Integrate Airtable with Microsoft Teams to Automatically Notify New Information! How to Improve Information Sharing Efficiency

Airtable is utilized by many organizations, particularly global companies, as a tool for flexible data management. Have you ever thought, "I wish newly added information in Airtable could be notified to Microsoft Teams"? By integrating with Microsoft Teams, sharing information about tasks and support cases becomes smoother, facilitating the workflow of the entire team. Previously, specialized skills were required, but with our Flowbot template, it can be easily implemented through intuitive operations. This article introduces the setup method that can be started without programming and the specific benefits. Please read to the end. Recommended for: The Flowbot introduced this time is perfect for the following people: - Those struggling with delays in responding to inquiries - Those troubled by input errors or information leaks - Those who want to make information sharing among team members smoother - Those considering automation for the first time - Those using Airtable and Microsoft Teams and aiming to improve work efficiency by linking them Benefits and specific use cases of automatically notifying Microsoft Teams when new information is added to Airtable: This time, we assumed a customer inquiry scene. We will introduce how it can be useful for customer support representatives, project managers, and data entry personnel. 1. Achieve speedy customer response: By automatically notifying Microsoft Teams of support cases registered in Airtable, information sharing is expedited. Customer support representatives can easily allocate tasks according to priority through notifications. Since necessary information can be obtained from Airtable and notified, checking with inventory management personnel becomes smoother, and inquiries about restocking can be handled efficiently. As a result, an improvement in customer satisfaction can be expected. 2. Visualize tasks and progress: By automatically notifying Microsoft Teams of information from Airtable, the tasks and progress status of the entire team become clear. Project managers can instantly grasp the status of multiple support cases through notifications, allowing for smooth resource adjustments. For example, if the number of inquiries from customers is increasing, they can check the response status based on data in Airtable and promptly arrange additional resources, leading to appropriate instructions. This mechanism is likely to prevent delays in response and establish an environment that supports the progress of the entire project. 3. Prevent input errors: By automating notifications from Airtable to Microsoft Teams, errors due to manual input can be reduced. Data entry personnel, after registering inquiry details from customers in Airtable, may have experienced input errors or information omissions when manually transcribing to other tools or messages. By utilizing this flow, accurate content is automatically notified to Teams, preventing transcription errors. This will improve the reliability of operations as information can be shared accurately. From here, we will explain the automation setup method of "notifying Microsoft Teams when information is registered in Airtable" using Yoom's Flowbot template.

[What is Yoom]

Integration Process

Register My Apps to Yoom (Airtable and Microsoft Teams)
Copy the template
Set up app triggers and integrate apps
Turn on the trigger button and verify the integration operation

※Notice

The trigger activation interval can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The selectable activation interval varies depending on the plan, so please check in advance.
Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
- ＞Help: My App Registration Procedure and Precautions in Microsoft365 Services

How to Create an Integration Flow for Airtable and Microsoft Teams

Things to Prepare in Advance

We have listed the items necessary for integration.

Airtable (OAuth)

Airtable account information
Table to add information

Please add the Last Modified Time field.

Base ID
- Can be obtained from the table URL. It is the value starting with "app~".
Table ID
- Can be obtained from the table URL. It is the value starting with "tbl~".

Microsoft Teams

Microsoft365 login information (email, phone number, Skype ID, password)
Chat ID
- Right-click on the chat where you want to send notifications and select "Copy Link" from the displayed menu. It can be obtained from the copied URL.

The part described in the format "19: ~ .space" within this link is the chat ID.

Step 1: Setting Up My App Integration

Here, we will set up the registration of app information to Yoom. Log in to the Yoom workspace and click ＋New Connection within the My Apps screen.

A list of apps that can be connected to Yoom will be displayed. Select the app to connect from the search window and proceed with My App registration.

Airtable

Select Airtable from the search results and proceed to the next screen.

Click "Allow Access" to complete the My App registration for Airtable.

Microsoft Teams

Select Microsoft Teams from the search results.

You will be redirected to this screen, where you will enter your Microsoft365 login information.

This completes the My App registration for Microsoft Teams.

