Microsoft Teams Integration

User guide: Creating Microsoft Teams notifications for Order status updates in Quartzy (via Power Automate)

For questions, please reach out to support@quartzy.com

Overview

This user guide contains step-by-step instructions on how to set up alerts in Microsoft Teams for Order status updates in Quartzy. These alerts will help Quartzy users keep track of their Quartzy orders in Teams and prepare ahead for upcoming deliveries.

Use case name	Use case description
Order item shipped	Receive a Teams notification when an item ordered from Quartzy gets shipped and is assigned a tracking number
Order item backordered	Receive a Teams notification when an item ordered from Quartzy becomes backordered
Order item delivered	Receive a Teams notification when an item ordered from Quartzy gets delivered
Order item cancelled	Receive a Teams notification when an order is cancelled for an item previously ordered from Quartzy

Here is an example of a Teams notification that one can configure using the steps mentioned in this user guide.

Prerequisites

Before getting started, please go through this checklist of prerequisites:

• Quartzy
  • You should have an active account in Quartzy
  • You should be assigned to an Organization and a Lab in Quartzy by your lab manager
• Teams
  • You should have an active account in Teams
• Power Automate or Zapier
  • At present, Microsoft supports integration with Microsoft Teams using their own product calledPower Automateor through automation systems such asZapier.
  • You should have access to Microsoft’s Power Automate feature
    • In case you do not have access to Power Automate, please share these links with your IT administrator to purchase and enable this feature for you
      • https://powerautomate.microsoft.com/en-us/
      • https://powerautomate.microsoft.com/en-us/pricing/
    • In the interim, you can also use a Free Trial version of Power Automate.
  • An alternative to using Power Automate is the automation tool called Zapier. Please share the following with your IT administrator
    • https://zapier.com/app/billing/plans

Step-by-step instructions

1. Create a channel where you want alerts from Quartzy to appear

• Set up a new Teams channel or use an existing Teams channel to receive alerts.
  • In the example below, we are using an existing team called Quartzy orders, in which we created a channel called Quartzy order status alerts to receive Teams notifications.

2. Choose and configure which alerts you want from Quartzy

• Depending on your use case, download the Teams Workflow files linked below.

Use case name	Use case description	Teams Workflow
Order item shipped	Receive a Teams notification when an item ordered from Quartzy gets shipped and is assigned a tracking number	Link
Order item backordered	Receive a Teams notification when an item ordered from Quartzy becomes backordered	Link
Order item delivered	Receive a Teams notification when an item ordered from Quartzy gets delivered	Coming soon!
Order item cancelled	Receive a Teams notification when an order is cancelled for an item previously ordered from Quartzy	Coming soon!

• Open the Power Automate tool
  • Navigate to the tab My Flows
  • Click the Import button in the top navigation

• This will take you to a new page and ask you to upload the file. Click the Upload button to start importing the downloaded file specific to your use case.

• After you upload the file, you will see a confirmation screen such as the one in the example below

• If the row under the section “Related resources” contains a warning icon in red, then click the row and open the sidebar on the right side of the screen as shown below.
  • Select the email address in the list and click the Save button.

• The red warning icon would disappear and you would see an Import button below to complete this step.
  • Here is an example below

• As soon as the import is complete, you would receive a confirmation message as shown below

• Go back to the “My Flows” tab to see the newly imported flow. Click on the “three dots” icon next to the flow name and click on the option “Turn On” to initiate the flow.

• Click on the flow name to enter the Settings page for the flow.
  • In the new page, click on the “Edit” button in the top left corner

• You will land on the flow details page
• Click on the first step in the flow “When a HTTP request is received”
  • The window for this step will expand. Click on the “Copy URL” icon and use it in the next step.

• Use the copied URL in the previous step to set up a Webhook configuration according to instructions in this other user guide.
  • In this step you would need the following information as also shown in the screenshot below.

