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How to integrate Microsoft Teams with Capsule

Microsoft Teams is a collaboration app for businesses that helps teams stay informed, organized, and connected. With the help of Zapier you can create Channel messages when an Opportunity changes milestones in Capsule.


  • Your Zapier plan needs to allow for multi-step Zaps.
  • You will need to add the Zapier App to your Team in Microsoft Teams, steps on how to do this can be found in this Zapier blog post.

How to set up the Capsule to Microsoft Teams Zap

  1. Log in to Zapier and click + Create to get started (we always recommend naming your Zap when you start - that way it’s easy to reference at a later time).
  2. Describe what you wish to automate as “When an opportunity changes milestones in Capsule CRM, to a specific milestone, send a Channel message in MS Teams.” and press Enter.
Screenshot showing the first step of a Capsule to MS Teams zap
  1. Zapier will define the trigger New or Updated Opportunity (Capsule CRM) and action Send Channel Message (Microsoft Teams) for you. It’s a good starting point but will need some modifications and additions. Click Try it.

Define the Zap Trigger

  1. Choose the Capsule account you want to use (or if you haven't yet connected your Capsule account follow the steps to connect your Capsule account). Once you've chosen your account click Continue.
  2. For the Zap Trigger select An existing Opportunity is moved to a different milestone and click Continue
Screenshot showing the trigger for opportunity milestone change
  1. Click Test Trigger , Zapier will find some test records, select the record you'd like to test the Zap with and click Continue with selected record

Add a filter for a specific milestone name

At this point, the trigger you have created will look for any milestone changes for Opportunities within your Capsule account. If you would like to limit your Zap to only trigger when Opportuities reach a specific milestone then you will need to add a filter step.

In this example, we’ll use the Negotiation milestone of our Sales Pipeline.

  1. Click the + between the two steps to add another step and select the Filter step.
Screenshot highlighting the plus icon to add a step to the zap
  1. Set the filter criteria so that the Zap will only continue if the Milestone Name exactly matches Negotiation. Click Continue.

This will test your filter with your existing test record and let you know whether or not the zap would have continued. As you are adding in an extra filter, it’s possible your original test Opportunity will not meet this criteria you will see a message that the Zap would not have run. If this happens, go back to the Test step of the Trigger and choose a different test Opportunity. If you don’t have any suitable options, simply go into Capsule and move an Opportunity to the milestone to test and refresh the Test step.

  1. Be sure to test with different examples to confirm you have the filter set correctly. When you are ready, click Continue.

Define the Zap Action

  1. Select the app (Microsoft Teams) and the event (Send Channel Message) and click Continue.
  2. Chose the Microsoft Teams account you want to connect (don't forget you'll need to add the Zapier app in Microsoft Teams) and click Continue
  3. Set up the action by selecting the Team and Channel the message should be posted in.
Screenshot showing the options when sending a message to Microsoft Teams

When composing the message you can pull in Opportunity-specific information such as:

  • Opportunity name
  • The link to the Opportunity in Capsule
  • The Opportunity value
  1. Test the Action step to ensure all is working correctly.
  2. If the test is successful then you're ready to Publish your Zap.

More ideas for this Zap

Log every milestone change rather than just to a specific milestone

  • Ignore steps that add a filter for a specific milestone
  • Set the first line of the message text to include the new Milestone Name

Log only when an opportunity is marked Won

  • In the filter step change the milestone name from Negotiation to Won.

  • Set the first line of the message text in the Action to: Opportunity Won