Do you use comments with @mentions to track changes in a PBI?

When the Product Owner makes a verbal change request or decision, you might consider sending an email and CCing others, but that limits visibility to only those on the thread.

A better approach is to update the PBI to document the change, making the conversation visible to the entire team. Use comments and mentions (@username) to notify the Product Owner and any relevant team members. This ensures they receive email notifications about the update.

✅ The benefits of using comments with @mentions on PBIs

Quick and easy, no need to compose an email
History is visible to anyone looking at the PBI (with email, if you don't CC them, they wouldn't have a clue)
Easy to see all important information in one place, instead of digging through email

How it works

Say the Product Owner asks you to prioritize and update PBI 1234.


To:	{{ TO MYSELF }}
Cc:	{{ PRODUCT OWNER }}, {{ RELEVANT PEOPLE }}
Subject:	SugarLearning - Use third party for quiz engine

To myself

As per my conversation with the PO, we want to use a third party quiz engine instead of building our own. This is a priority.

Figure: Bad example – Don't use emails for tasks updates

Exception: You may send a "To Myself" email and CC relevant people when there is no Product Backlog related to the request.

"I have found and updated the PBI and moved it near the top of the backlog"

Bad example - Change documented in the backlog, but no @mention used

"I have found and updated the PBI, prioritized it near the top of the backlog, and @mentioned you and relevant team members so you know when it is actioned"

Good example - Change documented in the backlog and @mention included

Format PBI comments like an email

Try formatting your mentions like an email to clarify both accountability and responsiblity and identify the current status of the project. This is especially useful when requesting a "test please".

Note: You can and should use @mention on pull requests as well.

pbi formatting mentions — Figure: Good example – Using "Cc" and greetings as you would in an email. Emojis are helpful too! 😊

Use YakShaver and make it even easier

You can save time by not writing change requests manually.

With YakShaver, simply record your message and let the AI do the rest. YakShaver writes a clear and complete PBI, GitHub Issue, or even an email (for projects without a backlog), mentioning the right people and assigning it to the correct team.