Integrating Microsoft Teams with Ziflow lets users extend their Ziflow online proofing operations to Microsoft Teams. Users can post messages or create channels in Microsoft Teams for new proofs, comments, decisions to keep their team up to date. This integration supports Microsoft Teams for Work and School.

Available on: Pro Enterprise

Check out Integrating with Slack and Microsoft Teams for a guided walkthrough.

Before setting up the integration between Ziflow and any third-party tool, you need to connect Ziflow with the application. 

• Connect Microsoft Teams

   

  1. Log into Ziflow. From the main navigation pane, select the Connect tab.
  2. Select Applications to open the applications list. Find the Microsoft Teams application and select Connect.
     
     
      
  3. Authenticate with Microsoft credentials and then authorize Ziflow to access the Microsoft account.
  4. Select the Microsoft Teams tile again, choose the Settings tab, and select Show next to the Application fields on a proof to enable Microsoft Teams fields at the proof level.
     
      

  Set up Microsoft Teams automated flows

  Once Ziflow and Microsoft Teams are connected, you can set up automated flows to send information to Microsoft Teams.

  Before you begin, connect your Ziflow app. See Connect your Ziflow app.

  1. Choose Connect and select Create Flow in the upper-right corner of the window.
     
     

  2. Select Ziflow as the Application and choose which Event you want to start the integration. For more information, see Ziflow events.
     
     
      

  3. Add a Microsoft Teams Zibot action to continue.

  Microsoft Teams Zibot actions

  After choosing a Ziflow event, choose a Microsoft Teams Zibot action that will pass the information set in the previous step directly to Microsoft Teams.

  

  Search Team

  Use to search the Microsoft Teams team.

  Field	Description
  Application	The Microsoft Teams application
  Search team query	Enter a name (exact string) or use a token.

  

   

  Search Channel

  Use to search through the Microsoft Teams channel.

  Field	Description
  Application	The Microsoft Teams application
  Team	Choose to select a team by name or to enter an ID or results from a previous Zibot
  Search channel query	Enter a channel name (exact string) or use a token.

   

  

  Send to Channel

  Use to send messages to Microsoft Teams channels.

  Field	Description
  Application	The Microsoft Teams application
  Team	Choose to select a team by name or to enter an ID or results from a previous Zibot
  Channel	Choose to select a channel by name or to enter an ID or results from a previous Zibot
  Message	Enter a message to send to the channel. You can use text and tokens.

  Use HTML to hyperlink the proof link in the Microsoft Teams integration. Example:

  Check out <a href="https://ziflow.com">Ziflow</a>

  

   

  Create Channel

  Use to create a new channel in Microsoft Teams.

  Field	Description
  Application	The Microsoft Teams application
  Team	Choose a team name
  Display name	The name of the new channel. Enter a display name or choose a token.
  Description	Enter a description for your channel or use a token.

  

  Connect Ziflow proofs with Microsoft Teams channel

  Once you've connected Microsoft Teams to Ziflow, you can start linking proofs with the Microsoft Teams channels from the Integrations tab while creating proofs or editing proof details.

  If you do not see Microsoft Teams in the Integrations tab, enable it in the application settings. Go to the Connect tab, select the Microsoft Teams application, choose the Settings tab, and select Show next to the Application fields on a proof to enable Microsoft Teams fields at the proof level.

  

  To connect proofs in the Integrations tab, during the proof configuration, open an Integrations tab and select the Microsoft Teams channel.

  

   

  Related articles

  Create Microsoft Teams flows

  Understand automation flows (Connect)

  Integrating With Microsoft Teams Using Webhooks

  API Reference Page

• Follow the instructions on how to:

  • Connect with Microsoft Teams

  • Set up Microsoft Teams automated flow

  • Set up Microsoft Teams Zibot action

  • Microsoft Teams flows examples
    ​

  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.

  
  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

  • Proof Updated

  • Decision made

  • New comment/reply

  • Comment resolved

  • Comment labeled

  • Stage updated

  • Stage started

  • Comment reaction

   

  New proof/version

   

  

  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 who will be responsible for this flow activation.

   

  Proof updated

   

  

  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

   

  

  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

   

  

  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

   

  

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

   

  Comment labeled

   

  

  1. Comment is labelled as - select which label(s) should trigger a Zibot.

      

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

   

  Stage updated

   

  

  1. 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.

      

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

   

  Stage started

   

  

  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.

   

  Comment reaction

   

  

  1. Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.
     ​

  2. Comment reacted with - select what type of reaction should trigger a flow.
     ​

  3. Created in - select 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 the information set in the previous step directly to Teams:

   

  

  Use the following Zibots:

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

      

     

      

  2. Search Channel - with this, Zibot users can search through the MS Teams channels. This allows collection channel ID so it can be used in next flow actions.

      

     

      

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

      

     

      

  4. 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.

  
  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:

   

  

  2. Choose the Send to channel Zibot from a 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 the MS Teams channel:

   

  

   

  Supporting Material:

  • FAQ: How can I use JSONPath in Webhook Zibots?

  • API Reference Page