Files.com sends notifications about file activity to a Microsoft Teams channel through an incoming webhook. For background on Teams webhooks, see Microsoft's documentation on Teams connectors and webhooks.

How Microsoft Teams Notifications Work

Sending messages to Microsoft Teams from Files.com requires an incoming webhook URL associated with a Teams Workflow, which is configured in Microsoft Teams.

When you create the Microsoft Teams notification in your Files.com site, you provide the URL of the webhook for the Teams Workflow that receives the messages about file activity.

When matching file activity happens in your folder, Files.com sends either a message for each operation or a subfolder summary, according to your notification's delivery settings. The settings on the Teams Workflow determine where and how the message is displayed.

What is Included in Microsoft Teams Notifications From Files.com

Files.com sends a Microsoft Teams message containing an Adaptive Card, in JSON format. With immediate delivery, the Adaptive Card describes the individual operation, like "Downloaded /Folder/example.pdf ", along with the associated user's name and the file's size.

Creation messages identify the resulting file or folder path, including files produced by TransformScript, document or image conversion, ad hoc GPG encryption or decryption, and ZIP extraction. Copy and move messages include both the original and resulting paths. Moving a file or folder to a new name within the same parent folder appears as a rename.

Messages about a folder rather than a file will not include the file size because folders do not have a file size. Operations performed using a site-wide API key are not associated with a user, so no username is included for those actions.

Timing of Microsoft Teams Messages from Files.com

Microsoft Teams Notifications default to immediate delivery, sending a separate message within seconds of Files.com recording each matching operation. You can instead choose Subfolder Summaries to combine matching file operations after a period of inactivity. For changes made directly on remote storage, notification timing follows detection by a Remote Metadata Index scan.

Subfolder Summaries

When a vendor or client uploads many files at once, a separate message for every operation can make the channel difficult to follow. Set Message delivery to Subfolder summary to receive counts grouped by the watched folder's first-level subfolders. A message such as Uploads/ACME: 10 uploaded, 2 deleted includes activity in deeper folders such as Uploads/ACME/Photo ID. Files directly in Uploads contribute to a separate summary named Uploads.

The notification's folder scope and selected actions determine which file operations contribute. Folder operations are excluded. Counts represent operations rather than distinct files, so repeated operations on one file can contribute more than once. Uploads and updates both count as uploaded. Summaries do not list filenames.

Send after inactivity accepts 15–300 seconds and defaults to 60 seconds. Each subfolder's summary sends after that period without new matching file activity; new matching activity restarts its inactivity period. A shorter period alerts the team sooner but can split an upload into more messages. A longer period groups activity across longer pauses and delays the alert. Continuous activity is summarized after a maximum of 10 minutes of collection, with later activity starting another summary.

For an Inbox that separates submissions into subfolders, this keeps each submission folder's activity together in the channel. The inactivity period does not confirm that a submission is complete: a pause during uploading, activity beyond the 10-minute cap, or later uploads can produce additional summaries for the same submission.

Microsoft Teams Configuration

The Workflows app in Microsoft Teams lets you create automated workflows that can receive HTTP requests through a webhook URL. When the webhook triggers, the workflow posts a message to your Teams channel, formatted as an Adaptive Card. Adaptive Cards are JSON-based UI snippets that render interactive content in Teams chats and channels.

Open the Workflows app and create a new flow. Use the template for "Post to a channel when a webhook request is received." Add a name for your flow, then choose the Team and Channel where you want messages to be posted. You must be a member or owner of the channel to add a workflow to it.

Once the workflow is created, copy the generated URL for setting up your Microsoft Teams Notification in Files.com. Keep this URL secure; anyone with this link can post messages to your channel.

Required Permissions for Microsoft Teams Workflows

Some organizations restrict the use of Power Automate/Workflows. You may need to ask your IT department to allow the "Workflows" app.

