Receive Smartsheet alerts (alerts, @mentions, update requests, approval requests and reminders) in Microsoft Teams direct messages by connecting Smartsheet with Microsoft Teams.
Smartsheet for Microsoft Teams is compatible with both the browser and desktop versions of the Microsoft Teams application.
Before You Begin
Set Up an Alert or Request Workflow
In order to receive alerts and requests, you need to first create a workflow on a sheet.
More on configuring an automated workflow: Save Time and Work Faster With Automated Workflows
Install the Smartsheet Bot
To receive Smartsheet alerts and requests as direct messages or in a Teams channel, you’ll need to authenticate the Smartsheet bot with Teams.
Get started by typing “Smartsheet” in the search bar at the top of the Teams window and selecting the Smartsheet app.
More on installing the Smartsheet bot: Integrate Smartsheet with Microsoft Teams
How Alerts and Requests Appear in Microsoft Teams
Alerts will provide different information based on whether one or multiple rows have been added or updated.
You can only receive approval and update requests as direct messages. (They can’t be sent to a channel in Microsoft Teams.)
Single Row
Alerts and requests that you receive based on a single row include the following:
- The kind of change, if any, (new row, updated row) in code block text.
- The Primary column
- Data from up to four cells, starting from the leftmost cell on the row
- Symbols and images in the grid will be displayed as text values (an image filename will be displayed instead of the image)
You can click on the sheet name to be taken to the specific row in Smartsheet.
Multiple Rows
Alerts and requests that you receive based on a single row include the following:
- Notifications only: the kind of change (new rows, updated rows)
- Number of rows involved in the alert or request
You can click on the sheet name to be taken to the sheet in Smartsheet.
Approval and Update Requests
For Approval Requests and Update Requests from Smartsheet, you’ll see an option to open a Smartsheet form to complete the request.
You can only receive approval and update requests as direct messages. (They can’t be sent to a channel in Microsoft Teams.)
Unsubscribe from Specific Alerts or Requests
To change what specific alerts you would like to receive on Microsoft Teams and other messaging apps, you can configure this in your Smartsheet account.
- In Smartsheet, click on your Profile image > Personal Settings.
- On the right of the Personal Settings window, select Notifications.
- Uncheck the boxes under Messaging Apps for each type of alert you want to stop receiving.
This will unsubscribe you from receiving alerts in all messaging apps. If you solely want to stop receiving alerts in Microsoft Teams, but want to receive alerts in a different messaging app, see Method 2: From Smartsheet in the section below.
Completely Uninstall the Smartsheet Bot Integration
To remove the Microsoft Teams (Direct Message) integration from your Smartsheet account and to stop receiving future alerts and actions messages in Microsoft Teams, do either of the following:
Method 1: From Microsoft Teams (desktop or mobile)
- Type “unregister” in a direct message to the Smartsheet bot.
- The bot will confirm that you’ve successfully unregistered and will no longer send direct messages to you.
Method 2: From Smartsheet
- Click Account (your Profile image) in the upper-right corner of the Smartsheet window.
- Select Apps & Integrations.
A window appears with a list of all integrations that are connected to your Smartsheet account.
- Locate the Microsoft Teams (Direct Messages) integration listing in the apps list and click Revoke.
After revoking access with one of the above methods, you’ll no longer receive notifications in Microsoft Teams.