This guide provides step-by-step instructions on how to install an existing AskHR application from the Teams store.
Prerequisites
Before starting the installation process, ensure that you have the following:
- Microsoft 365 Account: You must have an active Microsoft 365 account (work) and be a member of a Microsoft Teams workspace.
- Microsoft Teams access: Login access to your Microsoft Teams account.
- User Role: Sufficient permissions to install the application in your Teams workspace. If you're not an admin, the application requires approval from Teams or IT admin.
- App Approval: Administrator approval access is required for the application before you can install it.
- AI Assistant setup: The AI Assistant bot should turned on in the application to connect to AskHR for Teams by selecting the Use this bot to interact with external bots and generate response option.
Procedures
Step 1: Locate the Application in the Teams app Directory
- Launch the Teams app and sign in with your Microsoft 365 credentials.
- On the Teams sidebar, select the Apps icon.
- From the search results, select the app to open its details page.
Step 2: Install the Application
- In the search bar, type "AskHR" and select it from the results.
- To install the AskHR app, select Add. Follow the prompts to set up the bot.
Step 3: Connect AskHR with the Application
- Open Microsoft Teams and navigate to the chat where you want to install the AskHR app.
- Select the AskHR app to open it.
- Interact with the AskHR bot. It will prompt you to configure the connection, or you can type "setup" or "help" to initiate the process manually.
- When prompted, enter the URL of your Application instance, for example, https://yourcompany.applaudcloud.com.
- Generate the API Key on the application and provide the same on the API Key field.
- Select Submit.
Step 4: Authenticate and Connect Individual User Accounts
- After providing the application instance details, you'll be redirected to a web page to log in with your application and complete the authentication.
- Go to App Home
- In the AskHR app, select the Home tab and then Connect your account. Users will be redirected to the application platform to enter their login credentials and authenticate their accounts.
Step 5: Test the Application
- Ensure that the application responds promptly without errors to confirm that the setup is completed and connected to the user account.
Step 6: Provide Access to the Team Members
- Inform respective team members that the app has been installed.
- The application is already connected to the instance URL, and each team member connects to the respective user account with the credentials.
Additional instructions (If Needed)
Disconnect user account
- In the Microsoft Teams sidebar, select Apps or locate the AskHR app you installed.
- Go to the app's Home tab.
- Within the app's interface, find and select the Disconnect your account option. This action will only disconnect your user account from the Application platform.
- Confirm the disconnection when prompted. This will log you out and sever the link between your user account and the platform.
Connect to a different application
- After disconnecting your account, you'll be prompted to connect to a new application.
- Enter the URL of the new application or platform you want to connect to, for example, https://new-company.applaudcloud.com.
- After entering the new application URL, you will be redirected to log in with your credentials for the new platform.
- Once authenticated, the new connection will be established with the application.
Uninstallation
- In the Teams sidebar, select Apps to find the AskHR app.
- Next to the app, select the ellipsis (...), then choose About or Settings.
- Scroll down, select Uninstall, and confirm the action when prompted. This will remove the app from your team's workspace.
- If your team used the app, notify them of the uninstallation.
- Organization-Wide Deployment: If you're an IT or HR administrator, you can deploy the AskHR app across multiple teams at the organizational level, ensuring that all relevant teams have access to the integration with the application without needing individual team installations.
- Application URL Configuration: Only the IT/HR administrator who initially set up the AskHR app in Microsoft Teams can modify the application URL. Ensure proper records of this access are maintained for future changes or troubleshooting.
- Disconnection affects only the individual user: This will only disconnect your account, not the entire team or workspace.
- Reconnection: To reconnect, you must re-enter your user credentials and follow the standard login procedure.
- Multi-Region Support: If your organization spans multiple regions, ensure that the Application URL corresponds to the appropriate data center or region to prevent latency issues or disconnection errors.
Following these steps, you can connect your application to the AskHR app in Microsoft Teams, allowing users to access HR-related information directly within Teams.