Example Workflows You Can Create in Microsoft Teams

Microsoft Teams is a versatile platform that allows you to automate various tasks and processes through workflows. By leveraging workflows, you can streamline your workday, improve productivity, and ensure that important tasks are completed efficiently. Here are some example workflows you can create in Microsoft Teams to enhance your team's collaboration and productivity.

Create a Planner Task from a Message

Workflow Description: Automatically create a Planner task when a message contains a specific keyword, such as "TODO".

Steps:

1. Select a Message: On any message in Teams, select the ellipses (...) in the menu.
2. Create New Action: Select "More actions" > "Create new action".
3. Choose a Template: Select a template that uses the "Create a Planner task from a message" under All Templates as the manual trigger.

    

4. Set Up the Workflow: Follow the prompts to set up the connections and parameters required by the template.

Benefits: This workflow helps you stay on top of tasks mentioned in messages, ensuring that nothing falls through the cracks.

Forward Emails to a Channel

Workflow Description: Automatically forward emails sent to a specified address to a Teams channel.

Steps:

1. Open Teams: Sign in to Microsoft Teams.
2. Access the Workflows App: On the left pane, select "Apps" and then choose "Workflows".
3. Browse Templates: Select a template that forwards emails to a channel. Please note: You can all click on “See all Teams Templates” to see more available templates.

    

4. Set Up the Workflow: Follow the prompts to set up the connections and parameters required by the template.

Benefits: This workflow ensures that important emails are visible to your team, regardless of where they are received.

Schedule a Message

Workflow Description: Schedule a message to be sent to a Teams channel at a specific time.

Steps:

1. Open Teams: Sign in to Microsoft Teams.
2. Access the Workflows App: On the left pane, select "Apps" and then choose "Workflows".
3. Browse Templates: Select a template that schedules messages.

    

4. Set Up the Workflow: Follow the prompts to set up the connections and parameters required by the template.

Benefits: This workflow allows you to plan and schedule messages in advance, ensuring timely communication with your team.

Notify a Channel When a SharePoint List is Modified

Workflow Description: Automatically post a notification to a Teams channel when a SharePoint list is modified.

Steps:

1. Open Teams: Sign in to Microsoft Teams.
2. Access the Workflows App: On the left pane, select "Apps" and then choose "Workflows".
3. Browse Templates: Select a template that triggers notifications based on SharePoint list modifications.
4. Set Up the Workflow: Follow the prompts to set up the connections and parameters required by the template.

Benefits: This workflow keeps your team informed about changes to important documents and lists, ensuring everyone is up to date.

Start an Approval Process When a Document is Uploaded

Workflow Description: Automatically start an approval process when a document is uploaded to a specific folder in OneDrive or SharePoint.

Steps:

1. Open Teams: Sign in to Microsoft Teams.
2. Access the Workflows App: On the left pane, select "Apps" and then choose "Workflows".
3. Browse Templates: Select a template that initiates approval processes based on document uploads.
4. Set Up the Workflow: Follow the prompts to set up the connections and parameters required by the template.

Benefits: This workflow streamlines the approval process, ensuring that documents are reviewed and approved promptly.

Conclusion

Workflows in Microsoft Teams are a powerful way to automate repetitive tasks and streamline your workday. By setting up workflows like creating Planner tasks from messages, forwarding emails to channels, scheduling messages, notifying channels of SharePoint list modifications, and starting approval processes for document uploads, you can enhance productivity and collaboration within your team.

Start exploring these example workflows in Microsoft Teams today and take your productivity to the next level!