Send Email-Notification to specific address with workflow

SOLVE
ASoppelsa
Participant

Hi,

 

A channel in Microsoft Teams has a specific email-address, where you can send notifications to.

Thus, when creating new tickets that meet certain criteria (e.g. priority AND category) we'd like to send an email to this specific email-address with a workflow. Alternatively we were thinking that we could create a contact (with the specific email-address) - however, this would pose the question on how to select a single contact to send an email to in a workflow.

 

Any help is very appreciated!

 

1 Accepted solution

Accepted Solutions
karstenkoehler
Solution
Most Valuable Member

Hi @ASoppelsa,

 

Have you had a look at the Microsoft Teams app for HubSpot? https://ecosystem.hubspot.com/marketplace/apps/productivity/workflow-automation/microsoft-teams-2136...

 

If the integration doesn't meet your requirements, you'd have to use the "Send internal email notification" action in a workflow:

 

notification.png

 

Since this action requires the recipient to be a user in your HubSpot portal, you can't add the Microsoft Teams email address here. (I assume that it's not associated with an inbox that you can manage? You can try to create a HubSpot user with the Microsoft Team email address but I doubt that it will work.)

 

The workaround would be sending this notification to an existing user and creating a forwarding rule: Each email with the subject line of your notification would be forwarded to your Microsoft Teams email address. For Gmail, for example, the steps are explained here: https://support.google.com/mail/answer/10957 I would also create some rules that all these notifications are immediately filtered out or archived in the inbox of the user who's the intermediary. Not an ideal solution but it could work.

 

Hope this helps!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


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4 Replies 4
karstenkoehler
Solution
Most Valuable Member

Hi @ASoppelsa,

 

Have you had a look at the Microsoft Teams app for HubSpot? https://ecosystem.hubspot.com/marketplace/apps/productivity/workflow-automation/microsoft-teams-2136...

 

If the integration doesn't meet your requirements, you'd have to use the "Send internal email notification" action in a workflow:

 

notification.png

 

Since this action requires the recipient to be a user in your HubSpot portal, you can't add the Microsoft Teams email address here. (I assume that it's not associated with an inbox that you can manage? You can try to create a HubSpot user with the Microsoft Team email address but I doubt that it will work.)

 

The workaround would be sending this notification to an existing user and creating a forwarding rule: Each email with the subject line of your notification would be forwarded to your Microsoft Teams email address. For Gmail, for example, the steps are explained here: https://support.google.com/mail/answer/10957 I would also create some rules that all these notifications are immediately filtered out or archived in the inbox of the user who's the intermediary. Not an ideal solution but it could work.

 

Hope this helps!

Karsten Köhler
Freelance Digital Marketing Advisor

Beratungstermin mit Karsten vereinbaren


Did my post help answer your query? Help the community by marking it as a solution.

View solution in original post

ASoppelsa
Participant

Hi @karstenkoehler 

 

Thank you very much for your fast reply. Pretty much confirms my suspicions of my approach not working. I had a look into the teams integration provided in the marketplace - however, the reviews are not very "uplifting" as well you'd need to be an administrator in Teams in order to set it up.

 

Best, ASoppelsa

0 Upvotes
paigeleslie
Contributor

Having a similar problem here. I'm wanting to send confirmations to other team members when certain workflow actions are triggered - I'm starting to wonder if there's an app that can be added that allows for this kind of email notification? I just need a basic email sent. Seems bizarre that HubSpot isn't capable of this with all of the other functionality available to workflows.

0 Upvotes
PamCotton
Community Manager

Hello @paigeleslie, what specific actions in the workflow you are looking to send team members notifications? Depending on it you can add as @karstenkoehler mentioned after the action you can add another with "send internal notification".

The more information, screenshots, and details you can provide, the better I can advise on the next steps.

 

Kindly,

Pam

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