Teams Track integration - User set-up guide :

Any Track in ISMS.online can be connected to Microsoft Teams using the available workflow, the workflow can be enabled once per Track.

The Teams integration can send Track Notifications to a Teams Channel if the following happens:

A new Track Item is created
Assignee of an Item is updated
Status of an Item is updated
Due date of an item is updated

The Teams message includes a summary of the update and a link to view the item. This is valuable in scenarios where critical incidents or vulnerabilities are reported, as awareness and response time are key.

Examples of use cases for the integration are below:

Incident Management/Vulnerabilities/Corrective actions:
1. Send a notification of new Incidents/Vulnerabilities/Corrective actions to a Teams Channel.
2. Send a notification of important updates to an Incident/Vulnerability/Corrective action to a Teams Channel.
Custom Tracks: Lots of organisations make a custom track for other types of work, if it sounds like a process where notifications of new items or updates to items is important, then this integration may be appropriate.

Key terms

Integration: An integration is the ability to connect to a service (e.g. Teams), within any one integration you can have multiple workflows enabled.
Workflow(s): These are the pre-built series of steps which sends or receives data between the integrated apps, an integration can have multiple workflows available to use.

Who can use the integration?

To configure any native integration in Tracks, you must have:
Permission to Administer the Track you want to integrate.
A Teams user account & access to the Teams channel you want to connect to.
Permission to add the Microsoft Workflows app to your Teams Channel.
API Key access enabled for the user configuring the integration. This is because the integration needs to create an API key. (Organisation admins can grant this permission by going to the users profile > user settings > grant API )

Setting up the Teams integration

Step 1

Add the Workflows app to Microsoft teams.

Click + Apps on the left menu.
Search for Workflows.
Click Add on the Workflows app, you may need to request permission from your Teams admin.
When Workflows is added, click Open on the Workflows app.

Create a new workflow from a template

On the Home page of the Workflows app, click the Create tab.
Search “Webhook” to find available templates, select Send webhook alerts to a channel by Microsoft.
Choose a descriptive Flow name for your workflow and click Next.
Select the Team and Channel you wish to be notified in. Click Next.
We need to edit the settings of this workflow, click Manage your workflow.

Configure the workflow for ISMS.online

On the workflow page, click Edit in the top left.
In the Edit view, click on the When a webhook request is received panel.
Change Any user in my tenant to Anyone.
Click Save.
Copy the webhook URL, the next step involves pasting this into ISMS.online.

See this Teams guide on using Apps for further information.

Step 2

Integrations are configured by work area administrators in the Track Settings page.

Step 3

The Integrations panel will show which integrations are available to set up with a Connect button. It also displays which integrations are enabled in this Track and can be edited.

Step 4

Clicking to Connect with Teams will open the first step, which is authenticating your Teams account.

This authentication should happen automatically if an open Teams desktop app is detected.

Final Step

Paste the Webhook URL that you copied from Teams in Step 1.
Choose the Track from the dropdown.
Customise your workflow:
1. We have split the integration so you can choose to be notified about New items, Updates to items, or both.
2. The Yes/No dropdown fields allow you to choose which type of update you want to receive notifications about

The ISMS.online Teams integration can send notifications to any channels that you have access and permission to see or post to.

Close the integration popup, and the Teams integration will be ready to work.

Through following these steps we have set up an integration that will…
 Post a message to a Teams Channel every time a new item is added to the Track  
 Post a message to a Teams Channel every time an items Assignee/Status/Due date is changed
 Including useful information and a link back to the item.  
 
Create a new item from the Overview tab of the integrated Track, or edit some details on an existing item to trigger the push notification to Teams!

Troubleshooting/FAQs

Questions	Answers
I set up this integration but I don’t see messages in my Teams channel?	Please ensure you followed all steps correctly, if you are still not seeing results double check the following: The Teams Channel is the same one you chose when creating the Workflow in Teams The Webhook URL was pasted correctly At least one workflow in the Track integration for Teams is enabled An action was taken in ISMS.online that should trigger the notification (e.g. item created or assignee updated)
How do I add the Microsoft Workflows app to my Teams channel?	See this Teams guide for adding apps to workspaces.
I enabled the flow for receiving notification of item updates, but I don’t see any in Teams?	For the flow to work, at least one of the dropdown fields must be set to Yes Check at least one of the fields is set to Yes Test that the trigger works, e.g. if Status changes is set to Yes - then update the status of any item in the Track. This should trigger a notification. Sometimes the notification can take a few minutes to arrive in Teams.
I lost my webhook URL, can I copy it again?	See this Teams guide for adding apps to workspaces for general information. To copy the webhook URL again: Go to Workflows in Teams Click the dot menu on the right of your flow to Edit it In Edit view, open the trigger step by clicking on it, then copy the URL provided.