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Microsoft Teams Automations v2: Actionable Notifications
Microsoft Teams Automations v2 turns one-way notifications into two-way workflows. Service desks running approval flows, change-management boards routing requests through Teams, and any GRC workflow that needs a recipient to take a documented action in Teams can now do it with a single click, attributed back to SmartSuite with a full audit trail.
Key Highlights
- Actionable Notifications: Send a Teams message with up to three clickable buttons mapped to values in a Status, Single Select, Multiple Select, or Yes/No field. Clicking a button updates the target record directly.
- Personal and Team Messaging: Target an individual (static or dynamic mapping from Assigned To, Email, Text, Lookup, Formula, or Single Select fields) or post into a specific Team and Channel.
- Dynamic Record Targeting: Drive notifications from a Trigger output, a Single Find output, or the Current Item inside a Loop, without hardcoding records.
- Dynamic Links in SmartDoc: Build hyperlink URLs inside the message body by mixing static text with dynamic field values, so Open Record buttons always point to the right record.
- Built-In Run History and Error Capture: Failed executions are recorded as comments on the target record with human-friendly reasons (Not enough permissions, Record not found) and a link back to the originating automation.
How It Works
- Admins configure the O365 integration once in Workspace Administration by registering an Azure application and granting the delegated Microsoft Graph permissions.
- Automation builders add the new 'Send an actionable notification' action under Integrations, Microsoft Teams, pick a target record source, choose Personal or Team message, write the title and body with dynamic values, and map a field to buttons.
- When the notification lands in Teams, the recipient clicks a button. SmartSuite validates their record-edit permissions, applies the update, and attributes the change to the person who clicked via the automation.
- Anything that goes wrong (a permission issue, a missing record, a timeout) surfaces as a comment on the record with a clear reason, so automation owners can resolve it quickly.
- Available on Enterprise and Signature plans. Existing legacy Teams actions remain operational.
Upgrade your connection to take advantage of Actionable Notifications and the faster O365 configuration.