Summary: Our Microsoft Teams integration allows users to 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 with the tools they're already using. Please note that this integration supports just MS Teams for Work & School.

Follow instructions on how to:


How to connect with Microsoft Teams

To integrate Microsoft Teams with Ziflow, open the Connect tab in the Ziflow account and then click on the Applications tab on the left. Once inside the Applications menu, click 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.

Connecting Ziflow with Microsoft Teams

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 Connect tab and by clicking on the Create Flow button in the upper right corner of the screen.

Create flow button in Ziflow

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.

Select Ziflow as application and choose wanted event type

You will be presented with the event details page, which will vary depending on which event you selected. There are 8 different types of events:

New proof/version

New proof/version event settings in Ziflow
  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Created in - select the Ziflow folder that this flow will monitor.

  3. Created by - select the user that will be responsible for this flow activation.


Proof updated

Proof updated event settings in Ziflow
  1. Triggered by - select the type of request that will trigger the Zibot.

  2. Modified in - select the Ziflow folder that this flow will monitor.


Decision made

Decision made event settings in Ziflow
  1. Triggered by decision made - select what level decision needs to be made to activate the flow.

  2. Type of decision - choose the type of decision that needs to be made to activate the flow.

  3. Created in - select the Ziflow folder that this flow will monitor.


New comment/reply

New comment/reply event settings in Ziflow
  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 this flow will monitor.


Comment resolved

Comment resolved event settings in Ziflow
  1. Created in - select the Ziflow folder that this flow will monitor.


Comment labeled

Comment labeled event settings in Ziflow
  1. Comment is labelled as - select which label(s) should trigger a Zibot.

  2. Created in - select the Ziflow folder that will be monitored by this flow.


Stage updated

Stage updated event settings in Ziflow
  1. Triggered by - select which type of the stage updated event should trigger the Zibot

  2. Modified in - choose the Ziflow folder that this flow will monitor.


Stage started

Stage started event settings in Ziflow
  1. Triggered by - select which type of the stage updated event should trigger the Zibot

  2. Modified in - choose the Ziflow folder that this flow will monitor.


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 Teams:

Setting up Microsoft Teams Zibot actions in Ziflow

Use the following Zibots:

  1. Search Team - with this Zibot users can search through MS Teams team

    Search Team Zibot configuration
  2. Search Channel - with this Zibot users can search through MS Teams channel

    Search Channel Zibot Configuration
  3. Send to Channel - with this Zibot, users can send messages to MS Teams channels:

    Send to Channel Zibot configuration
  4. Create Channel - with this Zibot, users can create a new channel in MS Teams

    Create Channel Zibot configuration

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

Select Ziflow as an application

2. Choose the Send to channel Zibot from a list:

Choose the Send to channel Zibot

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).

Fill out all necessary data in Zibot configuration

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

Submit a proof in Ziflow and check if the message was posted on MS Teams channel

Supporting Material:

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