Post Teams notifications when a document is approved or published

Before you start

Your Microsoft tenant must already be connected to your account — this settings page shows a Microsoft connection card with a Service principal object id once it is. You'll need that id when you build the flow.

Building the flow uses two standard Microsoft Teams connectors — the webhook trigger and the "Post card in a chat or channel" action — both included with the Power Automate capability that ships in Microsoft 365. No Power Automate Premium or per-flow licence is needed.

Build the Power Automate flow

1. 1

   In Microsoft Teams, open the Workflows app and search for the "Send webhook alerts from specific people to a channel" template (or start from make.powerautomate.com → Templates)

   This template's trigger is pre-set to "Specific users in my tenant", matching step 3 below.

2. 2

   Choose the Team and Channel the notification will post to, then select Save

   Pick a standard or shared channel — Microsoft doesn't support posting to a private channel this way.

3. 3

   Open the flow and confirm Who can trigger the flow? is set to Specific users in my tenant on the When a Teams webhook request is received trigger

   Add The Site Book's service principal object id (shown on this settings page) as the allowed caller, then save the trigger. Leaving this list empty means Microsoft treats it as anyone in your tenant being allowed — not nobody — so don't skip it expecting an empty list to be safe. Send test notification (below) catches the failure direction: a 401/403 result means Power Automate didn't accept The Site Book, so double-check the id is still listed (an edit can occasionally fail to stick). Accepted only shows The Site Book is allowed to call the flow — that's also true if the allowed-users list is empty or set to Any user in my tenant, so re-open the trigger afterwards and confirm the id is actually listed.

4. 4

   Confirm the flow's Post card in a chat or channel action

   The template wires this up already — Flow bot, your chosen Team and Channel. Leave it as the template created it.

5. 5

   Save the flow, then copy its webhook URL from the trigger

Connect the flow in The Site Book

1. 1

   Open Settings → Integrations → Microsoft 365

   Account owners and admins only.

2. 2

   Paste the flow's webhook URL into Flow webhook URL and select Save flow URL

   If the URL contains a `sig=` shared-access signature — in any letter case, so `sig=`, `Sig=` and `SIG=` all count — an acknowledgement checkbox appears as soon as you paste it. Tick it to save; The Site Book will not save a shared-access URL silently.

3. 3

   Select Send test notification

   Confirms The Site Book can reach your flow. The result says exactly what happened — Accepted, Posted, or a specific failure reason. Check your Teams channel for the test card too.

4. 4

   Choose which events notify

   Notify on approval requested and Notify on published to SharePoint are on by default. Turning either off also stops a notification of that type already waiting to send — The Site Book re-checks the toggle immediately before it would post, and cancels it there instead, whether it's still queued or was paused and later resumed. You don't need to clear a backlog by hand after switching a toggle off.

What the notification card contains

An approval-requested card shows the project, the document and its version, and the assigned approver's name, with a link back to The Site Book to review it.

A published card shows the same project/document/version, whether it's the approved original or a signed copy, and links to both The Site Book and the SharePoint file.

Every card carries a delivery id in its footer — quote it if you need The Site Book support to look up a specific notification.

Pause, resume and disconnect

Turn Channel enabled off to stop new notifications immediately — nothing already queued is sent while it's off.

SharePoint's Pause publishing does NOT stop Teams notifications. It's the last tick-box on the SharePoint card of the same settings page, and it only holds SharePoint uploads: approval-request cards keep posting while it's on, and a document held by it posts its 'Published to SharePoint' card when it actually publishes after you untick it. Channel enabled (in this Teams notifications section, below Delivery history) is the only switch that stops Teams cards.

Turning Channel enabled back on immediately resumes whatever this channel paused for being off — no extra step needed for those. Saving a flow URL always switches the channel back on too, even if you hadn't re-checked the box yourself — there's no way to save a replacement URL while keeping the channel paused, so pasting one in starts notifications flowing again at once.

Resume paused re-queues every OTHER paused notification (for example one paused because your plan was the problem) on the current flow configuration in one action; it does not resend anything that already succeeded.

If The Site Book support needs to disable your Microsoft connection (separate from rebinding it to a different tenant — see below), your flow URL and channel settings are left exactly as they are. Notifications that were already waiting to send pause with that reason, and resume automatically when support re-enables the connection — you don't need to press Resume paused yourself for them. An approval request raised while the connection is disabled isn't queued at all, so no 'Approval requested' card is posted for it afterwards. A document approved during that time with Publish automatically after approval on is kept as Paused in SharePoint's Delivery history and publishes once support re-enables the connection — its 'Published to SharePoint' card is posted then (as long as Channel enabled and Notify on published to SharePoint are still on).

Replacing the flow URL — after a flow rebuild, for example — cancels notifications still queued or paused under the old configuration rather than sending them somewhere no longer valid, and (per the point above) switches the channel back on.

Disconnecting keeps your delivery history; it does not withdraw a message already posted in Teams.

If The Site Book support ever rebinds your account to a different Microsoft tenant, your saved Teams flow is removed rather than just switched off — it belonged to the old tenant, and there's no safe way to leave it sitting there ready to be re-enabled. Any notification still queued or paused at that moment is cancelled; your delivery history is kept. You'll need to build a new flow in the new tenant (see Build the Power Automate flow above) and paste its URL in again.

If a row says it's waiting on The Site Book's Microsoft 365 set-up, that's on our side — it retries automatically and there's nothing you need to click.