Information needed	Example
Use case	Order item shipped
Copied URL	https://prod-158.westus.logic.azure.com:443/workflows/7de32d4143a74871b5de18b836bda/triggers/manual/paths/invoke?api-version=2016-06-01&sp=%2Ftriggers%2Fmanual%2Frun&sv=1.0&sig=fHoI1QxhVled_isp9X-gL3hsKj81IIHkjmTbKFSvz3w

• Now, depending on your use case, when the relevant event occurs (e.g. Order placed, Order item shipped etc.), Quartzy will send information to this saved URL which will in turn trigger your workflow and send Teams notifications to the channel selected by you in the previous step.

Best practices, Troubleshooting tips and FAQs

Notification etiquette

• While the Teams notifications can be sent as direct messages, we recommend using channels. This allows the users to mute the channel if they are not interested in a Teams notification.
• As a Teams administrator for your organization, before setting up alerts, we recommend that you discuss with your team members and then
  • Decide which alerts to set up for your organization
  • Determine the content and tone of the message to use in the alert
  • Determine when to configure @mentions in the alerts

Opting users in and out of Teams notifications

Teams provides lots of flexibility in terms of opting users in and out of a notification. We recommend the following options:

• If a particular user wants to opt out of all Quartzy notifications, they can mute or leave the Teams channel set up in the previous step.
• If a particular user wants to opt in to a specific type of notification, then they can use this user guide and configure a Teams workflow of their own.
• To opt out all users in your organization from a particular type of notification (e.g. Order item shipped), you can click Turn Off to pause the entire workflow corresponding to this notification. Here is an example:

Troubleshooting

• If you notice that you are not receiving Teams alerts, the first place to check is the 28-day run history box of your flow

• Common errors include
  • Typos in variable names in the Teams workflow
  • Mismatch in email address set up for the same user in Quartzy vs. Teams
• If you are getting stuck while troubleshooting, please reach out to support@quartzy.com

FAQs

Q. Besides Teams, I want to handle other integration use cases such as creating a task in Asana, adding a record in Google Sheets, trigger an action in my homegrown application etc. Can you help with that?

• To integrate with other tools such as Asana, Google Sheets or even your homegrown application, you can use Quartzy’s webhooks along with your own web server or with an Integration-platform-as-a-Service tool such as Zapier or Workato.
• To learn how to configure Quartzy’s webhooks, please use this other user guide.

Appendix

List of variables that can be configured

Field name	Description	Example value
specversion	Event specification	1
id	Event ID	d31891b9-17d4-4430-aa01-2e7be1df184c
source	Event source	https://quartzy.com
type	Event type	com.quartzy.sales-order-item.shipped
datacontenttype	Event content type	application/json
time	Timestamp when event got created	2021-07-01T18:28:06Z
data.sales_order_item.id	Order item ID	1638745
data.sales_order_item.status	Order Item status	SHIPPED
data.sales_order_item.sell_price.amount	Item price (in cents)	29307
data.sales_order_item.sell_price.currency	Item price currency	USD
data.sales_order_item.quantity	Item quantity	1
data.sales_order_item.estimated_shipment_date	Estimated Ship Date	2021-07-24
data.sales_order_item.product.id	Product ID	3685196
data.sales_order_item.product.item_name	Item name	Cytiva's Amersham Hybond P 0.45 PVDF 300mmx4m 1 roll/PK
data.sales_order_item.product.catalog_number	Catalog number	Q7KAY47
data.sales_order_item.request.id	Request ID	23440056
data.sales_order_item.request.requested_at	Timestamp when requested	2021-06-08T19:49:58+00:00
data.sales_order_item.request.requested_by.id	Requester ID	412978
data.sales_order_item.request.requested_by.first_name	Requester’s first name	Ankur
data.sales_order_item.request.requested_by.last_name	Requester’s last name	Datta
data.sales_order_item.request.requested_by.email	Requester’s email address	ankur.datta@quartzy.com
data.sales_order_item.shipments.0.id	Shipment ID	1676825
data.sales_order_item.shipments.0.carrier	Carrier name	FedEx
data.sales_order_item.shipments.0.tracking	Tracking number	1234567890
data.sales_order_item.shipments.0.quantity	Shipment quantity	1
data.sales_order_item.shipments.0.shipped_at	Timestamp when item got shipped
data.sales_order_item.shipments.0.delivered_at	Timestamp when item got delivered
data.sales_order_item.sales_order.id	Order ID	1295291
data.sales_order_item.sales_order.key	Order No.	QY21070005212006
data.sales_order_item.sales_order.lab.id	Lab ID	5212
data.sales_order_item.sales_order.lab.name	Lab name	BioChem Dept
data.sales_order_item.sales_order.lab.organization.id	Organization ID	6493
data.sales_order_item.sales_order.lab.organization.name	Organization Name	Quartzy Testing University

