Workflows: MS Teams

This article explains the Microsoft Teams workflow step in Clappia. This step allows you to send a notification message to a specific Microsoft Teams channel whenever a workflow runs.

Configuring the MS Teams Workflow Step

The MS Teams step will execute based on where it is placed in your workflow:

• If placed in the New Submission Flow, it runs when a new submission is created.
• If placed in the Edit Submission Flow, it runs when a submission is edited.
• If placed in the Review Submission Flow, it runs during the review process.
• If placed after other steps, it will execute only after the previous step(s) completes successfully.

Open your app, go to Design App > Workflows.

Choose the workflow where you want to add Microsoft Teams. Click on Add Step or ‘+’ symbol. Once added, the configuration panel will open on the right side.

Step Name

You can provide a name for this workflow step.

By default, it will be named Microsoft Teams, but you can rename it for easier identification (for example, Notify Operations, Notify HR, Send Escalation Alert).

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Authenticate with MS Teams

Click Authenticate with MS Teams.

You will be redirected to Microsoft’s login page. Sign in using the Microsoft account that should send the message to Teams. Grant the required permissions.

Once authentication is successful, the panel will show that the account is connected.

This authenticated account is the one that will post messages to the selected Teams channel.

Channel Link

Paste the full Microsoft Teams channel link where the message should be posted.

To get the channel link:

• Open Microsoft Teams.
• Go to the required Team.
• Hover over the required Channel.
• Click the three dots (⋯).
• Click Copy link.
• Paste the copied URL into this field in Clappia.

The workflow will post the message to this exact channel.

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Body

Enter the message that should be posted in the Teams channel.

This is the actual notification content that will appear as a channel post.

You can type static text, such as:

An escalation requires attention from the operations team.

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You can also include dynamic values from your app by typing @. This will display a list of fields from your app whose values you can insert into the message.

For example:

New Incident Reported

Incident ID: {incident_id}

Reported By: {submitted_by}

Priority: {priority}

When the workflow runs, these variables will automatically be replaced with real submission data.

The Body field cannot be left empty, as this is the message that will be sent to Teams.

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Parent Step

This shows the step immediately above the MS Teams step in your workflow.

For example, if this step is placed directly after ‘Start’, then Start will be shown as the parent step.

If placed after another workflow step (like Approval or Edit Submission), that step becomes the parent.

You can change the parent step if there are more than one.

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Enable this Step

This option is enabled by default.

If disabled:

• This step will not execute.
• Any steps below it in the workflow sequence will also not execute.

You can temporarily disable the step for testing without deleting it.

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Receiving the Notification

When the workflow runs successfully, a message will be posted in the Teams channel whose link you provided.

All members of that channel will be able to see the message, subject to their notification settings in Microsoft Teams.

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Important Notes

1. Authenticated Account Must Be a Channel Member
   The Microsoft account used during authentication must be a member of the Team and the Channel where you are posting.
   If the connected email ID is not added as a member of that Team (or does not have access to that channel), the message will not be delivered.
   
   
2. Channel Link Must Match the Authenticated Account’s Access
   Even if the link is valid, the workflow will fail if the authenticated account does not have permission to post in that channel.
3. Standard vs Private Channels
   If the channel is a Standard channel, all Team members can view the message.
   If it is a Private channel, only selected members will see it.
   
   
4. Workflows Run Per Submission
   Workflows in Clappia run individually for each submission. They do not automatically trigger for bulk operations such as Bulk Upload or Bulk Edit from the Submissions tab.
   If required, each submission must be edited and saved individually to trigger the workflow.