Microsoft Teams

Microsoft Teams is a collaboration platform developed by Microsoft that combines chat, video meetings, file storage, and app integration into a single shared infrastructure. It is widely used by businesses and organizations to streamline communication, enhance teamwork, and manage projects across distributed teams.

Microsoft Teams allows you to receive real-time notifications about file activity for potential follow-up actions by integrating with incoming webhooks. For more details on setting up Microsoft 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, a message is sent to Microsoft Teams with the details. 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. The Adaptive Card includes a readable summary of the relevant file activity, like "Downloaded /Folder/example.pdf ", along with the associated user's name and the file's size.

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 send messages to your Teams channels within seconds of the folder activity completing. Once the activity has happened, your site does not add any delay before sending the messages.

Microsoft Teams Configuration

The Workflows app in Microsoft Teams enables you to create automated workflows that can receive HTTP requests through a webhook URL. When the webhook triggers, the workflow can post a message, formatted as an Adaptive Card to your Teams channel. Adaptive Cards in Microsoft Teams are platform-agnostic UI snippets, written in JSON, that allow developers to embed interactive, actionable content directly into chats, channels, or bots.

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 URL for your Teams workflow.

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. Activity in a mounted folder within your folder will not generate messages if it occurs outside of the Files.com platform.

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.

There is no waiting period after enabling the new notification in your Files.com site; any matching activity will immediately generate messages.

Microsoft Teams Rate Limits

If more than 4 messages are sent to the Microsoft Teams Workflow in a second, the client connection is throttled until the window refreshes for the duration of the fixed rate.

A Microsoft Teams Notification tied to a folder with extreme activity might exceed the rate limiting threshold. Files.com cannot send "digest" messages to combine multiple operations in a single message, so operating on many files at once will generate many messages quickly.

If your Microsoft Teams notification is being throttled repeatedly, that's a signal worth paying attention to. Teams enforces a limit of 4 requests per second, and if you're consistently hitting it, your Teams channel becomes noise rather than signal. Consider whether the notification settings need to be more restricted in what they will match, and whether the messages are truly actionable.

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, your Teams configuration is correct, and the problem lies with your Microsoft Teams Notification in Files.com.

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 as 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.