Planio Support

This is an update for our Japanese users. In the spirit of moving off of plan.io, we have been working hard with our friends from Far End Technologies to make planio.jp available for new account registrations.

Starting today, any new Planio account registered via our Japanese web site will already get the new TLD by default. Existing users from Japan can switch their TLD via your avatar → Administration → Settings.

Stay tuned for more new TLDs and Planio coming to a data center near you soon.

我々はPlanioをセキュアに保つための活動を継続的に行っており、すべてのアカウントは最先端のセキュリティ技術で保護されています。先日、ユーザーアカウントの保護をより一層強化するために、 多要素認証 に対応しました。

QRコードを読み取って二要素認証を有効化

本機能により、ユーザーは2つ目の認証要素として、TOTP(Time-Based One-Time Password Algorithm)によるワンタイムパスワードをアカウントに追加できます。ワンタイムパスワードを生成するためのTOTP対応アプリはPCやスマートフォンなど多くの環境で利用できます。TOTP対応アプリの一例としては、 Google Authenticator 、 Authy 、 IIJ SmartKey などがあります。

ユーザーは「個人設定」画面で本機能を有効にできます。必要があれば、システム管理者は全ユーザーに対して二要素認証を必須にできます（画面右上の自分のアイコン → 管理 → 設定 → 認証 → Two-factor authentication）。この設定を行うと、全ユーザーは次回のログイン時に二要素認証の設定を求められます。

最後にはなりましたが、重要なことを一つお伝えします。二要素認証の設定を行ったTOTPアプリが利用できなくなった場合（例：スマートフォンの紛失・故障など）に備えて、バックアップコードを生成・保管することができます。二要素認証の設定を行ったユーザーは、バックアップコードの生成・保存も行うことを強くおすすめします。

Up until now, your Planio account would always have a URL in the form of yourcompany.plan.io. Starting today, we're enabling users to choose other top-level domains as well. Beginning with yourcompany.planio.com and ihrefirma.planio.de (for our German customers), we will be adding more local TLDs in the coming months.

Feel free to navigate to your account → Administration → Settings to select a new domain for your account. You will also be able to choose a new subdomain if you so wish.

Yes, that means that we're gradually moving off of plan.io as our primary domain. However, your Planio account will always remain available on plan.io in addition to your new Planio domain - if you choose one - so no links will be broken.

Pro Tip: You can also get your own domain (how does projects.yourcompany.com sound?) including a custom SSL certificate for a small monthly charge. Get in touch if you're interested.

We're constantly at work to make sure the Planio platform and all accounts are protected by state-of-the-art security techniques. Today, we are introducing two-factor authentication to further improve the security of user accounts.

With this feature, users can add a second authentication factor to their account using an app supporting the TOTP (time-based one-time password) scheme. Such apps are available for most major platforms, for example Google Authenticator, Authy or Duo Mobile.

Users can activate this feature in their My account area. If required, administrators can make two-factor authentication mandatory for all users in their Planio account via your avatar → Administration → Settings → Authentication → Two-factor authentication. All users will then have to set up their second factor at their next login.

Last but not least, users can also generate and print backup codes to use should they lose access to their TOTP App. We highly recommend that administrators who activate two-factor authentication for their account also generate and print backup codes.

Many of our clients are using Planio Inbox and Planio Help Desk in their projects to handle and centralize incoming and outgoing email with external project partners.

Today, we're improving how incoming emails are handled by Planio with 3 small new features/changes:

Regular expression support for mail body delimiters¶

Most email clients will include the entire previous email thread with every single new email reply. After a while, emails get longer and longer and become hard to read. Luckily, Planio keeps the issue history clean by cutting off that email thread, adding only what's new. In order to do so, it uses a set of delimiters to detect when the main email is over and the rest of the thread starts. You can set your own delimiters via Your avatar -> Administration -> Settings -> Incoming emails. By default, Planio includes delimiters like:

--- Please write your response above this line ---
-----Original Message-----
Sent from my 

Now, you will also be able to add regular expressions here to detect patterns used by some email clients. One that makes sense for instance would be On .+ wrote: as it would match lines like On Wed, 11 Oct at 1:05 PM, Jon Smith wrote:

Regular expression support for excluded attachments¶

Another challenge with incoming emails are file attachments from signatures. Many emails contain an image file that's part of the sender's signature. After a bit of back and forth, you'd end up with a bunch of file attachments on a single issue all displaying the logo of that company the contact works at. Until now you could filter out these attachments by filename and we've added regular expression support here as well. Adding something like .*footer.*\.(gif|jpg|jpeg|png) should effectively remove all images having the word footer in their name.

