logic affects the name updates of mentioned teams and users dynamically when re-saving an item comment or a proofing note.
Comment Editing & Deduplication: When an existing comment or proofing note is edited and re-saved, only newly added mention targets will receive notifications. Previously resolved mentions that were already present in the comment prior to the edit will not trigger duplicate mention notifications.
Guest User Access and Permissions
Guest interactions with teams are managed under strict visibility rules:
Visibility: Guests can receive the notifications associated with a team, but they can only see teams where they are explicit members.
Inter-Guest Communication: If a guest user mentions a team where other guests are present as members, all members of that team will successfully receive a notification.