How to integrate Shopify with Microsoft Teams to automatically notify and quote when an order is placed

Shopify is a feature-rich e-commerce platform that even beginners can easily start using. Have you ever thought, "It would be great if order information could be notified to the chat I always use"? The integration feature between Shopify and Microsoft Teams solves this issue. Our company offers a flow bot template that allows you to achieve this without using programming. With simple settings, order management becomes more convenient. In this article, we will introduce specific benefits and usage methods, so please read to the end. Recommended for: The flow bot we introduce this time is perfect for the following people: - Those who want to grasp order information in a timely manner and accurately assign tasks to the entire team. - Those who want to automatically notify Shopify order information to Microsoft Teams to eliminate the hassle of manual transcription and verification work. - Those who want to prevent data discrepancies and smoothly share accurate order information. Benefits and specific use cases of automatically notifying Microsoft Teams when an order occurs on Shopify: From the perspective of e-commerce operation managers, data entry personnel, and shipping staff, we have considered how this flow bot can be useful. 1. A system that allows smooth sharing of order information: This flow bot can be set to activate at intervals as short as 5 minutes, allowing it to obtain new order information from Shopify in real-time and notify Microsoft Teams. This supports the quick confirmation of order details and the smooth progression to the next action. E-commerce operation managers can use this notification feature to efficiently allocate tasks, prepare shipments, and smoothly proceed with inventory checks. 2. Reducing the hassle of manual input and preventing errors: By automatically notifying order information to Teams, manual data transcription becomes unnecessary. Human errors are reduced, enabling accurate data management. Data entry personnel can reflect Shopify order information directly in the notifications, eliminating concerns about input errors or data discrepancies. They can accurately confirm shipping addresses and order details, potentially reducing the effort of corrections and verification tasks. 3. Supporting shipping preparation with abundant information: The notification content can reflect information obtained from Shopify, such as customer information, shipping addresses, and product details, allowing for settings that appropriately include necessary data. This enables shipping staff to accurately proceed with product pickup and packaging tasks while checking notifications. Additionally, inventory management personnel may find it easier to forecast replenishments by utilizing notifications. From here, we will explain the automation setup method for "notifying Microsoft Teams when an order occurs on Shopify" using Yoom's flow bot template.

[What is Yoom]

Integration Process

Register My App to Yoom (Shopify 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 shortest activation interval you can choose varies depending on the plan, so please check in advance.
Shopify usage is limited to Team Plan or Success Plan. Please note that operations and data connections of the set flowbot will result in errors in the Free Plan or Mini Plan. Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During this period, you can try apps that are usually restricted.
Microsoft365 (formerly Office365) has a Home Plan and a General Business Plan (Microsoft365 Business), and if you are not subscribed to the General Business Plan, authentication may fail.
- ＞Help: Registration Procedure and Precautions for My Apps in Microsoft365 Services

How to Create an Integration Flow for Shopify and Microsoft Teams

Things to Prepare in Advance

Here is a list of things needed during the integration process.

Shopify

API Key
API Secret Key
Subdomain

Guidance on how to obtain each value is available in the help section.
＞Help: How to Register My App in Shopify

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. You can obtain it from the copied URL.

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

Step 1: Set Up My App Integration

Here, you will set up the registration of app information to Yoom. Log in to the Yoom workspace and click ＋New Connection on 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.

Shopify

Search for "Shopify" and click on the app name that appears. Enter the strings you have obtained when this screen is displayed.

＞Help: How to Register My App in Shopify

Enter the values in each field and click the Add button to complete My App registration.

Microsoft Teams

Select Microsoft Teams from the search results.

You will transition to this screen, so enter the Microsoft365 login information.

This completes the My App registration for Microsoft Teams.

Step 2: Copy Yoom's Flowbot Template to My Project

Click on 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 an Order is Placed"

Let's proceed to the integration operation. Click on the first step of the template.

In this step, you will configure the settings to retrieve order information from Shopify.

(1/2) Select Integration Account and Action

This section is pre-configured.

Title of the App Trigger
App
Account information to integrate with Shopify
Trigger Action

→ Click Next.

(2/2) API Detailed Settings for App Trigger

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

Subdomain
- The value is obtained from the store URL.

→ Click Test. → Success After a successful test, the following order information will be displayed in the output. (The list of retrieved items is extensive, so it will be long)

→ Click Save.

Step 4: Integrate with the App "Send Message to Chat"

Next, click on the fourth step of the template.

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

(1/2) Select Integration Account and Action

This section is pre-configured.

Title of the App Trigger
App
Account information to integrate with Microsoft Teams
Trigger Action

→ Click Next.

(2/2) API Connection Settings

Chat ID
- It can be obtained from the chat screen to be notified.

Message

Create a template message. Click the edit field to open a dropdown, and the output such as order information will be displayed from the "When an Order is Placed" tab. Click the necessary items to embed the reference code in the edit field.

By entering the item name before the reference code, it becomes easier to understand during notification. In Microsoft Teams, HTML tags are supported to display notification messages in a richer and more structured format. Therefore, you need to insert a line break tag <br/>.
If you want to set a mention, enter the value in the box to link the mention value below the message editing area. Similarly, insert the value for attachment information.‍

‍

→ Click Test. → Success

→ Click Save. This concludes this step.

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 toggle it from the top left of the template.

<span class="mark-yellow">You have easily set up the flow bot without programming.</span> Here is the flow bot template used this time.

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

Shopify can automate tasks not only by integrating with Microsoft Teams notifications but also with other apps.

1. Automatically Register Shopify Order Information in Microsoft Excel

This flow automatically adds a record to Microsoft Excel when an order is placed on Shopify. This eliminates the need for manual entry, allowing for efficient sales management and customer analysis.

2. Automatically Register Shopify Customer Information from Google Sheets

When a row is added to a Google Sheet, customer information is automatically registered in Shopify. This saves manual effort and ensures that customer information is accurately reflected in real-time.

3. Update Shopify Customer Information with Google Sheets

When a row in Google Sheets is updated, the customer information in Shopify is automatically updated as well. This ensures that the latest information is reflected immediately, enhancing operational efficiency and improving information accuracy.

Summary

With this Flowbot template, you can easily integrate Shopify with Microsoft Teams, allowing for smooth sharing of order information. It reduces the hassle associated with order management and supports the work of the entire team.

No programming is required, so you can implement it immediately without any technical skills or knowledge. Please take advantage of this tool to reduce workload and improve efficiency. You can find more details from the banner below!

See you again!