Example JSON of event payloads

• Order item shipped

{
  "specversion": "1.0",
  "id": "d31891b9-17d4-4430-aa01-2e7be1df184c",
  "source": "https://quartzy.com",
  "type": "com.quartzy.sales-order-item.shipped",
  "datacontenttype": "application/json",
  "time": "2021-07-01T18:28:06Z",
  "data": {
    "sales_order_item": {
      "id": "1638745",
      "status": "SHIPPED",
      "sell_price": {
      "amount": "29307",
      "currency": "USD"
    },
    "quantity": 1,
    "estimated_shipment_date": "2021-07-24",
    "estimated_delivery_date": "2021-07-26",
    "product": {
      "id": "3685196",
      "item_name": "Cytiva's Amersham Hybond P 0.45 PVDF 300mmx4m 1 roll/PK",
      "catalog_number": "Q7KAY47"
    },
    "request": {
      "id": "23440056",
      "app_url": "",
      "requested_at": "2021-06-08T19:49:58+00:00",
      "requested_by": {
        "id": "412978",
        "first_name": "Ankur",
        "last_name": "Datta",
        "email": "ankur.datta@quartzy.com"
      }
    },
    "shipments": [
      {
        "id": "1676825",
        "carrier": "FedEx",
        "tracking": "1234567890",
        "quantity": 1,
        "shipped_at": null,
        "delivered_at": null
      }
    ],
    "sales_order": {
      "id": "1295291",
      "app_url": "",
      "key": "QY21070005212006",
      "lab": {
        "id": "5212",
        "name": "BioChem Dept",
          "organization": {
            "id": "6493",
            "name": "Quartzy Testing University"
          } 
        }
      } 
    }
  }
}

• Order item backordered

{
  "specversion": "1.0",
  "id": "f72f060e-d7dc-42e9-b508-c23dbfdbe877",
  "source": "https://quartzy.com",
  "type": "com.quartzy.sales-order-item.backordered",
  "datacontenttype": "application/json",
  "time": "2021-07-01T18:24:18Z",
    "data": {
      "sales_order_item": {
          "id": "1638744",
          "status": "BACKORDERED",
          "sell_price": {
          "amount": "5942",
          "currency": "USD"
        },
        "quantity": 1,
        "estimated_shipment_date": "2021-07-16",
        "estimated_delivery_date": "",
        "product": {
          "id": "26631140",
          "item_name": "Axygen 200uL Maxymum Recovery Universal Fit Filter Tips, Clear, Rack
          Pack, 96 Tips/Rack, 10 Racks/Pack, 5 Packs/Case.",
          "catalog_number": "Q9R2YA4"
        },
        "request": {
          "id": "23497518",
          "app_url": "",
          "requested_at": "2021-06-14T18:17:37+00:00",
          "requested_by": {
          "id": "412978",
          "first_name": "Ankur",
          "last_name": "Datta",
          "email": "ankur.datta@quartzy.com"
        }
      },
      "shipments": [],
      "sales_order": {
        "id": "1295291",
        "app_url": "",
        "key": "QY21070005212006",
        "lab": {
          "id": "5212",
          "name": "BioChem Dept",
          "organization": {
            "id": "6493",
            "name": "Quartzy Testing University"
          } 
        } 
      } 
    } 
  }
}