Business Need:

Many approval workflows require reviewers to examine supporting documentation before approving or rejecting a request. Currently, Teams notifications do not provide direct access to attachments associated with the triggering record, creating additional steps for approvers and slowing decision-making.

This challenge is especially significant for users who primarily work from mobile devices (also businesses that are IP fenced and unable to use the SmartSuite Mobile App) or do not always have immediate access to a company issued laptop. Without access to supporting documents directly from the Teams notification, approvers must navigate back to SmartSuite, making the process less efficient and reducing adoption automations for Teams-abased notification approvals/rejections.

Attachment Support in Teams Notifications

Add support for including record attachments in Microsoft Teams notifications through one or more of the following options:

A configurable File and Image field within the Message Configuration section that can dynamically pull attachments from the Triggering Record or a Find Records action.

Support for attachment links within the Message Content field, allowing users to open documents directly from Teams.

Optional View Only permissions for shared files to prevent downloads when required by governance, compliance, or security policies.

Enhanced Approval Actions

Improve the approval experience by allowing additional response options beyond a simple Approve/Reject action:

Rejection Reasons: Require or optionally prompt users to select a rejection reason before the Reject button is enabled.

Single-select or multi-select options would both be acceptable.

Examples:

Missing supporting documentation

Incorrect information

Requires additional review

Policy exception identified

Other

Request More Information: Provide a "More Information" action that allows the reviewer to specify what information is needed before a decision can be made. This would help streamline communication and accelerate the review process without requiring separate follow-up emails or messages.

Faster approval and review cycles.

Improved mobile user experience.

Reduced need to navigate back into SmartSuite.

Increased adoption of Teams-based workflows and automations.

More efficient approval, rejection, and information-gathering processes.

Better auditability through structured rejection reasons and feedback.

Improved user productivity and decision-making.

As demonstrated in Artem's Teams integration tutorial ( https://www.youtube.com/watch?v=38LwpEY92ec ), adding attachment support within automated Teams notifications would significantly enhance the usability and effectiveness of approval workflows.

This enhancement would transform Teams notifications from simple informational messages into actionable approval experiences, making it a highly impactful and valuable feature for organizations that rely on workflow automation and distributed approval processes.

In short: This would be a critical feature that enables users to review, approve, reject, or request additional information directly from Teams while maintaining access to the supporting documentation necessary to make informed decisions.

Increasing adoption of this integration feature while keeping SmartSuite as the system of record and source of truth by enabling users to take critical decision actions from Microsoft Teams.