Microsoft Teams set-up for IT admins
Before the first Zap goes live: which account posts, which channels it can reach, which Teams actions need the Zapier app, and exactly what leaves QuoteCloud.
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Each Zap posts as the Microsoft account its Teams connection uses, so connect a dedicated account that belongs to the target channels. Channel membership decides who reads the posts. Send Bot Message and approval cards need the Zapier app from the Teams Store; channel messages and chats don't. Only fields you map leave QuoteCloud.
Last reviewed by the QuoteCloud team
Two illustrative team chat panels with sample data. Behind, a channel, Sales › Deal desk, where every Zap post comes from the Sales automations account. In front, a one-on-one chat between that account and Rafael Ortega, telling him a client opened his statement of work.
Sales › Deal deskTessmore Engineering · channel · 9 members
Illustration · sample data-
SA
Sales automationsFri 23 Oct · 9:31 amPosted by a ZapImportant
@Gareth Lyle
TE-Q-2426 is waiting for your approval
- Client
- Quenda Robotics
- Total incl. tax
- $22,253.00
- Prepared by
- Callum Reid
- Rule
- Total over $15,000
Approve or decline it in Workflow Review on your QuoteCloud dashboard.
GLGareth Lyle 9:44 am
Margin holds at the 1,000 break. Approving now. -
SA
Sales automationsFri 23 Oct · 9:47 amPosted by a Zap
TE-Q-2426 approved by Gareth Lyle
- Owner
- Callum Reid
- Next
- Ready to send
CRCallum Reid 9:52 am
Sending it to Marcus and Sofia now.
Illustration with sample data, not Microsoft Teams’ screen.
Chat · Rafael OrtegaOne-on-one with Ashcombe's sales automations account
Illustration · sample data-
SA
Sales automationsThu 22 Oct · 4:12 pmPosted by a Zap
Carla Mendes just opened AP-2417
- Document
- Network & margin review
- Client
- Wexley Distribution Group
- Total incl. tax
- $119,350.00
- Sent
- Today, 3:50 pm
Illustration with sample data, not Microsoft Teams’ screen.
Which account should the Zaps post as?
Every Teams step runs as the Microsoft account connected in Zapier. Choose it on purpose.
A dedicated account (our advice)
An account such as Sales automations with Teams, added to the channels it posts to. Posts don't carry one person's name, and nothing breaks when people move on.
A person's own account
Quick to start, but every post and chat appears to come from that person, and the Zaps stop if their account is disabled.
The Zapier bot
Send Bot Message posts to a public channel from the Zapier bot instead of a person. It needs the Zapier app installed from the Teams Store.
Which Teams actions need the Zapier app from the Teams Store?
From Zapier's own descriptions of each Microsoft Teams event.
Need the Zapier app installed
Send Bot Message, Send Approval Request and Wait (the approval card), Create Channel and Create Private Channel, and the New Channel Message and New Channel Mention triggers.
Don't mention it
Send Channel Message, Send Chat Message, Create Chat and Send Message, Reply to Channel Message and Find Team Member: everything the main recipes on this site use.
Who can see what?
Channels
Channel members see the posts. Put quotes with sensitive totals in a channel whose membership suits them, not a company-wide one.
Chats
Create Chat and Send Message writes a one-on-one chat between the posting account and the person you pick. Nobody else sees it.
Files
A OneDrive sharing link opens for whoever its Link Scope allows. Keep it to your organisation for signed contracts.
What should an admin check before go-live?
Five checks, done once. After that the sales and operations teams can build and change their own Zaps inside the channels you've agreed.
- Zapier is allowed to connect to your Microsoft 365 organisation (your settings may ask an admin to approve it).
- The posting account has Teams and is a member of every target channel.
- The Zapier app is installed from the Teams Store, only if you'll use bot messages, approval cards or channel creation.
- Zaps live in a shared Zapier account or team, so they don't belong to one person.
- Each Zap maps only the fields it needs, and the channels' membership suits them.
What leaves QuoteCloud?
Only mapped fields
A Zap sends Teams only the fields you map from the QuoteCloud event, such as the reference, client and total. The document itself stays in QuoteCloud.
QuoteCloud's own security
QuoteCloud documents are protected with 256-bit encryption and hosted on AWS, and its eSignatures are eIDAS compliant.
Switch it off any time
Turn a Zap off, or remove the QuoteCloud or Microsoft connection in Zapier, and nothing more is posted.
Set it up once, properly
QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and test with your automations account in a test channel.
IT admin questions
Which Microsoft account do the QuoteCloud Zaps post as?
The account connected to Microsoft Teams in Zapier. Every channel post and chat from that Zap appears to come from it, so most organisations connect a dedicated account with Teams, added to the channels it posts to.
Do we need to install anything in Teams?
Not for the main recipes. Send Channel Message and Create Chat and Send Message don't mention it. Send Bot Message, the approval card, Create Channel and the channel-message triggers need the Zapier app installed from the Teams Store.
Can the Zaps post to private channels?
Test it with your setup. Bot messages and approval cards go to public channels. For a private channel, the posting account must be a member, and Send Channel Message lists the channels that account can see.
What data does QuoteCloud send to Teams?
Only the fields each Zap maps, such as the document's reference, client and total. QuoteCloud doesn't send the document itself; a signed PDF reaches Teams only as a OneDrive link if you build that Zap.
More on QuoteCloud and Microsoft Teams
Five use cases with the exact Zapier steps, then how to connect, the IT admin side, the limits and the cost.
- Post quote news to each team's channelSent, first viewed and signed quotes posted to the channel of the team or region that owns them.
- Chat the account owner when a client actsA one-on-one Teams chat to the person who owns the quote when the client opens it or leaves a comment.
- Approval requests for large deals and discountsQuotes over your value or discount limit post an approval request in Teams; approve there or in QuoteCloud.
- Book a kickoff meeting when the quote is signedWhen every signer has signed, Outlook books an online kickoff meeting and the project channel hears.
- File the signed PDF in OneDrive and share it in TeamsThe signed PDF uploaded to OneDrive in the same Zap, with a sharing link posted to the operations channel.
- Connect Microsoft Teams to QuoteCloud, step by stepCheck the plan, connect QuoteCloud and Teams in Zapier, build the first Zap and test it in a quiet channel.
- What QuoteCloud with Microsoft Teams can and can't doWhat the Zaps post, where they stop, Zapier or Make, and what we haven't confirmed yet.
- What the Microsoft Teams connection costsEssentials and up for Zapier; the Teams Zaps create no documents, so they carry no per-document fee.
- FAQAnswers to the questions teams and IT admins ask before connecting QuoteCloud and Microsoft Teams.
Decided once. Posted safely.
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