Teams Workflow Owners and Co-Owners

Workflows are linked only to specific Teams users (referred to as owners of the workflow) and not to a Teams team or channel. Workflows can become orphan flows in the absence of an owner if no co-owners are assigned. To maintain continuity in the business process automated by the flow, admins can add one or more co-owners and grant them full control over the workflow.

Creating a Microsoft Teams Notification

Before you begin, configure a Microsoft Teams webhook URL for the channel where you want notifications to be sent.

Only users with administrator-level access to your site, Workspace or the folder can configure Microsoft Teams notifications for a folder.

Add the new Microsoft Teams notification in your Files.com site, supplying the complete URL generated by your Teams workflow. The URL must meet the webhook URL requirements below.

You must choose which folder's activity will generate messages for the Teams Notification.

Activity in the folder and its subfolders is included by default; you can change this to only generate messages for actions occurring directly in the selected folder. On a Remote Server Mount, remote creations and deletions also generate matching notifications when Remote Metadata Index detects them in scans after its initial baseline.

By default, notifications are for any file or folder action (create, read, update, delete, move, or copy) within the configured folder. You can limit which actions generate notifications.

Choose Immediately or Subfolder summary in Message delivery. Immediate delivery is the default; summary mode also uses the Send after inactivity setting described above. Changing delivery settings, selected actions, or folder scope discards pending summaries.

Webhook URL Requirements

Files.com sends webhook requests from its servers, so the destination must be reachable over the public internet. Use an HTTP or HTTPS URL that resolves to an allowed public IP address and uses port 80, 443, or a port above 1024. Private, loopback, and link-local addresses are not permitted, even if the URL works from your own computer or network.

Files.com validates the destination before saving the configuration. Malformed URLs, disallowed ports or addresses, and hostnames that cannot resolve prevent saving. These checks apply through the web interface, API, CLI, and SDKs in every Workspace. If an update fails validation, the previously saved configuration remains intact.

URL validation does not send a test HTTP request or require a successful response from the receiver. Files.com checks the destination again when sending each message. If the address no longer meets these rules, Files.com does not send the message to it.

URL validation does not confirm that Microsoft issued the URL or that the Teams workflow will post messages to your channel. Copy the complete URL from your workflow, then perform one of the selected file actions in the configured folder and check for its message in the intended channel.

Microsoft Teams Rate Limits

Teams Workflows apply Microsoft's webhook trigger and connector limits. The webhook trigger's limits depend on the workflow's Power Automate performance profile, and posting the message to Teams has separate connector limits.

A Microsoft Teams Notification tied to a busy folder can reach these limits with immediate delivery. Subfolder Summaries reduce message volume without listing every filename, but Microsoft's limits still apply, including when many subfolders have activity at once. Narrow the selected actions or folder scope when the channel does not need all of that activity.

Common Failure Patterns

When a Microsoft Teams Notification stops sending messages to your Teams channel, there are common things to check.

As of May 18, 2026, Microsoft deprecated legacy Teams webhook URLs. If your URL was configured before then, and stopped working after that date, you must set up your webhook within Microsoft Teams using the Workflows app. Update your Microsoft Teams Notification with the new webhook URL.

Use curl to send a test message directly to the webhook URL. If the message appears, the Teams workflow accepted that request. This helps isolate problems with the workflow, but delivery from Files.com still depends on the notification settings and destination checks.

If the test message did not appear, check for configuration issues:

Check the Team channel. If the channel the workflow posts to was deleted or renamed, notification messages cannot be posted.
Make sure the workflow was not disabled within Microsoft Teams.
Verify that the Teams user who configured the workflow is still a member of the organization.
Ensure that the owner or co-owner of the Workflow has access to the channel.

If the test message appears in your Teams channel, check the settings on your Microsoft Teams Notification and make sure that the correct folder scope (just the folder vs the folder tree) and the list of selected file operations is correct. Check that the History listing for your folder shows activity that should have triggered the notification.