Microsoft Teams notification channel

Microsoft Teams is a notification channel in Document360 that delivers Knowledge base portal, site, and widget notifications directly to a Teams channel of your choice. Instead of checking Document360 manually, your team receives instant alerts whenever articles are published, updated, or changed — keeping everyone aligned without switching tools. You configure the channel once using a Power Automate Workflow webhook URL, then control exactly which events trigger notifications through the Notification mapping settings.

When to use the Microsoft Teams notification channel

Use this integration when your team relies on Microsoft Teams as their primary communication hub and needs to stay informed about knowledge base activity without logging into Document360. Common scenarios include:

• Team-wide announcements — Broadcast knowledge base changes to the whole team through a dedicated documentation channel whenever an article is published or updated.
• Multiple audiences — Route different notification types to separate Teams channels for different teams using Notification mapping.

Before you begin

• You have Owner or Admin access to the Document360 Knowledge base portal.
• You have access to the Microsoft Teams workspace where the target channel exists or can be created.
• You have access to Power Automate (included with most Microsoft 365 plans) to create a workflow.

How to set up the Microsoft Teams notification channel

Setting up Microsoft Teams notifications involves three steps: creating the Teams channel, generating a webhook URL via Power Automate Workflows, and configuring the channel in Document360.

Step 1: Create a channel in Microsoft Teams

1. Open Microsoft Teams.
2. Go to Teams (), then select the More (⋯) icon next to the team where you want to add the channel.
3. Click Add channel.
4. Enter the channel name and click Add.

For more information, see Create a standard, private, or shared channel in Microsoft Teams.

Step 2: Obtain the webhook URL via Power Automate Workflows

1. In the newly created channel, click the More (⋯) icon and select Workflows.
2. In the Workflows panel, search for and select the template Post to a channel when a webhook request is received.
3. In the search bar, type Incoming webhook and click Add.
4. Enter a name for your workflow, verify the connection account shown, and click Next.
5. Select the Team and Channel where notifications should be posted, then click Create.
6. Once the workflow is created, a unique webhook URL is generated.
7. Click Copy to save the webhook URL to your clipboard.
8. Click Done.

For more information, see Create incoming webhooks with Workflows for Microsoft Teams – Microsoft Learn.

Step 3: Configure the notification channel in Document360

1. Navigate to Settings () > Knowledge base portal in the left navigation bar of the Knowledge base portal.
2. In the left navigation pane, go to Notifications.
   The Notification channels tab opens by default.
3. Click New channel.

4. In the Available channels panel, select Microsoft Teams and click Next.
   The Channel configuration panel appears.
5. Select Microsoft Teams and click Next.
6. Enter a name for this channel in the Friendly name field.
7. In the Webhook URL field, paste the webhook URL copied from the Power Automate Workflow.
8. Click Save.

Your Microsoft Teams notification channel is now active. Go to the Notification mapping tab to control which events send notifications to this channel.

Migrating from Incoming Webhook to Power Automate Workflows

If you previously set up Microsoft Teams notifications in Document360 using the Incoming Webhook connector, you must migrate to Power Automate Workflows to ensure notifications continue to be delivered.

Step 1: Create a new Power Automate Workflow in Microsoft Teams

1. In Microsoft Teams, navigate to the channel that was previously receiving Document360 notifications.
2. Click the More options (⋯) icon next to the channel name.
3. Select Workflows.
4. In the Workflows panel, search for and select the template Post to a channel when a webhook request is received.
5. Enter a name for your workflow, verify the connection account shown, and click Next.
6. Confirm the Team and Channel, then click Create.
7. Once the workflow is created, a unique webhook URL is generated.
8. Click Copy to save the new webhook URL to your clipboard.
9. Click Done.

Step 2: Update the webhook URL in Document360

1. Navigate to Settings > Knowledge base portal > Notifications in the left navigation bar of the Knowledge base portal.
   The Notification channels tab opens by default.
2. Locate your existing Microsoft Teams notification channel and click the Edit () icon.
3. In the Webhook URL field, replace the old Incoming Webhook URL with the new Power Automate Workflow URL you copied.
4. Click Save.

Your existing notification mappings remain intact. Notifications will now be delivered through the new Power Automate Workflow.

Best practices

• Use a dedicated channel for Document360 notifications — Avoid posting notifications to a general chat channel. A dedicated channel keeps documentation updates visible and reduces noise.
• Name your webhook workflows clearly — When creating workflows in Power Automate, use descriptive names (for example, "Document360 – Prod KB Notifications") so they are easy to identify and manage later.
• Test before going live — After configuration, trigger a test event in Document360 to confirm notifications arrive correctly in Teams before announcing the channel to your team.
• Monitor workflow status in Power Automate — Periodically verify that your Power Automate Workflow is active, since disabled or expired workflows silently stop delivering notifications.

FAQ