No more mandatory field checks for emails from external contacts¶

Up until now, all incoming email to issues in Planio would be checked against mandatory (custom) fields as set for your trackers. For emails from external contacts, this made little sense in most configurations as external contacts aren't allowed (or wouldn't know how to) set issue attributes in the email body. Hence, we're now ignoring these checks when an email is received from an external contact and Planio Help Desk is active. In all other cases, mandatory fields remain mandatory of course and will be checked against.

As a Planio power user, you probably know the context menu feature that you see when performing a right click within lists – for example the project's issue overview. This context menu allows you to quickly perform actions on that item without having to visit its detail view.

You can also perform bulk actions on several issues at once in this manner by selecting the issues' check boxes on the left before opening the context menu.

This feature stems from Planio's core, the open source software Redmine where it had been introduced almost 10 years ago. Unfortunately, a lot of users have always been missing out on it as the right-click interaction has never become very popular in the browser.

We've now made this much more obvious and accessible by adding a small icon to all lists in Planio where a context menu is available.

We hope this helps improving your work with Planio even more.

Planio always had a time tracking feature to log the minutes and hours you spent on issues and projects. You can check where your time went by creating detailed and customizable reports in your projects.

We have just made these reports even more accessible. To check how much time you spent on your projects, you can now access your Spent time reports directly from the project menu.

With Planio, you can upload files to about anything in your projects, including issues, blog posts, wiki pages, ... Now, we made it even easier to preview these files right from your browser without having to download them to your computer first.

For each attachment, you can click on the name or the small preview image to open the file in your browser. We currently support the following file types for a preview:

• most image formats like PNG, JPEG and even BMP,
• plain text files like code patches or text files,
• and PDF documents.

In the future, we will expand this list to support further file types.

To directly download the file, you can click on the download icon to the right of the attachment. Alternatively, you click on the Download button on the attachment's preview page.

We always hoped it wouldn't become necessary, but unfortunately, spam is still a problem on the Internet in 2017. Especially our Planio Help Desk power users have asked for more options to filter out unwanted email.

So today, we're releasing a new spam filter for Planio Help Desk. Powered by the popular open source filtering software SpamAssassin, Planio will now clearly mark any issues created via email that have been detected as spam.

Here's what it looks like:

You can check on the original email's spam score by hovering over the thumbs down icon. If you need to manually mark an email as spam or not spam, simply click on the icon.

In addition to the visual marking, Planio Help Desk allows you to define special behavior for spammy emails. Via your project → Settings → Help Desk → Email replies and tracking pages you can select a special issue status to be set for issues created by spam mails.

Pro Tip: You could create a status called Spam via your avatar → Administration → Issue Statuses and set it up to be a closed status. Then, select this status in your project's Help Desk settings. This way, you'll never see spam issues (because they're closed immediately), but you'll be able to "check your spam folder" by filtering your issues by that status. You can also opt to block spam entirely and not even create issues for spammy emails by selecting None, do not create issue.

Update: Due to popular demand, we've made the spam score threshold configurable via your avatar → Administration → Settings → Incoming emails. Set a higher value if too many of your emails are falsely detected as spam or set the value lower when Planio doesn't detect enough of the spam you're receiving.

With Planio's builtin time tracking features, you can effortlessly track where you spend your days and ensure that your plan comes together.

Now, you can start tracking time on your assigned issues more easily. In the issue list, you can now start tracking time for a specific issue directly from the right-click context menu.

This works from every issue list, including the Roadmap and the Agile Task Boards. If you have already opened the issue, you can also start the time tracking from the clock-menu in the upper right corner.

After you have finished your task, you can stop time tracking from either place and directly log the spent time on the respective issue.