How to: Track Non-Salesforce User Actions in Microsoft Teams

Overview

When non-Salesforce users fill out Centro Forms in Microsoft Teams, their identity may not be directly stored in Salesforce. However, you can track their actions by passing their Teams user ID into Salesforce. This guide will show you how to configure Centro Forms to capture the user's information.

Steps to Capture Approver Information

1. Access Centro Forms in Teams

    •    Navigate to your Teams channel where Centro is installed.

    •    Open the Centro App and select Centro Forms.

    •    Locate the form associated with your approval process (e.g., Finance Approval, Legal Approval).

2. Add a Hidden Field for Approver Information

    •    Edit the form and add a new field (e.g., Finance Approver).

    •    Move this field to the hidden section of the form.

3. Use a Merge Tag to Capture the Teams User ID

    •    In the new field, set the value to [[userID]].

    •    This automatically captures the Teams Grid User ID of the person who updates the form.

4. Save and Test the Setup

    •    Submit an approval using the form in Teams.

    •    The captured user ID will be stored in Salesforce in the designated field.

5. Link the User ID to a Contact or Chatter-Only User

    •    Use Salesforce Flow to match the Teams User ID with an existing contact or Chatter-only user.

    •    This helps associate the approval with an actual person’s name in Salesforce.

Why Use This Method?

✔️ Track approvals from non-Salesforce users

✔️ Maintain audit logs of who approves records

✔️ Improve visibility into cross-functional approvals

For more details or troubleshooting, contact our support team or visit www.centro.rocks.