Microsoft Teams Integration Setup & Usage Guide

Overview

DataFlows SMS platform integrates seamlessly with Microsoft Teams, allowing you to send and receive SMS messages directly within your Teams environment. This integration supports both Channel Tab and Personal Tab functionalities.

Prerequisites

Active DataFlows SMS account
Microsoft Teams admin access
Valid phone numbers in your DataFlows account
Microsoft Teams App registration (completed during setup)

🚀 Initial Setup

Step 1: Microsoft Teams App Registration

1. Access Teams Configuration

Log into your DataFlows admin panel
Navigate to Settings → Teams Configuration

2. Register Your Teams App

Click "Create Teams App"
Fill in your app details:
- App Name: Your organization name
- App Description: Brief description of SMS functionality
- Developer Name: Your company name
- Website URL: Your company website
Click "Generate App Package"

3. Download App Package

Download the generated .zip file
This contains your Teams app manifest

Step 2: Install in Microsoft Teams

1. Upload to Teams

Open Microsoft Teams admin center
Go to Teams apps → Manage apps
Click "Upload an app"
Select "Upload a custom app"
Upload the downloaded .zip file

2. App Approval

The app will appear in your organization's app catalog
Set permissions as needed for your organization

📋 Channel Tab Setup (Must Be Done First)

Important: Channel Tab must be configured before Personal Tab functionality becomes available.

Prerequisites for Channel Tab

Channel Admin Rights: Only channel administrators can set up the Channel Tab
Available Phone Number: Must have at least one virtual number in your DataFlows account

Step 1: Add Channel Tab

1. Navigate to Target Channel

Go to the Teams channel where you want SMS functionality
Ensure you have admin rights in this channel

2. Add Tab

Click the "+" button in the channel tab bar
Search for your DataFlows SMS app
Select "DataFlows SMS"

3. Configure Channel Tab

Select Virtual Number: Choose from available numbers in your account
Channel Name: Will auto-populate with current channel name
Permissions: Set who can send messages
Click "Save"

Step 2: Channel Tab Features

✅ Send SMS Messages

Send messages to any phone number

✅ Receive SMS Messages

Incoming messages appear in the channel

✅ Message History

View all SMS conversations

✅ Contact Management

Add and manage contacts

✅ Group Messaging

Send messages to multiple recipients

✅ Team Collaboration

All team members can participate

Important Channel Tab Notes

⚠️ One Number Per Channel: Each virtual number can only be mapped to one channel at a time
⚠️ Remapping Numbers: To use a number in a different channel, you must first remove the mapping from the current channel
⚠️ Multiple Numbers: You can use different virtual numbers in multiple channels simultaneously

👤 Personal Tab Setup (Requires Channel Tab First)

Prerequisite: At least one Channel Tab must be configured in your Teams environment before Personal Tab features become available.

Step 1: Add Personal Tab

1. Access Personal Apps

In Microsoft Teams, click "Apps" in the left sidebar
Search for your DataFlows SMS app
Click "Add" to add to personal apps

2. Personal Tab Configuration

The app will automatically detect your organization's Teams configuration
Personal messaging capabilities will be activated

Step 2: Personal Tab Features

✅ Personal SMS

Send SMS messages from your personal workspace

✅ Contact Management

Manage your personal SMS contacts

✅ Contact Groups

Create and manage contact groups

✅ Group Messaging

Send messages to contact groups

✅ Message History

Access your personal SMS history

✅ Privacy

Personal messages separate from channel messages

Personal Tab Benefits

Private Messaging: Send confidential SMS messages outside team channels
Personal Contacts: Maintain your own contact database
Individual Workflow: Work independently without affecting team channels
Unified Experience: Same familiar interface as Channel Tab

💬 Core Features

SMS Messaging

✅ Send Individual Messages

Send SMS to any phone number

✅ Group Messages

Send to multiple recipients simultaneously

✅ International Support

Send messages globally (based on your plan)

