Summary
Planhat's "Microsoft Teams: Notifications" integration means you can easily send notifications automatically to Microsoft Teams
This can be both your personal Planhat notifications ...
... and team notifications via Custom Automations
Who is this article for?
Anyone who would like to learn about Planhat's Microsoft Teams functionality related to notifications
Planhat admins configuring the "Microsoft Teams: Notifications" integration for their organization
Planhat users who would like their Planhat notifications to show in Microsoft Teams
Article contents
What is the "Microsoft Teams: Notifications" integration?
The Planhat "Microsoft Teams: Notifications" integration is the easy way for you to connect between Planhat and Microsoft Teams, to send Planhat notifications to Microsoft Teams.
📌 Important to note
We are working on a separate "Microsoft Teams: Transcriptions" integration, coming soon.
Once set up, there are two main elements to the Microsoft Teams notifications functionality:
Personal Planhat notifications can be sent to your own private Microsoft Teams channel
E.g. notify me when a Company is added to Planhat and I am the Owner
See first screenshot below
Use Custom Automations to send a message to a public Microsoft Teams channel
E.g. when an NPS survey response is added to Planhat, post into a specific Microsoft Teams channel with the details, tagging the relevant people
See second screenshot below
Why use the "Microsoft Teams: Notifications" integration?
Planhat's flexible Microsoft Teams integration for notifications enables you to send data from Planhat to Microsoft Teams, keeping you and your team fully informed and up to date, so you can take data-driven actions for maximum impact.
Planhat is your central source of truth for all customer/prospect/project information, and the Microsoft Teams integration allows you to easily set up notifications so you can be alerted in Microsoft Teams when there is an opportunity or risk identified in Planhat.
You can configure both team-level notifications via Custom Automations, and your personal notifications, choosing which changes in data trigger the notifications, and in the case of Automations, what the message says.
How to set up the "Microsoft Teams: Notifications" integration
Stage 1: Planhat Labs
Who? Planhat staff ("Super Admins")
Where? In Planhat
What? Enable Planhat Labs toggle switch for Microsoft Teams
At the time of writing, to enable the functionality to connect your Planhat tenant to Microsoft Teams, there is a toggle switch (feature flag) in Planhat Labs (itself in Help) that a Planhat staff member ("Super Admin") needs to turn on, called "Microsoft Teams".
Stage 2: Centralized Connect
Who? You, if you're an admin in your Planhat tenant and Microsoft
Where? In Planhat
What? Set up Centralized Connect for Microsoft Outlook
To set up the Microsoft Teams integration, you first need to have configured Centralized Connect for Microsoft Outlook, within "Email Setup" in the "Settings" Global Tool, for your Planhat tenant.
Stage 3: Microsoft Teams in App Center
Who? You, if you're an admin in your Planhat tenant and Microsoft
Where? In Planhat
What? Add the Microsoft Teams integration via the Planhat App Center, and connect it to Microsoft Teams
Once the preliminary steps above have been carried out, you can add the Microsoft Teams integration (app) to your Planhat tenant, and connect it up. These are steps for you as an admin in Planhat and a Microsoft Entra ID admin. This process only needs to be carried out once per Planhat tenant.
Navigate to the Planhat App Center (in the "System Admin" menu), by clicking on your initial or tenant name in the top-left corner of Planhat, and selecting "App Center"
Click "+ New app" in the top right
Click the image to view it enlarged
In the Apps Library, search for and select "Microsoft Teams"
Click "+ Add app"
The app will open with a modal as pictured below. Click on "Grant admin consent"
If redirected to log in, select/confirm your Microsoft account
Review the requested permissions, and select "Accept" to proceed
You will be redirected back to the app (integration) in Planhat, and you will see a confirmation that the consent has been granted. Next, click "Add to Teams catalog" to install the Planhat application in Microsoft Teams
As is stated in the app, here you (as a Microsoft Teams admin) add the Planhat app to your organization's Teams catalog. After this completes, admins and users can add the Planhat bot to specific channels/chats, from inside Microsoft Teams - we talk about this later in this article
Accept any requested permissions. You will see a confirmation that this app has been added (as shown in the example screenshot below). You can now close this modal
Stage 4: Planhat app in Microsoft Teams
Who? All users who would like to use the Microsoft Teams integration
Where? In Microsoft Teams
What? Open the Planhat app in Microsoft Teams for 1:1 communication; select any relevant public channels for posting from Custom Automations
Now an admin has made the connection between your Planhat tenant and your organization's Microsoft Teams, each individual user who wants to use this functionality needs to enable/configure the connection for themselves.
In Microsoft Teams (see screenshot below), click "+" ("Apps"), and find Planhat within "Built for your organisation". Click "Add" to add it
Select any Microsoft Teams channels that you would like this integration to be able to post to via Custom Automations. This adds the Planhat "bot" to that Microsoft Teams channel
Open up the Planhat app in Microsoft Teams - your own personal user connection to it - as shown in the example below. This is important so that you can then send personal notifications here, as described in the next steps
Click the image to view it enlarged
Stage 5: configure personal notifications
Who? General users
Where? In Planhat
What? Configure your personal Planhat notifications to be sent to Microsoft Teams
If you would like to use Microsoft Teams for your own personal Planhat notifications (i.e. your Planhat notifications will be posted to your Microsoft Teams, as well as in Planhat and any other methods you select), then you need to configure this within Planhat.
Back in Planhat, click on your name in the top right, and select "Profile" to open up your User Profile
Click into the "Notifications" tab, and enable "Microsoft Teams notifications"
Click the image to view it enlarged
If you've opened up the Planhat app in Microsoft Teams (as we discussed earlier in this article), then you should see the option "Select Teams conversation for personal notifications - Send to me - Test" (as shown in the screenshot above). Click the "Test" button, and you should see a demo notification message come through to you in Microsoft Teams, confirming it's working correctly
Any notifications you have set up in the Notifications tab (examples shown below) will then be sent through to your Microsoft Teams
📚 Further reading
You can refer to our main notifications article for more general information on notifications, such as configuring different rules.
Stage 6: configure Custom Automations with Microsoft Teams steps (if desired)
Who? Planhat users who have access (permissions) to configure Custom Automations in the App Center (e.g. Planhat admins)
Where? In Planhat
What? Optionally, configure Custom Automations involving a "Send Microsoft Teams message" step
In addition to having your personal notifications sent to Microsoft Teams, you can also set up Custom Automations (in the App Center) with a "Send Microsoft Teams message" step type, like in the example shown below.
In "Channel", select which Microsoft Teams channel you would like the Automation to post your message to.
Here you can choose from:
"Send to me" to send notifications to yourself
Any public channel that you have specified in Microsoft Teams, for team notifications
Private channels or chats cannot be used for this functionality; this is a limitation of Microsoft's endpoints.
You configure the message text that's sent to Microsoft Teams in this step. You can include dynamic references (replacement codes), such as referring to the Company (Account) Owner. You can format text in a similar way as we describe for Slack here.
Once you have finished configuring your Custom Automation, you can use your Automation to send messages to Microsoft Teams.
📚 Further reading
You can refer to our main Custom Automations article for general information on setting up Custom Automations.