The action Teams

Purpose

Sends a text notification to a Microsoft Teams channel using an Incoming Webhook. Use it to notify teams about processed files, errors, text summarization or links to results produced earlier in the scenario.

Where to add

Place this action after any processing step that should trigger a Teams alert (Convert to PDF, Save File, Summarize with AI, Print Document, etc.).

Main fields and how to configure

• Webhook Url
  Paste the Incoming Webhook URL generated by Microsoft Teams (see “How to create a Teams webhook” below).
• Message
  Enter the notification text that will be posted to the channel.
  Use the Fields button to insert dynamic values (filename, date, ...). Example: "File %FILENAME_FULL% processed on %DATE_FULLLONG% - saved to %FILENAME_FULL%.
• Send a test message
  Click to post a test message to the configured webhook. Use it to confirm the webhook and message formatting before running the scenario.

Notes about attachments and files

• Incoming Webhooks for Teams cannot upload files. This action posts text messages only.
• If you need to send files automatically as attachments, use Slack or Telegram actions (they support file uploads).

How to create an Incoming Webhook in Teams (step‑by‑step)

1. Open Microsoft Teams and locate the team and channel where you want notifications.
2. Click the channel’s ellipsis menu (… ) and select Connectors (or Manage channel → Connectors).
3. In the Connectors dialog, find “Incoming Webhook” and click Configure (or Add).
4. Give the webhook a name (for example “Automation Alerts”).
5. Click Create. Teams will generate a Webhook URL. Click Copy to copy it to the clipboard.
6. Paste that URL into the action’s Webhook Url field and save the action.
7. Use Send a test message to verify the setup.

Behavior notes and best practices

• Keep messages short and actionable: include what happened, where the file is, and a link or next step.  
• Use fields for dynamic content so messages are informative and easy to sort.  
• If you need file access from the message, include a URL to the saved file location (network share link, FTP URL, or link to cloud storage) since the webhook can’t attach the file.  

Security, privacy and compliance

1. The webhook URL is a secret because it allows anyone with the URL to post to your Teams channel. Do not store it in public repositories or share it in unprotected channels.  
2. Messages are sent to Microsoft services, ensure this complies with your organization’s data policies before sending sensitive content. If needed, sanitize or omit confidential data from messages.

Troubleshooting

• No message arrives: verify the webhook URL is correct, that the channel still exists, and that the connector hasn’t been removed. Use the Send a test message button to debug.  
• Permission or connector removed: if the Incoming Webhook connector was removed from the channel, recreate it in Teams and update the action with the new URL.  
• Network/connectivity issues: ensure the machine running the scenario can reach the webhook endpoint (https outbound allowed). Proxies/firewalls can block the POST.  
• Large messages truncated: keep messages concise; Teams may truncate very long texts. If you need to send long content, save it to a file and include a link in the Teams message.

Examples

- Simple status: "Document %FILENAME_FULL% processed successfully at %DATE_FULLLONG%."  

- With link: "Invoice %FILENAME_FULL% processed. PDF saved to \\fileserver\invoices\%FILENAME_FULL%"  

- Error alert: "Error processing %FILENAME_FULL%: Please review."

To summarize, create a Teams Incoming Webhook, paste its URL into Webhook Url, compose your Message (use Fields for dynamic content), test with Send a test message, and the action will post notifications to the chosen Teams channel. Remember: files cannot be uploaded through Teams webhooks — use Slack/Telegram file actions or include links to stored files.