This is a paid bot, and its usage will be counted toward your plan's credits limit. For more information about credit usage, refer to this article.
How the Notify MS Teams contacts on documents opening bot works
Send Microsoft Teams notifications the moment recipients open your altaFlow documents. The bot posts an update to your chosen team channel — perfect for sales teams tracking prospect engagement, or account managers monitoring when clients start reviewing contracts.
Use case example: You work for a law firm and frequently send legal contracts to clients for their review and signature. You want to ensure that you are instantly notified via Teams when a client opens a contract document to begin the review process.
How to set up
When does the bot work by default:
The Notify MS Teams contacts on documents opening bot activates when the recipient opens the document.
Add the bot depending on your needs as described in this article. You may install this bot both in the step or in the All bots tab.
Find the Notify MS Teams contacts on documents opening bot in the list of bots and click Install bot.
Action settings
Connect your Microsoft Teams account to altaFlow. Click Connect in the Connection settings section.
Note: To send messages to team channels, the connected account user has to be a member of these channels. If you want the bot to send notifications to all channels, you can assign the admin role to the connected account user.
Select a team and specify the channel where you want to send a notification. You can also customize the message that will be sent once the recipient opens the documents.
If you want the team or the channel to be dynamically changed, you can use Advanced setup. Then you will be able to select the document field that identifies what team or channel should be used.
Conditions
Set conditions to post Teams notifications only in specific scenarios. Common use cases include:
VIP prospect tracking: Post to a #vip-prospects channel only when the client tier field equals "Enterprise" — keeps executive attention on top accounts.
Team-based channels: Route by rep/team field — post to #sales-team-north for northern reps, #sales-team-south for southern, etc.
Skip internal recipients: Add a "recipient email does not contain @yourcompany.com" condition to avoid noisy self-notifications from internal test opens.
Big deal alerts: Post to a #big-deals channel only when a "Deal size" field exceeds a threshold (e.g., $100,000).
Learn more about bot conditions usage in the dedicated bot execution conditions article.
Advanced settings
Fine-tune how the bot posts opening notifications to Teams:
Run frequency: The bot posts each time the document is opened by default. To fire only on first open, combine with a "document tag is empty" condition and add a tag on trigger.
Failure handling: If the Teams API is unreachable or the channel was archived, choose whether to skip silently (workflow proceeds) or halt for admin review.
Document tags: Tag documents that triggered a Teams opening notification (e.g., "teams-opened") for engagement tracking in your dashboard.
Learn more about adjusting Advanced settings in the bot setup glossary.