TABLE OF CONTENTS


1. Overview and capabilities

Bring Zomentum document activity into the Microsoft Teams workspace where MSP teams already collaborate.

The Zomentum Microsoft Teams integration sends selected document lifecycle events to Teams channels, group chats, and direct messages. It helps teams respond to approvals, signatures, comments, and payments without relying only on email or in-app notifications.

What users can do

  • Receive Zomentum document activity notifications in a chosen Teams channel, group chat, or direct message.

  • Route different Zomentum events to different destinations.

  • Send approval requests directly to the relevant approvers and optionally to a shared approvals channel.

  • Open the related Zomentum document from the Teams notification.

  • Add an optional comment and approve or reject an approval request from the Teams card.

  • Map Zomentum users to their corresponding Microsoft Teams identities for direct notifications.

KEY POINT: What the integration does not replace

Microsoft Teams becomes the notification and action surface, while Zomentum remains the system of record for documents, clients, approvals, signing, and payment activity.


Supported document activity events

Event

When it is triggered

Typical destination

Approval request

A document requires approval. The card can include Approve, Reject, View document, and an optional comment field.

Relative — Approvers; approvals channel

Document sent

A document is sent to a client.

Document author; sales or account channel

Document viewed

The client opens the sent document.

Document author; sales channel

Document opened (email)

The recipient opens the email containing the document.

Document author

Document commented

The client leaves a comment on the document.

Document author; account channel

Signer signed

A counter-signer completes their signature.

Document author; contracts channel

Document fully signed

Every required signer has signed.

Document author; fulfilment/operations channel

Payment received

The client payment clears.

Finance or operations channel

Payment failed

A payment attempt fails.

Finance or exception-management channel

2. Prerequisites and ownership

Confirm the required access before starting. Most setup delays occur because the Microsoft 365 administrator is not present or custom app upload is restricted.

Required access

Role

Required access

Responsibility

Zomentum administrator

Access to Settings → Integrations

Start the connection, enter the pairing code, map users, and configure event routing.

Microsoft 365 / Teams administrator

Access to Microsoft Teams admin center and permission to upload custom apps

Upload and allow the Zomentum Teams app package in the customer tenant.

Teams team owner or permitted user

Ability to add apps to the required team, channel, group chat, or personal Teams experience

Add the Zomentum app to every destination that should receive notifications.

Mapped Zomentum users

A corresponding user identity in the same Microsoft Teams tenant

Receive direct messages and approval cards when selected in user mapping.

Before the setup call

  • Use a Microsoft 365 business tenant. The custom app administration flow is not available through a personal Teams account.

  • Identify the Microsoft 365 administrator who can upload and approve the app package.

  • Decide which Teams channel will receive approvals and which channel will receive payment exceptions.

  • List the Zomentum users who require direct messages or approval cards.

  • Prepare a test document and a test approval workflow.

  • Keep the downloaded app package as a .zip file; do not extract it before uploading.

WARNING: Tenant consistency

The app must be uploaded, installed, paired, and mapped within the same Microsoft 365 tenant. A bot added to the wrong team or tenant will not expose the expected channels or users in Zomentum.


3. End-to-end setup

Complete the four-part connection wizard, then configure Teams bindings and users.

1

Open the Microsoft Teams integration in Zomentum  |  Owner: Zomentum administrator


1.  In Zomentum, open Settings.

2.  Go to Integrations.

3.  Scroll to the Productivity section.

4.  Find Microsoft Teams and select Connect.

Figure 1. Microsoft Teams appears in the Productivity section of Zomentum Integrations.

2

Download the Zomentum Teams app package  |  Owner: Zomentum administrator


The installation wizard contains four stages: Download → Side-load → Install in Teams → Enter code

1.  Select Download .zip to download the Zomentum Teams app package.

2.  Save the .zip file without extracting it.

3.  If you do not have Microsoft 365 administrator permission, send the file to the customer’s Teams administrator.

Figure 2. Download the app package from Step 1 of the Zomentum installation wizard.

3

Upload the custom app in Microsoft Teams admin center  |  Owner: Microsoft 365 / Teams administrator


1.  Sign in to the Microsoft Teams admin center.

2.  Open Teams apps → Manage apps.

3.  Open Actions and choose the option to upload a new custom app.

4.  Upload the Zomentum .zip package downloaded from Zomentum.

5.  Confirm that the Zomentum app is available and not blocked for the intended users.

Admin portal: Microsoft Teams admin center

Figure 3. Teams administrators upload the custom package from Teams apps → Manage apps.

TROUBLESHOOT: Upload option missing

The tenant may restrict custom app uploads. The Microsoft 365 administrator must enable or approve custom apps according to the organisation’s Teams policies before setup can continue.


