Best way to set up a Teams chat like a request system

To set up a Teams chat that functions like a request system while maintaining privacy for each requestor, you might consider the following approaches:

1. Private Channels: Instead of using a standard group chat or channel, create a private channel for each requestor. This way, only the requestor and the designated department members can see the requests and responses. However, this might become cumbersome if there are many users, as it requires creating multiple channels.
2. Use of Microsoft Forms: You could set up a Microsoft Form for users to submit their requests. The responses can be directed to a specific team or channel where the department can view and respond to the requests. This method ensures that users only see their own submissions and any responses from the department.
3. Power Automate Integration: Consider using Power Automate to automate the request process. You can create a flow that takes inputs from a form or a specific chat command and posts them in a designated channel or chat, ensuring that only the relevant department sees the requests. This can help manage visibility and streamline the process.
4. Dedicated Request Team: Create a dedicated team in Microsoft Teams where only the department members and the requestors can interact. Each requestor can have a private chat with the team, ensuring that their requests are confidential.

These methods can help you achieve a request system within Teams while keeping the requests private between the requestor and the department.

References:

• Set up Microsoft Teams in your small or medium business
• Use Microsoft Teams for collaboration

Hi @Faas, Jason,

Thank you for posting your question to Microsoft Q&A Forum.

What you’re describing is essentially a request submission system within Microsoft Teams, where:

• Users can submit requests privately (not visible to other requestors).
• A department or group can view all requests and respond.
• Users only see their own request and responses.

Unfortunately, Teams channels and group chats are inherently transparent, meaning everyone in the channel sees all messages. So this exact behavior isn’t possible with standard Teams chat features alone. 

However, with Microsoft Lists, Microsoft Forms and Power Automate, you can create a simple yet powerful support ticket system that streamlines requests and ensures nothing falls through the cracks. You can read through this guide to understand more how to set up a support ticket form and portal, enabling notifications, organizing and assigning tickets, and automating updates using Power Automate, so your team can focus on what they do best while communicating their needs effectively: Create an Internal Support Ticket Hub with Microsoft Lists, Forms & Power Automate | Microsoft ….

Furthermore, to ensure you receive the most accurate and expert guidance, if you have any questions about Power Automate process, I recommend posting your query on the Find Answers | Microsoft Power Platform Community

The Power Platform Community is an excellent resource supported by knowledgeable members, including Microsoft experts and partners. By posting your question there, you’ll gain access to specialized insights and solutions tailored to Power Platform, ensuring your issue is resolved effectively.

We recommend this approach because our internal resources for Power Platform are limited, and we want to make sure you receive accurate, comprehensive guidance. The community is the best place for targeted help and also provides an opportunity for others to learn from your experience.

Note: Thank you for understanding the scope of support available in this forum. Our primary goal is to guide users to the most appropriate resources for accurate and timely assistance. Since this category focuses on Microsoft 365-related concerns, expertise on Power Automate is limited here. To ensure you receive the best possible help quickly, we’re directing you to the Power Platform Community, where specialists and experienced members can provide targeted solutions.

I hope the information provided proves useful. Please proceed with the outlined steps and let me know whether they resolve the issue. If not, I’ll be glad to continue working with you to find a solution. 

Thank you for your patience and understanding throughout this process. Should you have any questions or need further assistance, feel free to reach out at any time.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.