Introduction

Any Project in ISMS.online can be connected to Microsoft Teams using the available workflow, the workflow can be enabled once per Project, allowing you to receive notifications about Activities in that Project directly in a Teams Channel.

Activity Notification triggers:

• When an Activity changes status (e.g. from Open → Awaiting Approval)
• When the owner (assignee) of a Activity changes
• When a Activity review is due

The Teams message includes a summary of the update and a link to view the item.

Examples of use cases for the integration are below:

• Compliance Teams: Alert the team when an Activity is submitted for Approval.
• Activity Owners: Receive timely reminders for upcoming Activity reviews, enabling proactive management.
• Managers: Quickly identify when ownership of an Activity changes, ensuring accountability.

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 Projects, you must have:

1. Permission to Administer the Project you want to integrate.
2. A Teams user account & access to the Teams channel you want to connect to.
3. Permission to add the Microsoft Workflows app to your Teams Channel.
4. 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.

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

Create a new workflow from a template

1. On the Home page of the Workflows app, click the Create tab.
2. Search “Webhook” to find available templates, select Post to a channel when a webhook request is received from tenant users by Microsoft.
   
3. Choose a descriptive Flow name for your workflow and click Next.
4. Select the Team and Channel you wish to be notified in. Click Next.
5. We need to edit the settings of this workflow, click Manage your workflow.
   

Configure the workflow for ISMS.online

1. On the workflow page, click Edit in the top left.
2. In the Edit view, click on the When a webhook request is received panel.
   
3. Change Any user in my tenant to Anyone.
   
4. Click Save.
5. 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 Project 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 Project 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

1. Choose the Project from the dropdown.
2. Paste the Webhook URL that you copied from Teams in Step 1.
3. Customise your workflow:
   1. We have split the integration so you can choose to be notified about Updates to Activitys (Assignee and status changes), and/or Activity review reminders.
   2. At least one of the 2 workflows must be enabled for the integration to work.

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 an Activity Assignee or Status is updated
• Post a message to a Teams Channel whenever an Activities review date is due
• Including useful information and a link back to the item.

Try updating an Activity status or assignee to trigger the push notification to Teams!

Troubleshooting/FAQs

Question	Answer
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- editing workflow settings can alter the webhook, try pasting it in again. At least one workflow in the integration for Teams is enabled. An action was taken in ISMS.online that should trigger the notification (e.g. Activity status 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 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.