4

Add Zomentum to Microsoft Teams  |  Owner: Teams user or team owner


1.  Open Microsoft Teams and go to Apps.

2.  Look under Built for your organisation or Added by your org, or search for Zomentum.

3.  Select Add or Open.

4.  Choose where the app should be used: personal chat, a team channel, or a group chat.

5.  When using a team, select the required channel and confirm with Go.

6.  Repeat this step for each additional team, channel, or group chat that should be available as a Zomentum notification destination.

Figure 4. The Zomentum wizard explains how each user adds the app in Microsoft Teams.

Figure 5. Select the specific Teams location where the Zomentum bot should be added.

IMPORTANT: Channel installation matters

Adding Zomentum only to a personal chat does not automatically make every team or channel available. Add the bot to the exact team/channel or group chat that should receive notifications.


5

Copy the pairing code and verify the connection  |  Owner: Zomentum administrator


1.  After Zomentum is added in Teams, the bot sends a one-time pairing code in the selected conversation.

2.  Copy the code from Teams.

3.  Return to Step 4: Enter code in the Zomentum installation wizard.

4.  Paste the code and select Verify code.

5.  When the success message appears, select Configure channels & events.

Figure 6. Paste the one-time pairing code from the Zomentum bot and verify the connection.

TIP: Already connected

If a teammate has already linked the same Microsoft Teams tenant, or the dialog was reopened after connection, use Check connection. A new code may not be required.


6

Configure Teams bindings and user mappings  |  Owner: Zomentum administrator


Open the Bindings tab. The screen contains three areas:

  • Teams — teams in which the Zomentum bot has been installed. The bot can post to channels within those teams.

  • Group Chats — group chats in which Zomentum has been installed.

  • User Mappings — maps each Zomentum account to the corresponding Microsoft Teams user. Linked users receive Zomentum direct messages and approval cards.

1.  Confirm that the required team and group chat are listed.

2.  For every user who needs direct notifications, select the matching Teams user from the mapping dropdown.

3.  Check the summary at the top of the integration for the number of bound teams, bound group chats, and linked users.

Figure 7. Bind teams and group chats, then link Zomentum users to their Teams identities. Example identities are shown.

4. Configure notification routing

Select which event should be sent and where each notification should appear.

1.  Open the Microsoft Teams integration and select the Document Activity tab.

2.  Turn on the toggle for each required event.

3.  Under Send to, choose one or more destinations.

4.  Select Save. Confirm that the “Routing rules saved” message appears.

Available destination types

Destination

How it works

Example

Channel

Posts to a channel in a team where the bot is installed.

Testing team → #General

Group chat

Posts to a group chat where Zomentum is installed.

Sales leadership chat

Direct message

Sends a DM to a mapped Teams user.

Specific finance owner

Relative recipient

Routes dynamically based on the document relationship.

Relative — Approvers or Relative — Document author

Figure 8. An event can be sent to a relative recipient and one or more shared Teams destinations.

BEST PRACTICE: Recommended approval setup

For Approval request, select Relative — Approvers so the actionable card reaches the correct approvers. Add a shared approvals channel only when the wider team also needs visibility.


Example configuration

Event

Suggested destination

Reason

Approval request

Relative — Approvers + #Approvals

Ensures the responsible person receives the action card while the team has visibility.

Document sent / viewed / opened / commented

Relative — Document author

Keeps the document owner informed without filling a shared channel with every document event.

Signer signed / fully signed

Relative — Document author + #Contracts or #Operations

Supports handoff after signatures are completed.

Payment received

Finance or Operations channel

Provides visibility for fulfilment and reconciliation.

Payment failed

Finance Exceptions channel + responsible finance user

Surfaces urgent failures to the right team and owner.

5. Test the integration

Validate the connection with a small, controlled workflow before enabling all events.

Minimum validation sequence

1.  Enable Document sent and route it to one test channel or mapped user.

2.  Create or use a test document in Zomentum and send it.

3.  Confirm that Teams receives a card containing the document name, identifier, client, sender, and View document action.

4.  Enable Approval request and route it to Relative — Approvers.

5.  Trigger a test approval request.

6.  Confirm that the approver receives an actionable card with document details, an optional comment field, View document, Approve, and Reject.

7.  Approve or reject the request from Teams and confirm that the workflow is reflected in Zomentum.

8.  After validation, enable the remaining events and production destinations.

Figure 9. The approval card provides document context and allows an approver to view, approve, or reject from Teams. Demo data shown.

Success criteria

  • The Microsoft Teams integration shows Connected in Zomentum.

  • The expected team, channel, or group chat is available as a destination.

  • Required users display as linked in User Mappings.

  • A newly triggered test event arrives in the configured destination.

  • The View document action opens the correct document.

  • An approval action can be completed by the mapped approver.

  • No unintended duplicate notifications are received.

6. Recommended routing patterns

Start small and route each event to the team that can act on it.

