SharePoint Web Parts
& Office 365 Apps
by VirtoSoftware

Virto Alerts and Kanban Board for O365 Use Case: How to Alert about Changes on the Kanban Board in MS Teams

This use case shows the benefit of joint use of Virto Alerts and Kanban Board for Office 365 and MS Teams. See the details in our post.

Notifications in Kanban Board Online App

Virto Kanban Board App for Office 365 and MS Teams allows users to track any changes on the board. For example, enable the alert when the user is assigned as responsible for a task. When someone assigns a task to a user, he/she receives the email alert with a link to this task. Just click on a link to open the task on the board directly from the email.

It is also possible to receive alerts when you are mentioned in a comment, assigned in it, etc. Or you can add any other rules appropriate for your business case and define the required conditions. As you see, the notifications system is quite flexible in Virto Kanban Board online app. Though, there are some situations when you need more.

The Challenge

Imagine that we have a Kanban board containing various training courses for the staff. When the team passes one of the courses, the board creator (we suppose HR manager) moves the corresponding card to the column “Completed”. It would be perfect to congratulate the team on such an occasion and send an automatic alert.

There is no difficulty notifying the board members about changes on the board. All you need is to create a new alert with appropriate rules.

But we’d like to send this notification with congrats to the Teams channel, not only via email.

Microsoft Teams

Microsoft Teams has become extremely popular when we all had to work remotely. Things have changed a little and some of us can return to working in the office, but Teams is still the best way to communicate with colleagues, organize meetings and share files.

Teams app works perfectly with Virto apps for Office 365 such as Kanban Board, Calendar Overlay, and Alerts. We have already shown how you can send alerts and reminders about any changes in SharePoint lists to the Teams channel. For example, you may take a look at “Virto SharePoint Alerts and Reminders: How to Connect Alerts from SharePoint to Teams?” article. But if we can easily send an alert to Teams about any SharePoint list changes, we can do the same for any Kanban board. Because a Kanban board is just a visual display of a SharePoint task list we take data from.

The Solution

The possible solution for the challenge described above is to use Virto Alerts online app to send alerts about completed courses directly to the Teams channel. And the trigger for sending would be moving the task card to the “Completed” column on the Virto Kanban board.

So, we’re going to use three apps:

Step 1

First, we need to create a webhook (choose it from the list of connectors) in the Teams channel where we’d like to see a congratulation alert.

Note: you can find detailed instructions on how to create an alert using the webhook in MS Teams in our article: Virto SharePoint Alerts and Reminders: How to Connect Alerts from SharePoint to Teams?

Step 2

Go to Virto Alerts Online App page and create a new notification. In this step, we should pay attention to the following:

1) We should use the created webhook (add copied webhook URL to “Recipients”).

Note: remember to change the default “From” and “ReplyTo” fields. Make sure you have typed the address for your company, not for the sample ( by default).

2) Select the SharePoint list which is related to our Kanban board  — Sales&Marketing.

3) Then we define a special condition for the future alert: the task status equals “Completed”.

And certainly,  to avoid annoying alerts and save time with Virto Alerts you can set the limit and send it once a week or etc. Though we choose immediate sending for today’s use case.

Step 3

Then we save the notification. Now it’s time to check how it works! Let’s open the Kanban board with the training courses and move a card to the “Completed” column.

The alert is sent immediately via email.

And the same message appears in the Teams channel.

As you see, just three steps and you create smart automatic alerts with the conditions as you wish. Your colleagues are notified in Teams and do not need to open email clients or an additional browser tab to see the message.

Kanban Board App for Office 365 and Office 365 Alerts are included in the Virto One Cloud. So you can get one license and get access to a group of Virto apps for O365 including the ones described above.

Thank you for your interest in Virto products and please feel free to leave your feedback!

See also

Virto SharePoint Online Alerts for O365: Alerts in MS Teams Use Case

How to Share Tasks from MS Planner with Virto Calendar and MS Teams

Virto O365 Alerts Online Update — How to Apply the High Importance Marker

Virto SharePoint Alerts Update — Preview Alerts Before Sending

Virto SharePoint Alerts and Reminders: How to Connect Alerts from SharePoint to Teams?

alerts onlinekanban appkanban for office 365kanban in teamskanban online