How to add Microsoft Teams to ProShop ERP
Short answer
Connect ProShop to Teams by reading changes through the ProShop API and posting adaptive cards to channels or people through a Teams bot or Power Automate workflow. Approvals tapped in Teams are validated against Entra ID and written back to ProShop.
Many ProShop shops run Microsoft 365 for email and files, and Teams is where the quality manager, the production lead and the buyer already talk. Meanwhile the events that need attention, a hold on a work order, an NCR raised, a quote waiting for approval, sit inside ProShop until someone logs in and notices.
Putting those events into Teams as actionable cards closes that gap. The main design decision is how much logic lives in a low-code workflow and how much in a bot you maintain.
What teams use it for
NCR raised notifications
When a nonconformance is opened in ProShop, a card lands in the quality channel with part, work order, defect and a link back to the record.
Purchase approval cards
POs above a threshold are posted to the approver as a card with vendor, total and lines, with Approve and Reject buttons.
Late work order digest
A morning post lists operations behind schedule per department, so the stand-up starts from facts rather than from the board.
Quote desk coordination
Estimators get a card when an RFQ is imported and can claim it, assign it, and mark it quoted without opening ProShop first.
Calibration and document expiry
Gauge calibration due dates and expiring controlled documents are posted to the owner a set number of days ahead.
ProShop ERP integration surface
- ProShop API (GraphQL in recent releases) provides read access to work orders, POs, quotes, NCRs and calibration records; confirm endpoint, scopes and rate limits for your tenant.
- ProShop has internal approval and notification features for some record types. Check whether your version can send outbound webhooks or email, since either can trigger a Teams workflow.
- Email notifications from ProShop can be used as a low-effort trigger: a Power Automate flow watching a shared mailbox can parse them and post to Teams.
- ProShop is vendor-hosted, so there is no database trigger option. Use polling or notification-driven triggers.
- User identity in ProShop is separate from Entra ID unless you have configured single sign-on. Plan a mapping table from Teams users to ProShop users.
How it works
- 1
Pick the trigger method
Choose between ProShop-sent email parsed by Power Automate, scheduled API polling by a small service, or webhooks if your version supports them.
- 2
Create the Teams channels and an app registration
Register an app in Entra ID for the bot, grant the Graph or Bot Framework permissions you need and install it to the target team or personal scope.
- 3
Design adaptive cards
Build one card per event type with the few fields people actually need, a deep link to the ProShop record, and action buttons only where a write makes sense.
- 4
Map users
Keep a table linking Entra ID user principal names to ProShop users, so an approval from the right person is applied under the right role.
- 5
Handle card actions
When someone taps Approve, the bot verifies their identity and role, calls the ProShop API to apply the change, and updates the card to show who did what and when.
Example flows
PO approval from Teams
Trigger: A purchase order above the approval limit moves to pending approval.
- The service detects the pending PO and sends an adaptive card to the approver.
- The approver reviews vendor, lines and total on the card.
- They tap Approve, and the bot checks their ProShop approval limit.
- The change is written through the API and the card updates.
Result: Approvals happen in minutes on a phone instead of waiting for a desktop login.
NCR triage channel
Trigger: A new NCR is saved on a work order.
- A card posts to the quality channel with part and operation details.
- A quality engineer clicks Claim, which assigns the NCR owner.
- The service writes the owner into a note on the NCR.
Result: Every NCR has a visible owner within the shift.
Keeping data on-prem
Teams is a Microsoft cloud service, but the logic that watches ProShop and builds cards can run on a server in your own network with outbound HTTPS to ProShop and to Microsoft. If you add natural-language features, such as asking the bot which jobs are late, run the model locally using vLLM or Ollama and give it only the read results returned from ProShop. For GCC High or DoD tenants, confirm bot and Power Automate availability in that cloud before designing, since some features lag the commercial cloud. Keep controlled technical data out of channels regardless of tenant.
Security checklist
- Authenticate bot users with Entra ID and re-check ProShop roles server-side on every action, never trusting the card payload.
- Post minimal data in channels. Link to ProShop for details so access control stays in ProShop.
- Use a dedicated ProShop integration user and store its credentials in Key Vault or an equivalent.
- Log every card action with user, record and result for audit.
Ways to get it done
Power Automate flows with ProShop email or API triggers
Effort: A few days per flow.
Best for read-only alerts and light approvals when the team already holds Power Automate licenses.
Custom Teams bot with the Bot Framework or Teams SDK
Effort: Three to six weeks for a first set of cards and approvals.
Needed for rich approvals, role checks and conversational queries.
Partner build with Netray
Effort: Scoped pilot in a few weeks.
Suits teams that also want an AI assistant in Teams answering ProShop questions with a private model.
Pitfalls
- !Posting every ProShop event to a channel, which trains people to mute it within a week.
- !Approvals that bypass ProShop approval limits because the bot used a super-user token.
- !Hard-coding ProShop field names, then breaking when a release changes them.
- !Forgetting that Teams users and ProShop users are different identities.
- !Putting controlled drawings or specs in a general channel.
Frequently asked questions
Does ProShop integrate with Microsoft Teams out of the box?
Check with ProShop for your current release, as native options change over time. Where none exists, you connect them with the ProShop API or ProShop email notifications feeding Power Automate or a custom bot, which gives you the same result with some setup effort.
Should we use Power Automate or build a bot?
Use Power Automate for notifications and simple approvals. Build a bot when you need role-aware approvals, conversational lookups or complex cards. Many shops start with Power Automate and move the busiest flows into a bot later.
Can people approve purchase orders from the Teams mobile app?
Yes, adaptive card buttons work in Teams on mobile. The bot must verify the person and their ProShop approval authority before applying the approval, and the result should be written back to the PO.
Can we ask Teams questions like which jobs are late?
Yes, with a bot that translates the question into a read query against the ProShop API. Keep the model read-only, show the source records, and consider a locally hosted open-weight model if the data is sensitive.
What about GCC High tenants?
Verify each component's availability in your Microsoft cloud, including Bot Framework, Power Automate connectors and Graph permissions. Feature parity with commercial is not guaranteed, so test a small flow before committing to a design.
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