emSigner Integration with Teams to automatically initiate documents

The Microsoft Teams integration enables automatic initiation of signing workflows for documents placed in a configured Teams channel or group. Documents added to the mapped location are sent for signing based on the emSigner Marketplace configuration, and once the signing process is completed, the signed documents are automatically stored back in the configured Teams group or channel.

How to Set Up Microsoft Teams Integration

Follow the steps below to configure the Microsoft Teams integration in emSigner. This setup enables automatic initiation of signing workflows from Teams and ensures signed documents are returned to the configured Teams location.

From Settings, navigate to Marketplace module.

From the Marketplace apps page, click on MS Teams to proceed with the integration setup.

Enter the required details such as Connection Name, Instance, App Name, and Secret Key. If the app is not already created, it can be set up from Settings → Manage Apps, and the Auth Token can be generated from Settings → Manage Auth Token.

Enter a Connection Name and connect your Microsoft Teams account. If Teams is already signed in on the device, the connection happens automatically; otherwise, the user is redirected to the Microsoft login screen for authentication.

Enable and configure the required workflows:

• Send Multiple Files in Attachments → emSigner to define how documents from MS Teams are triggered for signing.

Configure the following sections to control how documents are picked from MS Teams and sent to emSigner for signing: Attachments Separation in Message, Get User by ID, Get File by Content URL, and Create FlexiForm with Attachments.

In the Attachments Separation in Message section, select the Microsoft Team and Channel from which documents should be picked up for signing.

In the Create FlexiForm with Attachments section, select a Fixed Template available in the emSigner system and provide the required signatory details along with any additional validations, such as Do not send notifications. If no fixed template exists, it can be created from Settings → Manage Templates. The remaining details are automatically populated by the system using the Get User by ID and Get File by Content URL sections.

Once the document trigger workflow is activated, you can configure the next step to handle post-signing actions. The Send Signed Document to MS Teams workflow controls how and where the completed, signed documents are sent back to Microsoft Teams.

Once the user lands on this page, they will see three sections that define the post-signing flow: Document completed, Find-Document-By-WorkflowId, and Send channel message with attachments. Each section represents a step in processing and sending the signed document back to Microsoft Teams.

In the Send channel message with attachments section, the user can specify the destination Team and Channel in Microsoft Teams where the signed document should be shared

How It Works in Microsoft Teams

Once the setup is complete, this section explains how the Microsoft Teams integration works from an end-user perspective. It walks through how documents are picked up from a configured Teams channel, automatically sent to emSigner for signing, and then posted back to the designated Teams channel after completion.

The user navigates to the Microsoft Teams channel that is already mapped with emSigner. This channel acts as the source location from which documents are picked up for signing.

The user uploads one or more documents to the configured source channel in Microsoft Teams. Documents added here are automatically picked up by emSigner and triggered for signing within a few minutes, and multiple files can be uploaded in a single post.

The signer receives an email notification within a few minutes after the document is uploaded in Microsoft Teams. This email contains the link to review and sign the document, allowing the signing process to begin immediately through emSigner.

After the signing process is completed, the signed document is automatically stored back in the configured destination channel in Microsoft Teams.