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.
Available on: Pro & Enterprise editions.
Follow the instructions on how to:
Please note that before setting up the integration between Ziflow and any third-party tool, it is necessary to connect Ziflow with the external application first. The process of connecting Ziflow to external applications can be found below.
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.
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.
To enable Microsoft Teams fields at the proof level, please go ahead and navigate to the connection settings and activate them by selecting the Show option.
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.
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 you selected. There are nine different types of events:
New proof/version
Triggered by - select the type of request that will trigger the Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Created by - select the user responsible for this flow activation.
Created from - you can also select a source event from which the flow will be triggered: Ziflow, Adobe Creative Cloud, Asana, monday.com, Zibot intake form, Dropbox, Google Drive, or Final Cut Pro.
Proof updated
Triggered by - select the type of request that will trigger the Zibot. Use various events that might trigger the flow: folder change, proof settings updated, custom property edited, integration properties changed.
Modified in - select the Ziflow folder that this flow will monitor.
Decision made
Triggered by decision made - select on what level a decision needs to be made to activate the flow. We might distinguish three different levels of decision: on proof, on stage, and by reviewer.
Type of decision - choose the type of decision that needs to be made to activate the flow.
Created in - select the Ziflow folder that this flow will monitor.
New comment/reply
Triggered by new comment / new reply - please select whether a comment or a new reply should trigger the flow.
Made by - choose if a Zibot should be activated by a specific reviewer or anyone who adds a comment/reply.
Created in - select the Ziflow folder that this flow will monitor.
Comment resolved
Created in - select the Ziflow folder that this flow will monitor.
Comment labeled
Trigger by label made - please determine whether this event should prompt action based on adding labels to comments, replies, or both.
Comment is labeled as - select which label(s) should trigger a Zibot.
Created in - select the Ziflow folder that this flow will monitor.
Stage updated
Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.
Modified in - choose the Ziflow folder that this flow will monitor.
Stage started
Triggered by - select which type of the stage updated event should trigger the Zibot.
Modified in - choose the Ziflow folder that this flow will monitor.
Comment reaction
Triggered by - choose to start a flow based on reactions added to comments, replies, or both.
Comment reacted with - select what type of reaction should trigger a flow.
Created in - select 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 the information set in the previous step directly to Teams:
Use the following Zibots:
Search Team - with this, Zibot users can search through the MS Teams team.
Search Channel - with this, Zibot users can search through the MS Teams channel.
Send to Channel - with this Zibot, users can send messages to MS Teams channels:
Create Channel - with this Zibot, users can create a new channel in MS Teams.
And you're done! Ziflow will now send in your designated MS Teams channel.
Connect Ziflow proof with Microsoft Teams channel.
Once you've connected Microsoft Teams to Ziflow, you can start linking proofs with the Teams channels from the Integrations tab while creating proofs or editing proof details.
It's important to keep in mind that to use integration fields while configuring or editing proofs, you must enable them in the application settings.
Connecting proofs with integration items is very quick and straightforward. During the proof configuration, open an integrations tab and select the Microsoft Teams channel details (team and channel).
Microsoft Teams flow examples:
Send a message to MS Teams and populate proof integration fields when a new proof is created.
Before you start configuring the flow, please make sure to read the Ziflow internal Zibots article. This step is necessary because you need to connect Ziflow as an internal application in order to use it to update proofs.
1. Start creating a flow by selecting an event trigger, which will be a New proof/version.
2. Choose the Send to channel Zibot from a list:
3. Fill out all necessary data in the Zibot configuration. In my example, I want to send a message to the General channel in Ziflow Ltd Team. Please note that you can use various tokens from the list (I went with a PROOF.NAME).
4. Please add two additional Zibots to the workflow. These Zibots should be internal Ziflow Zibots (Update proof integration property), and their purpose is to populate the application fields of a newly created proof with information sourced from Microsoft Teams.
The first one will be populating the team ID into proof integration details.
The second one is responsible for filling out the Microsoft Teams channel ID into Ziflow proof.
5. Save and turn on the flow.
6. Create a proof that will trigger the automation and check if the message was posted on the MS Teams channel:
