Integrate CollaboFlow with Microsoft Teams to automatically notify Microsoft Teams when a request is approved in CollaboFlow.

Would you like to integrate CollaboFlow with Microsoft Teams to streamline information sharing after application approval?
This article introduces how to automatically notify Microsoft Teams when an application in CollaboFlow is approved.
This can help reduce confirmation and notification omissions, preventing work delays.
Additionally, since you can immediately check the approval results, information transmission will become smoother.

Recommended for

Those who want to integrate CollaboFlow with Microsoft Teams for efficiency
Business managers who want to prevent communication errors or delays in the approval process
Those who find manual notifications inefficient

Benefits and Examples of Integrating CollaboFlow with Microsoft Teams

Benefit 1: Prevent Work Delays

In traditional approval processes, there is the hassle of manually notifying approval completion, and it's not uncommon for approvers to forget to notify, causing delays.
However, by integrating CollaboFlow with Microsoft Teams, notifications are sent to Microsoft Teams as soon as an application is approved.
For example, accountants can start processing expenses immediately, preventing work delays in advance.

Benefit 2: Smooth Information Transmission

By automatically notifying Microsoft Teams of approval results from CollaboFlow, all stakeholders can check the latest information.
For example, when a quotation is created and submitted, the approval process can be visualized, allowing you to know who approved it.
This way, the entire team can identify the approver, making it easier to check progress.
As a result, it will prevent miscommunication and discrepancies, facilitating smoother interactions within the team.

Benefit 3: Prevent Confirmation and Notification Omissions

When approval notifications are done manually, there is a possibility of omissions or oversights.
However, by integrating CollaboFlow with Microsoft Teams, application contents are automatically notified, reducing mistakes.
For example, when an applicant submits a purchase order, it is immediately notified to Microsoft Teams, and the approved content remains as a history in the chat.
This makes it easy to trace back even if you want to check past records, allowing for smooth handling in case of any issues.

We will introduce the automation method using Yoom by integrating CollaboFlow with Microsoft Teams.

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How to Create a CollaboFlow and Microsoft Teams Integration Flow

This time, we will introduce the setting method for the following template: "Notify Microsoft Teams when an application is approved in CollaboFlow."
By using this template, you don't need to set up automation from scratch, which is convenient.

The integration flow is broadly created through the following processes.

Register CollaboFlow and Microsoft Teams as My Apps
Copy the template
Set the trigger for the CollaboFlow that initiates the flow and configure the subsequent Microsoft Teams operations
Turn on the trigger button and verify the integration between CollaboFlow and Microsoft Teams

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Step 1: Register CollaboFlow and Microsoft Teams as My Apps

Please register CollaboFlow and Microsoft Teams as My Apps to connect them to Yoom.
By completing the My App registration in advance, the automation settings will be smoother.

Let's register CollaboFlow as a My App.
Click "My Apps" → "New Connection" on the left side of the Yoom screen.

Use the search bar to find CollaboFlow or search from the app list.

The following screen will be displayed, so set the "Account Name" as desired.

Move to the CollaboFlow screen and click in the order of "Settings Mark" → "System Management Area" → "Environment Settings" → "REST API" → "Register" → "Issue API Key".
Return to the Yoom screen, enter the string "{User ID}/apikey:(API Key)", encode it in BASE64, and set the access token.
For encoding in BASE64, please check here.

Next, register Microsoft Teams as a My App.
Search for Microsoft Teams using the search bar or find it from the app list, just like before.

When the following screen appears, sign in to Microsoft Teams.

Once both My App registrations are complete, CollaboFlow and Microsoft Teams will be displayed.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Please read the following screen display and click "OK".
The following screen will be displayed, so please check the "Title" and "Description".
If you want to make changes, please do so from the page below.
To set up the Collaboflow, click "When the route's Webhook is received (Webhook activation)".
Step 3: Setting the trigger for the Collaboflow that serves as the starting point of the flow and the subsequent Microsoft Teams operation settings When the following screen is displayed, check the settings. "Title" → Can be changed by yourself "Account information linked with Collaboflow" → Check if there is no mistake in the account "Trigger Action" → When the route's Webhook is received (Webhook activation)
When the following screen is displayed, click inside the red frame to copy the Webhook URL.
Check the Webhook setup method from here.
Click in the order of "App Settings" → "Route Settings" → "Select the relevant route" → "Webhook" → "New Registration".
When the following screen is displayed, set it up. "Webhook Name" → Set arbitrarily "Webhook URL for notification" → Paste the copied URL "Notification Condition" → Check at the time of approval After completing the setup, click "Save".
Send a Webhook event or execute the triggering event, and click "Test" → "Test Success" → "Save" on the Yoom screen.
Next, to set up Microsoft Teams, click "Send a message to the channel".
※Microsoft365 (formerly Office365) has a plan for home use and a general corporate plan (Microsoft365 Business).
If you are not subscribed to the general corporate plan, authentication may fail, so please be careful.
When the following screen is displayed, check the settings. "Title" → Can be changed by yourself "Account information linked with Microsoft Teams" → Check if there is no mistake in the account "Action" → Send a message to the channel
When the following screen is displayed, set the "Team ID".
Click inside the frame to display candidates.
Set the relevant team ID.
Next, set the "Channel ID".
Select from the candidates as before.
Scroll and set the "Message".
Use the output of Collaboflow to set the message.
You can select the output by clicking inside the red frame.
Select and set the approval content you want to check in Microsoft Teams from the output.
After setting, click "Test" → "Test Success" → "Save".
Step 4: Turn on the trigger button and check the collaboration operation between Collaboflow and Microsoft Teams Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flow bot starts up normally.
This is the template used this time.

Other Automation Examples Using Collaboflow

1. This flow automatically adds a task to kintone when a request is made in Collaboflow.
Based on the request details, tasks can be automatically added to kintone, making task creation easier.
This makes it easier to keep track of tasks and is expected to improve team efficiency.

2. This is a flow that automatically registers user information to Collaboflow when it is added to Google Sheets.
By automatically registering user information, manual input is no longer necessary.
This reduces the time previously spent on manual input, allowing staff to focus on other tasks.

3. This is a flow that automatically updates Microsoft Excel records once approval is completed in Collaboflow.
Since the approval data is automatically updated, you can always obtain the latest data.
It saves the effort of manual updates and reduces the burden on the person in charge.

Summary

This time, we explained how to automate approval notifications by integrating Collaboflow with Microsoft Teams.
By doing so, real-time information sharing becomes possible, minimizing errors and delays in operations.
This automation may streamline the approval process and help improve the efficiency of the entire team.

Let's introduce Yoom to leverage automation and make your current operations more efficient.