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"Manually sharing on Microsoft Teams every time is honestly a hassle..."
"Did I share that latest file?"
Have you ever had such experiences? Repeatedly sharing files and sending manual notifications in your daily work can surprisingly take up a lot of time. Wouldn't it be great if these tasks could be automated, allowing you to focus more on core tasks?
In fact, by integrating Microsoft Teams with various tools, you can actually automate these processes!
For example, it's possible to automatically notify Microsoft Teams about file information uploaded to cloud storage or updates in a database.
In this article, we will pick up some specific automation examples and explain in detail how to automate them without any hassle using no-code methods!
Be sure to check it out till the end to reduce the "small hassles" you feel daily and achieve a smarter way of working.
Yoom already has templates prepared for automating workflows using Microsoft Teams. If you want to try it right away, click "Try it" on the banner below and get started immediately!
■Overview
Using the workflow "Notify Microsoft Teams when a file is stored in OneDrive" can reduce your workload.
Since file information can be automatically notified, work time is shortened, leading to improved business efficiency.
■Recommended for
■Benefits of using this template
By linking OneDrive and Microsoft Teams, you can quickly notify file information.
As a result, the time to check files is reduced, allowing you to proceed with work smoothly.
Additionally, sharing file information through Microsoft Teams allows for direct interaction in the chat, facilitating smooth communication.
This strengthens member collaboration, enabling faster project progress and response.
There are various ways to automatically send and forward data to Microsoft Teams. We have picked out a few methods for you to check out!
By clicking "Try it out" on the template you're interested in and creating a Yoom account, you can immediately experience automatic notifications in Microsoft Teams. Registration takes just 30 seconds, so feel free to give it a try!
It is possible to automatically notify Microsoft Teams of updates from various cloud storage services.
For example, when files are stored in OneDrive or Dropbox, you can automatically notify Microsoft Teams of this data in a timely manner. By speeding up information sharing and allowing the entire team to smoothly check the latest data, it supports efficient business operations.
It is also possible to automatically notify Microsoft Teams with data from databases and CRM services.
By using Yoom, you can integrate various useful tools like Google Sheets and Salesforce with Microsoft Teams. By leveraging automatic notifications through tool integration, you can prevent information sharing omissions and miscommunications, thereby strengthening team collaboration.
For example, promptly sharing record information added to Salesforce can contribute to achieving efficient sales activities.
You can automatically notify Microsoft Teams of response data received from various form tools.
Not only can you notify the response data as is, but you can also use AI to organize the content before automatically notifying.
For example, by being able to notify inquiry details received through forms in a timely manner, you can support the quick response of support and sales teams. This can be expected to improve customer satisfaction and increase trust.
Let's get started with creating a flow to automatically send and forward data to Microsoft Teams!
This time, we'll proceed with the setup using Yoom in a no-code manner. If you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot that "notifies Microsoft Teams when a file is stored in OneDrive".
The creation process is broadly divided into the following steps:
First, to integrate OneDrive and Microsoft Teams with Yoom, you need to register your apps.
Select "My Apps" on the left side of the Yoom screen and click "Add" displayed on the right side.
[Register My Apps for OneDrive]
*Microsoft 365 (formerly Office 365) has plans for home users and general business users (Microsoft 365 Business). If you are not subscribed to the general business plan, integration with Yoom may fail.
After clicking "New Connection," search for OneDrive from the list of apps.
Sign in to the Microsoft account you want to integrate with Yoom. Enter the email address of the account and click "Next."
Enter the account password and click "Next."
If OneDrive is displayed in My Apps, the registration is complete!
[Register My Apps for Microsoft Teams]
*As with the registration of OneDrive, if you are not subscribed to the general business plan of Microsoft 365 (formerly Office 365), integration with Yoom may fail, so please be careful.
Similarly, after clicking "Add," search for Microsoft Teams from the list of apps.
Sign in to the Microsoft account you want to integrate with Yoom, just like before.
This completes the registration of My Apps for Microsoft Teams!
Now, let's actually create a flow bot!
To make it easy to set up, we will use a template. Click "Try It" on the banner below to copy the template.
Clicking will automatically copy the template to your Yoom screen.
When the following screen appears, click "OK" to proceed.
First, set up the app trigger to automatically start the Flowbot when a file is stored in OneDrive.
Click on "When a file is created or updated in a specific folder" in the copied template.
Check the account information to be linked and proceed to the next step.
Next, select the trigger interval from the dropdown menu.
You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes, but it is recommended to set it to the shortest interval available in your current plan.
※ Please note that the shortest interval you can set varies depending on your plan.
This time, it was set to 5 minutes!
Click on the "Drive ID" field to display candidates from the linked account.
Select the Drive ID you want to use from the candidates.
Please enter the folder name after checking the notes below the input field.
Select the Folder ID from the candidates, just like the Drive ID.
After completing the settings, perform a test. For testing, actually store a file in OneDrive.
After storing, return to the Yoom screen and click "Test". If the test is successful, the following screen will appear.
The stored file information can be obtained as retrieved value.
By utilizing the retrieved values when setting up notifications in Microsoft Teams, you can automatically notify Microsoft Teams of data from OneDrive!
Confirm that the information is correctly obtained and save it.
Next, set up automatic notifications to Microsoft Teams for file data stored in OneDrive.
Click "Send message to channel".
Check the account information to be linked and click "Next".
Select the "Team ID" to notify OneDrive file data from the candidates.