✅ Message Scheduling

Schedule messages for later delivery

✅ Delivery Receipts

Track message delivery status

Contact Management

✅ Add Contacts

Store frequently used phone numbers

✅ Contact Groups

Organize contacts into groups

✅ Import Contacts

Bulk import from CSV files

✅ Contact Search

Quickly find contacts

✅ Contact History

View message history with each contact

Real-Time Features

✅ Instant Delivery

Messages sent immediately

✅ Live Delivery Updates

Real-time delivery status

✅ Incoming Message Notifications

Immediate alerts for new messages

✅ Message Threading

Organized conversation threads

Integration Features

✅ Teams Notifications

Native Teams notifications for SMS

✅ @Mentions

Mention team members in SMS-related discussions

✅ File Attachments

Reference files in SMS conversations (links)

✅ Unified Interface

Consistent design with Teams UI

🔧 Configuration Management

Virtual Number Management

1. Available Numbers

View all virtual numbers in your DataFlows account
Check which numbers are mapped to which channels

2. Number Assignment

Assign numbers to specific channels
Reassign numbers when needed

3. Number Restrictions

One number per channel maximum
Must remove mapping before reassigning

Permission Settings

Channel Permissions: Control who can send messages in channels
Admin Controls: Manage overall Teams integration settings
User Access: Control individual user access levels

📱 Usage Instructions

Sending Messages

1. Individual Messages

Enter recipient phone number
Type your message
Click "Send"

2. Group Messages

Select multiple contacts or enter multiple numbers
Compose your message
Send to all recipients simultaneously

3. Using Contacts

Select from saved contacts
Use contact groups for bulk messaging
Add new contacts on-the-fly

Managing Conversations

View History: Access complete message history
Search Messages: Find specific messages or contacts
Message Status: Monitor delivery and read receipts
Reply Handling: Respond to incoming messages

⚠️ Important Limitations & Notes

Channel Tab Limitations

Admin Only Setup: Only channel administrators can configure Channel Tabs
One Number Per Channel: Virtual numbers cannot be shared between channels
Mapping Removal Required: Must remove current mapping to reassign numbers

Personal Tab Requirements

Channel Tab Dependency: At least one Channel Tab must exist before Personal Tab functionality is available
Organization Activation: Personal tabs are activated organization-wide once any Channel Tab is configured

General Limitations

Virtual Number Requirement: Must have virtual numbers in DataFlows account
Message Credits: SMS sending consumes message credits from your DataFlows plan
International Rates: International messaging rates apply based on destination

🛠️ Troubleshooting

Common Issues

"No Personal Tab Available"

Cause: No Channel Tab configured yet
Solution: Set up at least one Channel Tab first

"Number Already Mapped"

Cause: Trying to use a number already assigned to another channel
Solution: Remove mapping from current channel or use a different number

"Permission Denied"

Cause: Not a channel administrator
Solution: Contact your channel administrator or Teams admin

"App Not Found"

Cause: App not properly uploaded or approved
Solution: Check Teams admin center and app approval status

Getting Help

DataFlows Support: Contact support through your DataFlows admin panel
Teams Admin: Contact your Microsoft Teams administrator
Documentation: Refer to DataFlows SMS platform documentation

📞 Support & Contact

For technical support or setup assistance:

DataFlows Support Portal: Available in your admin dashboard
Email Support: Available through your account
Live Chat: Available during business hours
Documentation: Complete guides available in your DataFlows account

🔄 Updates & Maintenance

Regular Updates

Teams integration receives automatic updates
New features rolled out seamlessly
No manual intervention required for most updates

Maintenance Windows

Scheduled maintenance communicated in advance
Minimal downtime for critical updates
Service status available in admin panel

This guide covers the complete setup and usage of DataFlows SMS integration with Microsoft Teams. For the most current information, always refer to your DataFlows admin panel and Microsoft Teams admin center.