Integrating WEBCON with Microsoft Teams

Applies to version: 2022 R1 and above; author: Konrad Krawczyk

Related documentation

A detailed description of the functionalities mentioned in this article and their configuration can be found in the following articles:

• Integrating MS Teams with MS Graph – WEBCON COMMUNITY
• OAuth2 Authentication form field – application examples – WEBCON COMMUNITY
• Send chatMessage in a channel – Microsoft Graph beta | Microsoft Learn
• Create event – Microsoft Graph v1.0 | Microsoft Learn

Introduction

In many organizations, Microsoft Teams serves as the communication hub for project and operational teams. The WEBCON platform for business process digitization and automation offers extensive integration capabilities with this tool.

This article focuses on integration aspects, describing how to:

• automatically send a message to a Microsoft Teams team containing information from a WEBCON form (instance ID, link to the instance, decision);
• create a Teams calendar meeting for project team members.

NOTE: Detailed information on creating teams using Microsoft Graph is included in the article Integrating MS Teams with MS Graph, available on the WEBCON technical blog.

Business case

In a sample workflow in which IT projects are approved, once a decision to proceed with a project is made, a notification is automatically sent to the appropriate Microsoft Teams group and an invitation to the project kick-off meeting is sent.

Workflow diagram

The message sent to the team contains key information taken from the WEBCON form, such as:

• project instance ID;
• direct link to the form;
• information about the decision made.

A sample workflow at the approval step consists of the following fields:

• project name;
• technical assessment of the project;
• team to which the notification will be sent;
• implementation time;
• meeting date.

Form at the IT request approval step

Sending a message to a team

To enable sending messages to a Teams team, an application must first be created in the Azure portal with the following permission:

• ChannelMessage.Send (additional information is available in the article Send chatMessage in channel – Microsoft Graph beta | Microsoft Learn)

Application permissions in the Azure portal

After creating the application in the Azure portal and granting it the appropriate permissions (ChannelMessage.Send), the next step is to configure an action in WEBCON that allows messages to be sent to a Microsoft Teams team.

The standard configuration assumes that messages are sent in the context of the user handling the form. For this purpose, an OAuth2 Authentication field must be added to the form, which allows obtaining an access token on behalf of the user. As a result, the message in Teams is sent using that user’s profile.

Detailed information about configuring this field can be found in the article OAuth2 Authentication form field – application examples on the WEBCON technical blog.

After adding the OAuth2 Authentication field to the form, the next step is its configuration. To do this, go to the OAuth2 connections configuration in WEBCON Designer Studio.

Under Data sources → Authentications → OAuth2 User -> API, create a new authentication that will be used to confirm the user’s identity against the Microsoft Graph API. Configure it as follows:

Authentication parameters

Authentication configuration in the user context

After configuring the authentication in WEBCON, it must be selected when creating a new connection in data sources. To do that:

1. Go to the Connections node under Data sources;
2. Select REST Web Service connection;
3. Create a new connection;
4. In the authentication type section, select the previously configured authentication method.

Configuration of a connection using OAuth2 authentication in the user context

After configuring the connection, select it in the OAuth2 Authentication field configuration as the authorization source. This allows the user to authenticate and obtain an access token for Microsoft Graph API, which is then passed to the action sending the message to Teams.

OAuth2 Authentication attribute configuration

The final step is to create a message-sending action using the Invoke REST Web service action. In the Authentication tab of the action configuration window, select the same connection that was previously specified in the OAuth2 Authentication field.

Authentication configuration of the message-sending action in the form user context

Next, in the Request data tab, configure the call parameters:

Parameters in the message sending action

Configuration of the Request data tab under the action delivering message to the Teams platform in the user context

To dynamically determine the team to which the message is sent, the team identifier (team_id) is retrieved directly from a selection field available on the form.