Similarly, select the Channel ID from the candidates.
Set the content to be automatically notified in the "Message" field.
For parts that use the same text each time, such as "A file has been stored in OneDrive.", enter them as fixed values as templates, and for parts that refer to OneDrive data such as "Item Name" or "URL", use the retrieved values to enter them.
Feel free to set the message using the example settings below as a reference!
※ Set mentions and attachments as needed.
Once the settings are complete, click "Test".
If the test is successful, the set message will be delivered to the specified team's channel. Please confirm that the notification has been received in Microsoft Teams.
After confirming, click "Save" to proceed to the next step.
Once the setup is complete, the following screen will appear. Click "Turn on Trigger" to verify that the Flowbot is operating correctly.
The setup is now complete!
It is possible to link Microsoft Teams with various other tools and automatically notify diverse data. You can automatically add form responses to a database and notify Microsoft Teams, or notify order and shipping information for products. Conversely, you can also forward the content of Microsoft Teams messages to other communication tools!
■Overview
This is a flow bot that automatically activates at the end of each month and sends notifications via Microsoft Teams.
This flow bot can perform various automated processes through flows added after the right-side branch.
* For example, you can use it for various purposes such as monthly invoice processing, aggregation processing to spreadsheets, or regular data backup processing.
■Setup Method
・Use the flow bot's schedule trigger to activate the flow bot near the end of each month (28th, 29th, 30th, 31st).
・Use the "Manipulate and Transform Data" action to obtain the flow bot activation date, calculate the difference from the end-of-month date, and verify if it matches the last day of the month.
・If the flow bot activation date is not the last day of the month, the flow bot will terminate.
・If the flow bot activation date is the last day of the month, it will branch to the right and send a notification via Microsoft Teams.
・Specify the channel for the notification.
・Customize the flow added afterward freely according to your purpose and use.
■Notes
・Please modify the flow bot settings as needed.
・Replace the settings and content of the flow added to the right branch with any desired values.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・Branching is a feature (operation) available with a mini plan or higher. If you are on a free plan, the operation of the configured flow bot will result in an error, so please be cautious.
・Paid plans like the mini plan offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■Overview
The "Notify Microsoft Teams when a product is shipped on Shopify" flow is a business workflow that facilitates smooth information sharing in e-commerce operations. By automatically notifying Microsoft Teams of shipping information, team collaboration is enhanced, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
◼️Overview
When a message is sent to a specific channel in Microsoft Teams, the content of that message is notified to Slack.
You can automatically share information to another chat without accessing Microsoft Teams.
◼️Setup Instructions
① Select the app trigger from the trigger, press Microsoft Teams, and perform the following settings, then save.
・Trigger Action: When a message is sent to the channel
・Launch Interval: Typically set to a minimum of 5 minutes.
・Team ID: Select the specified team ID from the options.
・Channel ID: Select the specified channel ID from the options.
・Test: Send a message to the target channel and press test.
② Select the operation to integrate with the app from the plus mark, press Slack, and perform the following settings, then save.
・Action: Send a message to the channel
・Channel ID to post: Select the specified channel ID from the options.
・Message Content: Embed the output of the message content obtained in step ① as {{message content}}.
※ For how to embed the output obtained in the previous step into subsequent operations, see here.
◼️Notes
・It is necessary to set up account integration for both Microsoft Teams and Slack.
・For integration (My App registration), see here.
・Feel free to replace the Slack notification channel ID and message content with any values you prefer.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
◼️Overview
When a message is posted in a specific Microsoft Teams channel, it will be automatically forwarded via email using Outlook.
Feel free to modify the body and recipients of the Outlook email as needed.
By adding branching processes in between, you can also change the content and recipients of the email based on the content of the Microsoft Teams post.
◼️Notes
・It is necessary to configure the account information for integration in the operation of each app.
・Microsoft365 (formerly Office365) has both a personal plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview
This flow adds new responses from a survey form to Microsoft Excel and notifies Microsoft Teams.
By integrating the survey form with Microsoft Excel and Microsoft Teams, you can eliminate the need to operate each app individually or repeatedly enter data, allowing for smoother business operations.
Furthermore, since responses are automatically added to Microsoft Excel and notifications are sent to Microsoft Teams, you can prevent any information management oversights or omissions.
■Notes
・Please integrate both Microsoft Excel and Microsoft Teams with Yoom.
・Microsoft365 (formerly Office365) offers both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
How was it? Automating data sending and forwarding in Microsoft Teams can significantly help streamline daily tasks that are time-consuming. By utilizing automatic sending and forwarding, tasks that were previously done manually, such as timely notifying the team of cloud storage file updates or consolidating database information into Microsoft Teams, can now be handled more efficiently, giving you more room in your daily operations. Establishing an environment where the entire team can quickly share the latest information should enhance team collaboration and ensure smooth business execution.
With Yoom, you can easily implement automated sending and forwarding without any coding!
If you’re wondering, “Is it really that easy to set up?” or “I’m a bit curious...”, please try creating a free account first. Registration takes just 30 seconds! Once registered, you can immediately experience setting up automation for various business processes.
The flow can be freely customized, so the possibilities are endless depending on your ideas! Please try to build the optimal automation flow that suits your company’s operations.
Wouldn't you like to make your daily tasks easier and more efficient with Yoom?
Please refer to this article and consider incorporating automation into those daily tasks that feel “a bit troublesome...”
