Microsoft Teams Actionable Notifications let you send interactive SmartSuite notifications to Microsoft Teams so recipients can take action directly from the message. Instead of opening the record first, users can review the notification, click an action button, and update the related record from within Teams.

Actionable Notifications are designed for workflows where someone needs to make a decision or update a record quickly, such as approvals, reviews, and status changes. Each notification is tied to a specific SmartSuite record and includes action buttons that update a selected field when clicked.

A Microsoft Teams Actionable Notification can include:

To use Microsoft Teams Actionable Notifications, your workspace must have an active Microsoft 365 integration and the Microsoft Teams app configured in SmartSuite.

Follow the steps below to connect Microsoft Teams to SmartSuite.

Sign in using your organization’s email to connect your Microsoft Office account. Microsoft Teams connection requires an existing O365 link up to exist

💡 This indicates that additional setup (app installation in Teams) is required before the integration can be enabled.

After successful connection:

Click Open Teams Admin Center to proceed with app connection.

In Microsoft Teams Admin Center:

In the Manage apps page:

Once the app is successfully installed:

In Automations, add the Microsoft Teams action called Send an actionable notification. This action sends a Teams message with buttons that update a SmartSuite record when clicked.

Select the single record the notification should reference and update. Supported sources include:

Choose whether to send the notification as a Personal message or a Team message.

Use a personal message to notify one person directly in Teams.

You can define the recipient using either:

Dynamic values can be matched by full name or email. If the value contains multiple entries, SmartSuite uses the first one only. For static selections, the member list is limited to users who have access to the target table and excludes view-only users such as Viewers, Commenters, and Guests.

Use a team message to post the notification to a Teams channel.

You will define:

Both static and dynamic values are supported. If the Team is selected statically, SmartSuite shows only channels that belong to that Team. If the Team is provided dynamically, the Channel must also be provided dynamically.

Team and Channel values are limited to a single result, and if multiple values are returned, SmartSuite uses the first one. Channels are identified by channel name.

Add a Message Title and Message Content for the notification. Both support static text and dynamic values. The title is required, and the message body is also required. The message body supports rich text formatting.

You can include a link in the message so recipients can open the related SmartSuite record directly from Teams. This link supports dynamic values, making it possible to insert the correct record URL for each notification.

Action buttons are based on a selected SmartSuite field. Supported field types are:

You can add up to three buttons. For each button, configure:

Each field choice can only be used once. If you do not enter a custom label, the button label inherits the selected field value. Button color is not supported in Microsoft Teams.

Once sent, the notification appears in the selected Teams channel or personal feed with the configured content and action buttons. Recipients can review the message and click one of the available buttons to trigger a record update in SmartSuite.

After a user clicks a button:

If the action succeeds, the related record is updated. If it fails, the user can see a clear error message in Teams. Examples include permission errors, missing records, and timeout-related failures.

SmartSuite checks whether the person who clicked the button has permission to edit the related record. If they do not, the action fails and returns an error.

SmartSuite tracks the outcome of Actionable Notifications.

Successful actions are captured in the record’s activity history and can include the name of the person who clicked the button along with the automation name. Failed attempts can be added to the record as comments with details about the action and the reason it failed.

A common use case is an approval workflow. For example, SmartSuite can send a Microsoft Teams notification asking someone to review a record. The recipient can click Approve or Reject directly in Teams, and SmartSuite updates the related field on the record based on that selection.

Q. Can I send an Actionable Notification to a person instead of a channel?

A. Yes. You can choose a Personal message and send it to a single recipient.

Q. Can I post an Actionable Notification to a Teams channel?

A. Yes. Choose a Team message, then define the Team and Channel.

Q. Can I use dynamic values for recipients, teams, channels, and message content?

A. Yes. Dynamic values are supported for recipients, team and channel selection, message title, message body, button labels, and record links.

Q. How many action buttons can I add?

A. You can add up to three action buttons to a notification.

Q. What field types can be used for action buttons?

A. Action buttons can be based on Status, Single Select, Multiple Select, and Yes/No fields.

Q. Can a recipient click more than one button?

A. No. Once a button is clicked, the notification is considered executed and cannot be used again.

Q. What happens if the user does not have permission to update the record?

A. The action fails and SmartSuite returns an error instead of updating the record.

Q. Is activity from Actionable Notifications tracked in SmartSuite?

Yes. Successful updates can appear in the record activity history, and failed attempts can be logged on the record with the reason for failure.