The final step in configuring the message-sending action is to set up the Request body tab. Here the content of the message sent to the channel is defined. Enter the following JSON structure:

{

  "body": {

    "contentType": "html",

    "content": "Project <b>#{RAW:11565}#</b> has been approved.<br><a href="https://#{EPV:205}#/db/1/app/#{APP_ID}#/element/#{WFD_ID}#/form">#{WFD_Signature}# Check details</a>."

  }

}

In the example above, dynamic WEBCON variables are used to automatically insert form data, such as the Portal address using the constant #{EPV:205}#, the application ID (APP_ID), and the instance ID (WFD_ID). These values allow for dynamic construction of a link that redirects directly to a specific document in WEBCON.

Using HTML format additionally enables aesthetic formatting of the message content—such as bolding the project name or adding a clickable hyperlink directly in Microsoft Teams.

As a result, Microsoft Teams users receive a clear, contextual message that not only informs them about project approval but also provides quick access to the instance details in WEBCON.

When the user follows the “Submit for implementation” path, the configured action automatically sends a message to the selected Microsoft Teams team. The message includes a dynamically generated link leading directly to the relevant WEBCON instance, allowing users to quickly and conveniently verify project or case details.

This solution significantly improves inter-team communication by providing immediate access to business context.

After full configuration, the user working on the WEBCON form authenticates using the dedicated OAuth2 Authentication field. Upon successful login, the system obtains an access token that enables operations to be performed on the user’s behalf.

Next, when the user follows the “Confirm implementation” path, the REST Web Service action is triggered, sending a message to the selected Microsoft Teams channel. The message contains information about project approval and a link for review.

Result in the form of a message sent to Teams with project approval information

Sending a meeting invitation to Microsoft Teams members from WEBCON

As part of the IT project approval process, once a decision to proceed is made, WEBCON enables automatic creation of a Microsoft Teams meeting using data entered by the user in the form.

Thanks to integration with Microsoft Graph API, it is possible to dynamically create calendar events and send invitations to participants.

The following endpoint is used to create a meeting:

https://graph.microsoft.com/v1.0/groups/<group_id>/events

This mechanism allows an event to be added directly to the Microsoft 365 team calendar associated with the Microsoft Teams team. As a result, the meeting is visible to all team members, and participants receive invitations automatically.

Using delegated permissions (Group.ReadWrite.All) ensures secure and policy-compliant event creation in the context of the logged-in user.

To automatically create Microsoft Teams calendar meetings from WEBCON after approval, configure an action invoking a REST API service that communicates with Microsoft Graph as shown below.

Configuration of the Invoke REST Web service action for sending a Teams meeting invitation

In the Authentication tab, select the same connection that was specified in the OAuth2 Authentication field on the form.

Next, in the Request data tab, configure the call parameters by defining the URL as: /groups/#{I:11566}#/events. The group ID is retrieved from the “Team” form field. Select POST in the HTTP method field.

Request data configuration in the action sending an invitation for a meeting in Teams

The final step is to define the JSON value in the Request body tab.

Configuration of the Request body tab in the action sending an invitation for a meeting in Teams

The values are retrieved from form fields specifying meeting name, meeting date, and group members to whom the invitation will be sent. Group members are retrieved based on the “Team” form field. A collection is then built in a technical form field as follows:

[

  {

    "type": "required",

    "emailAddress": {

      "address": "address",

      "name": "Name"

    }

  }

]

As a result, when the path transition is executed, a meeting invitation is sent to the group members in Microsoft Teams.

Result of the action sending an invitation for a meeting in Teams

Summary

Integration of the WEBCON platform with Microsoft Teams via Microsoft Graph API enables full automation of communication and teamwork organization in processes such as IT request approvals. This integration allows for:

• automatic sending of messages to a specific Microsoft Teams team when an instance is forwarded for implementation;
• automatic creation of calendar events in Microsoft Teams during project execution;
• increased business process efficiency by eliminating manual information transfer and reducing communication delays;
• full process transparency—each participant has access to up-to-date information in Microsoft Teams, improving control and reducing response times.