HelpBot Recommended Setup Guide

The following setup guide will walk you through distributing HelpBot to your Teams users. From a high level, you will be publishing the HelpBot custom app to your organization’s app catalog (see Manage your apps in the Microsoft Teams admin center). Next we’ll be creating policies to control access to the app (see Manage app permission policies in Microsoft Teams) as well as pinning and installing HelpBot for users (see Manage custom app policies and settings). Finally, we’ll go through the process of assigning our new policies to users to grant them permissions and start distributing HelpBot.

To make the HelpBot virtual agent app available to users from your  organization’s Teams app store, you can either automatically install HelpBot from the Tikit web app or manually publish the HelpBot app package. We’ve detailed the steps for both paths below.

After publishing to your organization’s app store, you can create app permission and setup policies to control access to HelpBot and pin and install HelpBot for your users.

To automatically install the HelpBot virtual agent to your organization’s app store in Teams:

  1. From Bot Configuration. select Install to Microsoft Teams and Tikit will upload the HelpBot virtual agent to your organization’s app store. A Teams administrator will need to review and approve the app.
  2. Open Microsoft Teams admin center > Manage Apps and approve the HelpBot app.

See the following for detailed steps:

  1. Open the Tikit web app at https://web.tikit.ai
  2. In the header navigation, select the Settings gear and then open Bot Configuration.
  3. Once in Bot Configuration settings, select Install to Microsoft Teams
  • Tikit will upload the HelpBot virtual agent to your organization’s app store, but an administrator will need to review and approve the app. We’ll cover those steps next.
  1. In the Microsoft Teams admin center, open Manage Apps then search for and select the HelpBot app. A newly submitted app like HelpBot will show a Publishing status of Submitted and a Status of Blocked.
  1. In the HelpBot app details, update Publishing status to Publish and confirm when prompted.

The HelpBot virtual agent has successfully been uploaded to your Microsoft teams app store and is ready for your users to install. Teams admins can also deploy HelpBot to users via a Setup Policy, make sure to pin HelpBot to your users sidebar! Check out the sections below on managing app permission policies and app setup policies.

To manually download and install the HelpBot virtual agent to your organization’s app store in Teams:

  1. From Bot Configuration. select Download to download the HelpBot app package A Teams administrator will need to upload and publish the app.
  2. Open Microsoft Teams admin center > Manage Apps then upload and publish HelpBot.

See the following for detailed steps:

  1. Open the Tikit web app at https://web.tikit.ai
  2. In the header navigation, select the Settings gear and then open Bot Configuration.
  3. Once in Bot Configuration settings, select Download to download the HelpBot app package (HelpBot.zip). To learn more about custom app packages, see Publish a custom app by uploading an app package.

Congrats, you have downloaded the app package for HelpBot and are ready to publish HelpBot to your organization’s app store. Take note of the location of HelpBot.zip for the next steps in uploading the app.

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Manage Apps.
  3. Click Upload, click Select a File, and then select the HelpBot app package (HelpBot.zip).

The HelpBot custom app is now available in your organization’s app store. You can find HelpBot in the Manage apps apps list by either scrolling to or searching for it, as shown on right.

 

App permissions policies control what apps are available to a user within the Teams app. You can allow or block all apps or specific apps published by Microsoft, third-parties, and your organization (custom apps). You can use the Global (Org-wide default) policy to customize permissions for all users at once or you can create custom permission policies and assign them to a set of users. By default, all users in your organization can access the HelpBot app in your organization’s app store. To restrict and control who has permission to use HelpBot, we will be creating an app permission policy. To learn more, see Manage app permission policies in Microsoft Teams.

In the next steps we will be updating the Global app permission policy to remove the default access to HelpBot and creating a new app permission policy to restrict access to specific users.

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Permission policies.
  3. Select the Global (Org-wide default) policy.
  4. Under Custom apps, select Block all appsIf there are other custom apps in your organization’s app store you may want to change this to to Allow specific apps and block all others to better match your permission requirements. 
  5. Click Save to save the app permission policy.
  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Permission policies.
  3. Click Add.
  4. Enter a name and description.
  5. Leave Microsoft apps and Third-party apps as the default Allow all apps, unless your organization has specific permission requirements for those categories. 
  1. Add HelpBot to custom apps list:
    1. Under Custom apps, select Allow specific apps and block all others.
    2. Click Add apps.
    3.  In the Add custom apps pane, search for HelpBot, and then select Allow.
  1. Click Save to save the app permission policy.

We now have a custom app permission policy to control access to HelpBot.

Users who have permissions to HelpBot can find it in your organization’s app store under Built for Your Organization Name on the Apps page in Teams. To make it easy for users to get the app, you can pin the app to the app bar in teams. To do this, we will create an app setup policy.

App setup policies control how apps are made available to a user with the Teams app. You can use the Global (Org-wide default) policy to add and pin HelpBot for all users at once or you can create custom setup policies and assign them to a set of users (see Manage custom app policies and settings). We’ll be creating a new app setup policy for HelpBot and then we can start assigning policies to users.

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Setup policies.
  3. Click Add.
  4. Enter a name and description.
  5. Optionally turn on or off Upload custom apps and Allow user pinning.
  1. To install HelpBot:
    1. Under Installed apps, click Add apps.
    2. In the Add installed apps pane, search for HelpBot, and then select Add.
  1. To pin HelpBot:
    1. Under Pinned apps, click Add apps.
    2. In the Add pinned apps pane, search for HelpBot, and then select Add.
    3. Arrange the apps in the order you want them to appear in Teams.
  1. Click Save to save the app setup policy.

We now have an app setup policy for HelpBot. In combination with the app permission policy we can now control access and easily pin and install Helpbot by assigning the policies to users next.

The Global (Org-wide default) app setup and app permission policies apply to all users in your organization. Custom app policies can be assigned on an individual user basis using the Microsoft Teams admin center. To learn more, see Assign policies to your users in Microsoft Teams.

You can assign the specific app setup or app permissions policies to users directly from the App setup policies or App permission policies pages or in bulk via the Users page. We recommend the Users page to assign both policy types at once for multiple users to make the process a bit simpler, but we do also include the steps for assigning just the app setup or permissions policies:

The easiest path to assigning app setup and app permissions policies to users at once is via the Users page in the Teams admin center:

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Users.
  3. Select users to assign policy and click Edit Settings.
  1. In the Edit settings pane, select the HelpBot app setup and app permissions policies. If you did not create an app permission policy for HelpBot, feel free to keep the existing app permission policy.
  2. Click Apply.

To assign an app setup policy to a user from the App setup policies page:

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Setup policies.
  3. Select the HelpBot policy and click Manage Users.
  1. In the Manage Users pane, search for user by display name or by user name, and then click Add
  2. When you’re finished with the list of users to add, click Apply.

To assign an app permission policy to a user from the App permission policies page:

  1. Sign in to the Microsoft Teams admin center.
  2. In the left navigation, go to Teams apps > Permission policies.
  3. Select the HelpBot policy and click Manage Users.
  1. In the Manage Users pane, search for user by display name or by user name, and then click Add
  2. When you’re finished with the list of users to add, click Apply.
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