Connecting to Microsoft Teams

    Summary: With our Microsoft Teams integration, users can extend their Ziflow online proofing operations to Microsoft Teams. Users can automatically post messages or create channels in Microsoft Teams for new proofs, comments, decisions, and more to keep their team up to date in the tools they're already using.


    How to connect with Microsoft Teams

    To integrate Microsoft Teams with Ziflow open the Connect tab in Ziflow account and then click on the Applications tab on the left. Once inside the Applications menu click on the "Connect Application" button and select Microsoft Teams from the list. You'll be asked to authenticate with O365 credentials and then authorize Ziflow to get access to your Microsoft account.

    Once you authenticate in Microsoft Teams and authorize Ziflow to connect with the O365 account, you can start setting up automated actions between Ziflow and Microsoft Teams.


    Setting up Microsoft Teams automated flows

    Once Ziflow and Microsft Teams are connected, you can begin setting up automated flows to send information to MS teams. Start by going to the Flows tab and by clicking on a Create Flow button in the right upper corner of the screen.

    Choose "Ziflow" as the Application and choose which Event (new proof/version, decision made, new comment/reply, comment resolved, comment labeled) you want to trigger the integration.

    You will be presented with the event details page, which will vary depending on which event was selected:

    1. Triggered by - select the type of request that will trigger the Zibot.
    2. Created in - select the Ziflow folder that will be monitored by this flow.
    3. Created by - select the user that will be responsible for this flow activation.

    1. Triggered by - select the type of request that will trigger the Zibot
    2. Modified in - select the Ziflow folder that will be monitored by this flow 

    1. Triggered by decision made - select what level decision needs to be made in order to activate the flow.
    2. Type of decision - choose the type of decision that needs to be made in order to activate the flow.
    3. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by new comment / new reply - choose which option should activate the flow.
    2. Made by - choose if a Zibot should be activated by a specific reviewer or by anyone that adds a comment/reply.
    3. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Comment is labelled as - select which label(s) should trigger a Zibot.
    2. Created in - select the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by - select which type of the proof updated event should trigger the Zibot
    2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by - select which type of the stage updated event should trigger the Zibot
    2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.

    1. Triggered by - select which type of the stage updated event should trigger the Zibot
    2. Modified in - choose the Ziflow folder that is going to be monitored by this flow.


    Setting up Microsoft Teams Zibot action

    After saving the event flow triggers, choose a Microsoft Teams Zibot action that will pass information set in the previous step directly to Monday.com:

    Use the following Zibots:

    1. Search Team - with this Zibot users can search through MS Teams team
    2. Search Channel - with this Zibot users can search through MS Teams channel
    3. Send to Channel - with this Zibot users can search through Monday.com boards if you need to find item ID or item name:
    4. Create Channel - with this Zibot you users can create a new channel in MS Teams

    And, you're done! Ziflow will now send in your designated MS Teams channel.


    Microsoft Teams flow examples:

    Send a message to MS Teams when a new proof is created 

    1. Select needed event trigger. In most cases, it will be a New Proof/Version event. This event will trigger once the new proof is created:

    2. Choose Send to channel from Zibot list:

    3. Fill out all necessary data in Zibot configuration. In my example, I want to send a message to the Channel for testing MS-Ziflow integration in Ziflow Ltd Team.  The message will contain a proof name (PROOF.NAME) and proof owner name (PROOF.OWNER.FIRST_NAME & PROOF.OWNER.LAST_NAME).

    4. Create a proof that will trigger the automation and check if the message was posted on MS Teams channel:


    Supporting Material: