Integration for Microsoft Teams

Haiilo Advocacy integrates with Microsoft Teams to enable users to receive notifications directly in Teams about new posts in their subscribed channels. The entire post content—title, text, and image—will be visible within Teams. Users can easily open the post on the platform to share it on their social networks. If users access Teams on their mobile devices, opening a post will launch the Haiilo Amplify mobile app. 

For the integration to work, users need to have the same email address on Haiilo Advocacy and MS Teams.

You cannot select to send only posts from specific channels. Notifications are always sent for posts from all channels a user subscribes to. The notifications will also update to reflect any edits or deletions made on the platform. If a post is edited or removed from the platform, those changes will be visible in Teams. However, unpublishing or archiving a post without deleting it from the platform will not retract the post from users who have already received it.

1. Set up an app registration in Microsoft

You need admin rights in your Microsoft Entra ID account to register an app.

Create an app

  1. Log in to the Microsoft Azure Platform.
  2. Go to Microsoft Entra ID > App registrations > New registration.
  3. Give your app a name, e.g., Haiilo.
  4. Select Any Microsoft Entra ID tenant - Multitenant as the account type.
  5. Select Register.
  6. On the app Overview page, copy and save the Application (client) ID and Directory (tenant) ID for later use.
App registration overview page in Microsoft Azure.png

Create a Client Secret and define API permissions

  1. Create Client Secret:
    1. Go to Certificates & secrets > Client secrets.
    2. Select New client secret.
    3. Enter a description and choose when the secret expires.
      • After a secret expires, you need to generate a new secret and update it in Haiilo for the connection to remain valid. We recommend setting up a reminder to renew the secret before it expires.
    4. Select Add.
    5. Copy the secret Value for later use.
  2. Define API permissions:
    1. Go to API permissions.
    2. Select Add a permission > Microsoft Graph > Application permissions.
    3. Add the following API permissions:
      • TeamsAppInstallation.ReadWriteSelfForUser.All
      • AppCatalog.Read.All
      • User.Read.All
    4. Select Grant admin consent for app_name for the added permissions and ensure the status for all permissions is marked Granted for your_tenant.
API permissions for Multichannel Teams in Entra ID.png

2. Set up a Teams app

You need admin rights in your Microsoft Teams account to create an app.

  1. Log in to the Developer Portal in Microsoft Teams.
  2. Select Apps > New app.
  3. Enter a name for the app.
  4. Select Add.

Define basic information and branding

  1. Define basic information:
    1. Go to Basic Information.

    2. Customize at least the following fields:

      Short description

      Provide a description of the app and what it does. Optionally, you can use:

      "This app notifies you about new Haiilo Advocacy posts that you can easily share."
      Long description

      Provide a description of the app and what it does. Optionally, you can use: 

      "This app enhances your Microsoft Teams experience by delivering real-time notifications for new posts in your subscribed channels on Haiilo Advocacy. It enables you to easily stay informed about fresh content, open posts directly from Teams, and share them to social networks. On mobile devices, opening a post automatically launches the Haiilo Amplify app, ensuring smooth and efficient content sharing anywhere, anytime."
      Developer or company name Enter Haiilo, as this should reference Haiilo as the developer.
      Website Enter https://www.haiilo.com/
      Privacy policy Enter https://www.haiilo.com/legal
      Terms of use Enter https://www.haiilo.com/legal
      Application (client) ID Input the Application (client) ID that you copied from Microsoft Entra ID earlier. This is required for the authentication on MS Teams' side.
    3. Select Save.
  2. Define branding:
    1. Go to Branding.
    2. Edit the Color icon, Outline icon, and Accent color to match your platform's branding. Alternatively, you can use Haiilo's icons by downloading our assets below.

Enable the bot and add the domain

  1. Enable the bot feature:
    1. Select App features > Bot.
    2. In the Enter a bot ID field, input the Bot ID found in Haiilo's Administration > Settings > Integrations > MS Teams.
    3. Select Only send notifications (one-way conversations).
    4. Select Personal as the scope.
    5. Select Save.
  2. Add the domain:
    1. Go to Domains > Add a domain.
    2. Add the domain *.smarpshare.com > Confirm.
    3. Select Save.

Publish the app

Before publishing, you can test the application by selecting Preview in Teams. If it works as expected, you can publish it by selecting Distribute > Publish to your organization > Get started / Publish your app.

Your app then needs to be approved by an IT admin:

  1. Open the Microsoft Teams Admin Center.
  2. Go to Teams Apps > Manage Apps.
  3. Search for the app by the name you gave it
  4. Open the app and select Publish > Publish.
  5. Copy the App ID for the app from the admin center. Be sure to use the App ID, not the External App ID.

Once your app is published, make sure to finalize the Teams setup in your Haiilo Advocacy platform so the notifications will be sent.

3. Set up Teams in Haiilo

You need to be a Company Admin to configure MS Teams settings in Haiilo.

  1. In Haiilo, go to Administration > Settings > Integrations > MS Teams.
  2. Toggle to enable the Microsoft Teams integration.
  3. Input the Application (client) ID that you copied from Microsoft Entra ID into the Client ID field.
  4. Input the Client Secret Value that you copied from Microsoft Entra ID into the Client Secret field.
  5. Input the Directory (tenant) ID that you copied from Microsoft Entra ID into the Tenant ID field.
  6. Input the App ID that you copied from the Microsoft Teams Admin Center into the App ID field.
  7. Select Save changes.

Your MS Teams integration is ready to use! Your users will start receiving notifications from Haiilo. 

You can verify the connection by clicking the Test connection button to send a test notification to yourself. If your Teams app displays a "Congratulations" message, the connection is successful. Note that only the user who clicks the test button will get this message.

FAQ

Can the app be restricted to specific users or groups within our organization?

Yes, your IT team can manage this through the Teams admin center, where they can permit or deny access to the app for individual users, groups, or the entire organization. This determines who has permission to use the app.

We recommend assigning the app to only the users or groups within your organization that have access to Haiilo Advocacy.

If you assign the app to just a few users or groups, remember that whenever you add more users to your Haiilo Advocacy platform, you'll need to ensure the app is assigned to them too. Otherwise, they might miss out on receiving notifications in MS Teams.

Do users need to download the Haiilo Teams app, or can this be managed for them? 

Your IT team can proactively install and pin the app through the Teams admin center, so assigned users don't need to take any action. Alternatively, if the app is allowed for a user, they can search for and install it themselves from the Teams app store.

Do users need to log in to their Advocacy accounts within Teams to receive notifications? 

No, as long as the user has an active Haiilo Advocacy account with the same email address as their Microsoft account, they will receive notifications on Teams for new posts in their subscribed channels on Haiilo Advocacy. If a user doesn't have an Advocacy account, they won't receive any notifications on Teams.

Why do I need to grant these API permissions? 

The Haiilo Microsoft Teams Integration accesses Teams data through Microsoft Entra ID, utilizing the Microsoft Graph API via OAuth 2.0 authentication. The listed API permissions are required to display posts from Haiilo Advocacy in Teams.

For more information, please review our Trust Center and Privacy Policy.

Note that since you need to create your own integration within your Microsoft tenant, all other data processing related to the Teams Integration is governed by Microsoft's Terms of Use and Data Processing Agreement.

Downloadable assets

Feel free to use these assets for your MS Teams app—just download them and upload directly into Teams.

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