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Connect Microsoft Teams

Post project updates to a Microsoft Teams channel as tidy cards, using the Workflows app in Teams.

Who this is for: Project admins: the people who can change a project’s settings. You can also send this page to whoever looks after your company’s chat or IT tools. They don’t need a Taskshire account to read it.

What you get

  • Updates in a Teams channel as work moves: new tasks, sign-off requests, finished work and more. You choose which.
  • Each update is a tidy card with a button that opens the task in Taskshire.
  • An optional morning summary of what’s overdue, due today and waiting for sign-off.
  • If you like, your Taskshire board as a tab in the channel.

To approve work, select Review in Taskshire on the card and approve there. Approving inside Teams isn’t available.

Why we use Workflows

Microsoft has retired the old Incoming Webhook connector that other tools used to post into Teams. Teams now receives messages from other tools through the Workflows app (part of Power Automate). That’s why the steps below use Workflows.

If you connected Teams to Taskshire a while ago with a link containing webhook.office.com, it may stop working. Replace it with a Workflows link: follow the steps below, connect the new link, then disconnect the old one.

Who can set it up

  • In Taskshire: a project admin.
  • In Teams: a member of the team who can use the Workflows app. Some companies turn Workflows off. See Troubleshooting.

Important

A workflow runs as the person who created it. If they leave your company, or their account is turned off, the workflow stops and nothing more is posted. If you can, create it while signed in as a shared or service account that your IT team looks after.

A webhook link is a private web address that lets Taskshire post into one channel. Treat it like a password.

  1. In Teams, go to the channel you want updates in.
  2. Next to the channel name, select ••• (More options), then Workflows.
  3. Choose the template Send webhook alerts to a channel. If you can’t see it, search for “webhook”. A similar template is called Post to a channel when a webhook request is received.
  4. Name it “Taskshire”, then select Next.
  5. Check the team and channel are right, then select Add workflow.
  6. Teams shows you a link. Copy it. It usually contains logic.azure.com or powerplatform.com.
  7. Select Done.

Lost the link? Open the Workflows app in Teams, open your “Taskshire” workflow and edit it. The link is in its first step.

Connect it in Taskshire

  1. Open your project, then select Tools → Integrations.
  2. On the Microsoft Teams card, select Connect.
  3. Paste the link into Webhook link. Give it a Channel name you’ll recognise, such as “Marketing team”.
  4. Choose what to post. The recommended choices are ticked for you.
  5. Leave Send a hello message so we can check it works ticked, then select Connect Microsoft Teams.
  6. Look in the channel for the “Taskshire is connected” card.

Cards show as posted by the person who created the workflow, “via Workflows”. That’s normal.

Choose what to post

Under Post a message when…, tick what the channel should hear about. The recommended choices are ticked for you: New tasks, Work needs sign-off, Changes are requested, Work is done or published, Publishing fails and Tasks become overdue.

To change them later, select Edit on the channel. The integrations overview explains every choice, plus boards and the morning summary.

Teams doesn’t support threads for workflow messages, so each update is a new card.

Add your board as a tab (optional)

A tab gives everyone in the channel one-click access to your Taskshire board.

  1. In Taskshire, open the board and copy its address from your browser’s address bar.
  2. In Teams, go to the channel and select + (Add a tab) at the top.
  3. Choose Website.
  4. Name the tab, for example “Taskshire board”. Paste the board’s address and select Save.

People still need their own Taskshire account, and they sign in as usual. If Teams can’t show the board inside the tab, open it in your browser instead.

Troubleshooting

Nothing arrived

  • Under Connected channels, check the channel says On, then select Send test.
  • Select Recent messages to see whether the message was Delivered or Failed, and why.
  • If Taskshire says Delivered but nothing shows in Teams, open the Workflows app and find your “Taskshire” workflow. Check it’s turned on, and look at its run history for errors.
  • If the person who created the workflow has left, recreate it (ideally from a shared account), connect the new link and disconnect the old one.

It says “Stopped”

Teams told Taskshire the link doesn’t work any more, or 10 messages in a row failed. Usually the workflow was deleted or turned off, or the account that created it was disabled.

  1. Create a new workflow (see Get a link from Teams).
  2. Connect the new link in Taskshire.
  3. Disconnect the old channel.

I can’t find Workflows, or it’s blocked

A Teams admin may have blocked the Workflows app, or Power Automate, for your organisation. Ask your IT team to allow the Workflows app in the Teams admin centre. You can send them this page.

I want to change the channel

Each workflow posts to one channel. Create a new workflow for the new channel, connect its link, and Disconnect the old one in Taskshire. Then delete the old workflow in Teams.

The link you pasted isn’t a Teams workflow link. Copy the link again from step 6 of Get a link from Teams.

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