Step 2: Copy the Yoom Flow Bot Template to My Project

Click this banner.

The template will be copied to My Project. You can access My Project from the left menu bar.

Step 3: App Trigger "When a Record is Registered"

Next, click on the first step of the template.

In this step, you will retrieve table items from Airtable.

(1/2) Select Integration Account and Action

These items are pre-configured.

App Trigger Title
App
Account information for integration with Airtable
Trigger Action

→ Click Next.

(2/2) API Detailed Settings for App Trigger

Trigger Interval
- You can select from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. *The shortest trigger interval varies depending on your plan.

Base ID
- Can be obtained from the URL. It starts with "app~".

Table ID
- Can be obtained from the table URL. It starts with "tbl~".
Field Name for Created Time
- Enter the field name for the creation date of the row. Enter the field name corresponding to "Created Time" in the pre-created table. In the sample table, it is labeled "Created Time".

Click Test.
If successful, the items obtained in the initial settings will be displayed as output.
To add more Airtable items, select "Add Value to Retrieve" in the output frame at the bottom of the same screen.

The specified Airtable item names will be displayed.

Click the blue circle plus to retrieve the value as output. For example, in this case, the red-framed section is the Airtable item name I created, so I clicked the buttons from Customer ID to Address. The added items will be displayed on the right.
Record Name (id) and Record Creation Date (Created Time) can be retrieved by default, so no addition is necessary.

Click the Add button to retrieve the added items as output.

→ Click Save.

Step 4: Integrate with App "Send Message to Talk Room"

Next, click on the second step of the template.

In this step, you will create a template message to notify Microsoft Teams.

(1/2) Select Integration Account and Action

These items are pre-configured.

App Trigger Title
App
Account information for integration with Microsoft Teams
Trigger Action

→ Click Next.

(2/2) API Connection Settings

Team ID
- Click the edit field to open a dropdown showing the integrated Microsoft Teams space names. Select the space to send the message to, and the ID will be quoted.

Channel ID
- Click the edit field to open a dropdown. Choose from the channel candidates, and the ID will be automatically quoted.

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Message

Create a template message for the message to be sent. Click the edit field to open a dropdown showing the output obtained in the previous step. Select the content to send to Microsoft Teams, and the embed code will be automatically quoted. Entering the item name before the quoted code makes it easier to understand.

In Microsoft Teams, HTML tags are supported to display notification messages in a rich, structured format. Therefore, you need to insert a line break tag .
To set a mention, enter the value in the box below the message edit area to link the mention value. Similarly, insert values for attachment information.

→ Click Test. → Success

→ Click Save. This concludes the steps.

Step 5: Turn ON the App Trigger

Once all steps are configured, a completion screen will be displayed.

Turn ON the Trigger to activate the flow bot. You can switch it using the toggle at the top left of the template.

The flow bot setup was completed easily without programming. The notification was confirmed in the specified Microsoft Teams channel.

Here is the template used this time.

Make the Most of It! 3 Ways to Automate with Airtable

By centrally managing customer information, schedules, and tasks with Airtable, you can further expand its utility by integrating with other apps.

1. Automatically Register Information from Google Forms to Airtable

Automatically adding data collected from Google Forms to Airtable can save you the hassle of manual work. It prevents registration errors and duplicates, streamlining data management.

2. Automatically Register Supplier Information from Airtable to Board

When supplier information is registered in Airtable, it is automatically reflected in the board using a flow bot template. This reduces the burden of manual entry and improves the speed of data reflection. It helps prevent input errors and facilitates smooth billing operations and information sharing.

3. Create Events in Google Calendar Using Airtable Information

Automatically create events in Google Calendar based on Airtable information. This eliminates the need for manual entry, improving work efficiency. It helps prevent omissions and errors in scheduling, allowing the entire team to share the latest information.

Summary

With Yoom's Flowbot template, you can easily integrate Airtable and Microsoft Teams without any programming. The automation introduced here offers specific benefits such as speeding up customer response times, optimizing resources, and reducing data entry errors.
This flow is perfect for those who are new to automation. You can start using the template right away from the banner below.

Would you like to make your operations smoother with automation?

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Well, see you again!