Use Workflows in Microsoft Teams to automate what happens after someone submits a SharePoint form. Send a Teams message, create a Planner task, start an approval, or send an email using information from the form response.
Workflows from a form
SharePoint forms are created from SharePoint lists. Each column in the list becomes a question in the form. Then, each form submission is saved as a new row in the list. Use the responses to trigger a workflow and pass the submitted information into subsequent actions.
The workflow can use answers from the form, such as the request title, description, or link, as dynamic content in these actions.
Create a workflow from a form
To start a workflow from a SharePoint form:
Create a SharePoint list and form.
Select Workflows on the left side of Teams.
- Don't see Workflows? Select View more apps ... on the left side of Teams to search and select Workflows.
Select Build from scratch.
In Starts when, select Choose what starts this.
Select SharePoint > A form is submitted.
Select a SharePoint site, list, and form.
- If you don't see your site in the list, select Enter a site URL and paste the site's URL.
Select Then do this to add an action to the workflow.
Select Save.
Note
A workflow may not trigger properly if there is conditional logic set up in the SharePoint form or if a field allows multiple values, such as Choice and People.*
Workflow actions
After you select a trigger, choose an option from the Then do this > Teams menu to define what happens when the workflow runs.
Actions can send notifications, create tasks, start approvals, update SharePoint content, or perform other automated steps using information from the form submission.
Use Teams actions to notify people, share information, or manage team and channel membership.
| Action | Use it to |
|---|---|
| Send a message in a chat or channel | Post a message to a designated chat or channel when a form is submitted. |
| Send a chat message to people | Send a direct chat message to one or more individuals. |
| Get notified privately | Send a personal notification to yourself. |
| Post a card to a chat or channel | Post a rich card with formatted information and action buttons. |
| Notify a person privately | Send a private notification to a specific person. |
| Add a member to a channel | Add someone to a channel when certain criteria are met. |
| Join a member to a channel | Add someone to a channel based on workflow data. |
| Remove a direct member from a channel | Remove someone from a channel. |
| Add a member to a team tag | Add someone to an existing team tag. |
| Add a member to a team | Add someone to a team. |
| Remove a member from a team | Remove someone from a team. |
| Remove a member from a team tag | Remove someone from a team tag. |
| Prompt an agent in a conversation | Send information to an agent within a conversation. |
| Prompt an agent to reply in a thread | Ask an agent to respond in a specific conversation thread. |
Many actions support dynamic content, which allows you to insert responses from the submitted form directly into messages, tasks, approvals, and other workflow actions. Select the lightning bolt button to see your options.