Microsoft Teams

What will the Microsoft Teams connector bring?

Your users will be able to:

1. Ask questions directly to the Catalog Data assistant and get the insights they need instantly

1. Receive automated notifications about assets they own and stay updated on changes that impact them

This document will walk you through the steps required to install, use, and remove our custom Microsoft Teams extension within your organization.

Prerequisites

1. Microsoft 365 Admin Privileges: You must have the appropriate permissions to manage apps within the Microsoft 365 admin center. For more information on admin roles, see About admin roles.

2. Microsoft Teams Admin Center Access: You will need to access the Microsoft Teams Admin Center to add custom apps and manage policies.

3. Custom Extension Package (Manifest): You should have the custom extension files (usually a .zip or .manifest package) ready for upload. Refer to the Teams App manifest schema for details. This will be provided to you by the Coalesce Catalog support team.

4. Subscription/License for Microsoft Teams: Ensure your organization is licensed to use Microsoft Teams. You can learn more at Microsoft Teams licensing.

5. Access to Our Integration Page: You will need the ability to visit app.castordoc.com/settings/integrations as an Admin user to initiate the integration.

Microsoft Teams integration

Create the integration from Coalesce Catalog Integrations Page.

1. Navigate to the Integration Page: Visit app.castordoc.com/settings/integrations.

2. Select Microsoft Teams: Click the Teams card to start the installation process

   
3. Grant Required Permissions: You will be redirected to your Microsoft Online sign-in page. During this stage, you may be prompted to grant the necessary permissions for our Azure Bot Service, including reading chat messages, user profiles, and other Microsoft Graph API capabilities. Only a Microsoft 365 admin can grant these permissions.

   

   
4. Administrative Consent: Once the admin has consented, you will be redirected back to app.castordoc.com/settings/integrations, where a confirmation toast will appear indicating the installation was successful.

   

• Once the integration is setup, a user synchronization from Azure Active Directory (Entra) to the Coalesce Catalog is initiated. This synchronization is automatically re-scheduled to run daily, ensuring user data remains up to date.

• The AI Assistant in Microsoft Teams will only respond to users with active accounts in the Coalesce Catalog app. If a user does not have an active account, the AI Assistant will ignore their messages.

Microsoft Teams extension installation

Step 1: Enable Custom App Upload

If your organization has restricted the use of custom apps, you must enable the upload of custom apps before proceeding.

1. Log into the Admin Center: Sign in at the Microsoft Teams Admin Center.

2. Permission Policies: Navigate to Teams apps > Permission policies.

3. Allow Custom Apps: Under Global (Org-wide default) or the relevant policy, ensure Custom Apps is set to Allowed.

4. Save: Click Save.

Step 2: Prepare the Package for Upload

1. Locate the .zip file containing the custom extension manifest.

2. If you need to edit the manifest file (e.g., to update icons, descriptions, or version) before proceeding. You can refer to the Teams App Studio for help.

3. Confirm that your manifest file references the correct application endpoints.

Step 3: Install the Extension

Microsoft Teams offer 2 ways to install custom extension. Using the Microsoft Teams Admin center Panel

Via the Teams Client

If your organization has Allow custom app uploads enabled for end users, you can install the extension directly from within the Microsoft Teams client:

1. Open Teams: In the Microsoft Teams desktop or web client, select Apps on the left navigation.

1. Upload a Custom App: At the bottom of the "Apps" pane, choose Upload a custom app.

   

   
2. Select File: Browse to the .zip file containing your custom extension.

   
3. Consent (If Required): If prompted for app permissions, only a Microsoft 365 admin can grant these permissions organization-wide.

4. Complete Installation: Once uploaded, you should see a confirmation message, and your new extension will appear on your app list.

Via Admin Center

If you are an admin and want to upload the extension directly via the Microsoft Teams Admin Center, follow these steps:

1. Manage Apps: In the Microsoft Teams Admin Center, go to Teams apps > Manage apps.

   

   
2. Upload: Click Upload.

   
3. Select File: Browse to the .zip file for your custom extension and select it.

4. Complete Upload: Wait for the upload process to complete.

Step 4: Assign the Extension to Users via App Setup Policies (Optional)

If you want specific users or groups to have this custom extension pinned or readily available, you can configure it in App setup policies.

1. Setup Policies: Under Teams apps in the Microsoft Teams Admin Center.

   
2. Select Coalesce Catalog, then select the Users and groups tab

   
3. Search and Add: Search for your newly uploaded custom extension and add it.

4. Save: Click Save.

Step 5: Done!

Once the extension is installed, you will be able to interact with the Ai Assistant:

1. In 1-to-1 chat

2. In a group chat, by mentioning @Coalesce Assistant, followed by your question.

Microsoft Teams extension uninstallation

via the Teams Client

If you installed the extension directly through the Teams client, you can remove it at the user level:

1. Open Teams: In the Microsoft Teams desktop or web client, select Apps on the left navigation.

2. Find Your Extension: Look for your custom extension under Built for your org or Uploaded.

3. Open the Extension Menu: Click on the extension’s name or right-click.

4. Uninstall: Select Uninstall (or Remove) and confirm if prompted.

via Admin Center

If you wish to remove or uninstall the custom extension from your organization, follow these steps:

1. Unpublish or Block the Extension:

   • Navigate to Teams apps > Manage Apps in the Microsoft Teams Admin Center.

   • Locate the custom extension.

   • Select Block to disable it temporarily, or Delete to permanently remove it from your tenant.

2. Confirm Removal:

   • Wait a few minutes for the changes to propagate.

   • Sign out and sign back in to Microsoft Teams to ensure the extension is no longer visible.

Troubleshooting

• Extension Not Showing Up: Double-check the app permissions and setup policies in the Teams admin center.

• Missing Permissions: Ensure your account has the necessary Microsoft 365 admin roles.

• Provide Tenant ID: If you contact support, your Microsoft 365 tenant ID will help track activity in the logs, making diagnosing and resolving any issues more straightforward.

For further assistance or clarifications, please reach out to our support team.