Microsoft 365 - Ziflow Integration and Automation

Common Integration Use Cases Between Microsoft 365 and Ziflow

• Creative review requests from Microsoft Teams to Ziflow
  Marketing or design teams can initiate a proof review directly from Microsoft Teams when a new campaign asset is ready. A Teams message or channel post can trigger the creation of a Ziflow proof, assign reviewers, and set due dates. This reduces manual handoffs, keeps approvals visible in the team workspace, and shortens review cycles.
• Approval notifications and reminders in Outlook and Teams
  Ziflow can send proof status updates, approval requests, and overdue reminders into Outlook and Microsoft Teams. Reviewers receive actionable notifications where they already work, which improves response times and reduces missed approvals. This is especially useful for distributed teams and time-sensitive campaigns.
• Storing approved proofs in SharePoint or OneDrive
  Once a proof is approved in Ziflow, the final version can be automatically saved to SharePoint or OneDrive with the correct naming convention and folder structure. This creates a controlled repository for approved assets, supports version management, and ensures teams always work from the latest finalized content.
• Embedding proof status into project tracking in Microsoft 365
  Project managers using Microsoft Lists, Planner, or Teams can sync Ziflow proof statuses into task boards and project trackers. For example, a campaign task can move from In Review to Approved when the proof is signed off in Ziflow. This gives leadership and operations teams a single view of project progress without chasing status updates.
• Using Power Automate to orchestrate review workflows
  Microsoft Power Automate can connect Microsoft 365 and Ziflow to automate review routing based on business rules. For example, when a new file is uploaded to a SharePoint folder, Power Automate can create a Ziflow proof, notify the assigned approvers in Teams, and update a Planner task when approval is complete. This removes repetitive admin work and standardizes the approval process.
• Centralized collaboration on creative assets through SharePoint links
  Teams can store working files in SharePoint while Ziflow handles the formal proofing process. Reviewers can access the source asset from SharePoint, comment in Ziflow, and return approved files to the same repository. This keeps collaboration and governance aligned, especially for regulated content or multi-stakeholder approvals.
• Executive reporting on approval cycle times with Power BI
  Ziflow proof data can be combined with Microsoft 365 reporting in Power BI to track review turnaround times, bottlenecks, approval counts, and late feedback by team or department. Business leaders can identify where creative work slows down and improve resource planning, SLA management, and campaign delivery performance.
• Compliance-ready audit trail for approved business content
  Organizations can use Ziflow approval history together with Microsoft 365 retention, security, and compliance controls to maintain a complete audit trail for regulated materials such as financial promotions, HR communications, or legal documents. Approved files, reviewer comments, and final sign-off can be retained in Microsoft 365 repositories for governance and audit purposes.