Team objective

Events

Recommended routing

Avoid

Fast approvals

Approval request

Relative approvers; optionally one approvals channel

Sending every approval to a broad general channel without a clear owner

Sales visibility

Sent, viewed, email opened, commented

Document author; selective account channel

Sending all engagement events to every sales channel

Contract handoff

Signer signed, fully signed

Document author; contracts/operations channel

Routing signature completion only to an individual when fulfilment requires team action

Payment operations

Payment received, payment failed

Finance/operations channels; direct owner for failures

Mixing payment failures with high-volume general notifications

Configuration principles

  • Use relative recipients for events that have a clear document-specific owner, such as approvers or the document author.

  • Use shared channels for events that require team visibility or handoff.

  • Use direct messages for urgent or personally assigned actions.

  • Avoid routing the same event to multiple overlapping destinations unless duplicate visibility is intentional.

  • Review routing after the first week and remove noisy events that do not lead to action.

7. Troubleshooting

Use the symptom-to-resolution table before escalating.

Symptom

Likely cause

Resolution

Zomentum app is not visible in Teams

The app package was not uploaded, is blocked, or is not available to the user under Teams app policy.

Ask the Teams administrator to open Teams apps → Manage apps, confirm the app exists, is allowed, and is available to the affected user.

The upload option is unavailable in Teams admin center

The signed-in user lacks Teams administrator permission or custom app upload is restricted.

Use an authorised Microsoft 365 administrator account and review the tenant’s custom app policies.

No pairing code appears

The bot was not added to a personal chat, team channel, or group chat.

Add or open the Zomentum app in Teams and select a destination. The bot should post a one-time code in that conversation.

Pairing code does not verify

The code may be copied incorrectly, belong to another tenant, or no longer be valid.

Copy a fresh code from the Zomentum bot and retry. If the tenant was already connected, use Check connection.

Expected team or group chat is missing in Bindings

The bot is not installed in that team/group chat, or it was added to the wrong tenant/location.

Add Zomentum to the exact destination in Teams, then reopen or refresh the Zomentum integration.

A Teams user is not available for mapping

The user is not in the connected tenant, the wrong tenant was paired, or the user list has not refreshed.

Confirm the user exists in the same Teams tenant, verify the connection, and retry the mapping.

Notifications are not received

The event toggle is off, no destination is selected, changes were not saved, the user is not mapped, or the bot was removed.

Check the event toggle and Send to values, select Save, verify bindings/user mapping, and trigger a new test event.

Approval card reaches the wrong person

Incorrect user mapping or an incorrect destination was selected.

Review User Mappings and confirm Approval request includes Relative — Approvers.

Team members cannot see the bot or card

The app was installed in a different team/channel or tenant policies limit access.

Confirm the correct destination and ask the Teams administrator to check availability and permission policies.

Duplicate notifications are received

The same event is routed to overlapping direct, relative, group, and channel destinations.

Remove unnecessary destinations from the event and save the routing rules.

Approve/Reject does not complete the workflow

The recipient may not be the mapped approver, the approval may already be completed, or the document state may have changed.

Open the document from the card, confirm the current approval status and approver mapping, then retry or complete the action in Zomentum.


SUPPORT NOTE: Do not immediately reconnect
Before disconnecting and reinstalling, capture the connected tenant, bound destinations, user mappings, event routing, exact timestamp, and screenshots. Reconnection can remove useful troubleshooting context.


8. Frequently asked questions

  1. Can different events be sent to different Teams channels?
    Yes. Each document activity event has its own toggle and destination selection.

  2. Can one event be sent to more than one place?
    Yes. The interface supports multiple destinations, such as a relative recipient plus a shared channel.

  3. What is a relative recipient?
    A dynamic Zomentum relationship associated with the document, such as the document’s approvers or author. It avoids hard-coding one person for every document.

  4. Why is user mapping required?
    User mapping links a Zomentum account to its Microsoft Teams identity so direct messages and approval cards can reach the correct person.

  5. Does adding the app to one channel add it everywhere?
    No. Add the bot to each team, channel, group chat, or personal context that should be used as a destination.

  6. Can a customer use a personal Microsoft Teams account?
    The demonstrated setup uses the Microsoft Teams admin center and a Microsoft 365 business tenant. A personal account does not provide this tenant-level custom app flow.

  7. Can users open the Zomentum document from Teams?
    Yes. Notifications include a View document action in the demonstrated workflow.

  8. Can approvals be completed directly in Teams?
    Yes. The demonstrated approval card includes Approve and Reject actions and an optional comment field.

  9. How do we stop the integration?
    In Zomentum, open the Microsoft Teams integration and select Disconnect. If the organisation also wants to remove the app from Teams, a Teams administrator or team owner should remove it from the relevant Teams locations.

  10. What if the UI labels are slightly different?
    Microsoft and Zomentum may update interface labels. Follow the same functional path: upload the app, add it to a Teams destination, pair the tenant, bind users/destinations, configure events, and test.