Responsive LookUp for Teams – Home

Note: LookUp is an add-on feature and must be enabled prior to use. Contact your account manager, or accountmanagers@responsive.io, to enable it.

Responsive provides integration with Microsoft Teams allowing your users to collaborate with Microsoft Teams inside Responsive.

For an overview of this feature, download the attachment at the end of this article.

Permissions

User must have a role with access to Company Settings in Organization Settings to set up this integration.
Users must have View access to Projects and the Answer Library to view the content.

Fetching the Tenant ID

You must have a Tenant ID to integrate with Microsoft Teams.

If there are no teams created, create a new team.
Click More options near the team name and select Get link to team.

The Get a link to the team will be displayed as shown below:

Copy the tenantId (everything after the = ). You can use this tenant ID for integrating Microsoft Teams with Responsive Bot.

Integrating Microsoft Teams with Responsive

To integrate Microsoft Teams with Responsive Bot, you can follow the steps below:

Login to Responsive.
Click Organization Settings > INTEGRATION > Collaboration > Microsoft Teams > Configure.

The Microsoft Teams pop-up will be displayed. Enable Microsoft Teams Bot (Disabled).

Enter the Tenant ID (use the tenant ID fetched from Microsoft Teams).

Click SUBMIT. A success message will be displayed on successfully connecting with Microsoft Teams.

Next, go to Microsoft Teams, click More option of the team that has to be connected with Responsive.
Select Manage Team.
Click Apps

Click More apps.

The Apps page will be displayed. Search for Responsive Bot.

Click Responsive bot. A pop-up as shown below will be displayed.

Click the drop-down and select Add to a team.

Select a channel where the bot has to be added and click Set up a bot.

A welcome message will be displayed as shown below:

Once you install the bot in Microsoft Teams, you can see the channel list populated in the Microsoft Teams configure pop-up within Responsive. Choose the channel to which the comment notification has to be sent and click SUBMIT.

Note:

All messages (only comments and @mentions) sent from Responsive will be received in Microsoft Teams in the channels specified here. All the comments posted in Responsive, will get notified in the channel you configured. If a user is mentioned, that particular user will get notified in private chat as well as in the configured channel.
To further filter search results, specify the Filters. You can select a maximum of three filters including custom fields. (Supported custom field types: Dropdown, Multi-Select Dropdown, Checkbox, and Radio.)

Limiting Answer Library Searches in Microsoft Teams to Specific Collections

A Super Admin user can restrict access to specific collections to protect potentially sensitive information:

Navigate to Organizations - Collaboration > Integrations, and then select Configure on the Teams tile.

In the Responsive User Options section, select Search only these collections and then enter the collections your users should be able to see. Click Submit to save your changes.

Making Search Results Accessible for Guest Users

To make the search results accessible to non-Responsive users, follow the steps below:

Turn ON the toggle switch associated with Allow Non-Responsive Users.

A section as shown below will be displayed.

Enter the collection name to indicate the collection(s) that you want these guest users to have access to. Multiple collections can be specified.

Note:

The collection(s) field will be displayed only if collections are enabled for the organization.
If collections are not selected and domain is specified, the default collection will be fetched by the system.
Either a collection or a domain must be configured.

Enter a domain from which you want the non-Responsive users to have access to this Responsive content.
Click SUBMIT to save the settings.

Note:

Multiple domains can be specified, one domain per line.
If the guest users’ email ID is email@abc.com, and email@gmail.com enter the domain as
- abc.com
- gmail.com

Sending Messages to Microsoft Teams

You can send direct messages from Responsive to Microsoft Teams. All comments posted in Responsive, will get notified in the channel you configured. If a user is mentioned, that particular user will get notified in private chat as well.

Searching Content Contents from Microsoft Teams

This search can be done from any team (that you are part of) connected to the Responsive Bot.

You can start a new search for Content Library content directly from the MS Teams message box using the @botname search command, followed by the keyword you are searching for. To search keyword in both Question and Answer: @responsive search [keyword], Example: @responsive search business

You can perform advanced search (@botname search fieldname:[value]) using field names such as question, answer, tags, collections, language, custom fields (such as Product Name, User Name), etc. Example: @responsive search language:English
You can also perform combination search using Boolean operators(AND, OR, NOT), wildcard (?, *), fuzzy(~), and range([1 TO 5 ]). Example: @responsive search question:policy AND tags:(tag1 OR tag2)

Note: You can also get the list of searchable fields by typing: @responsive help search-fields.

For example, to perform AL Search from Microsoft Teams, you can follow the steps below;

Go to a channel or to the private chat of the bot.
Mention the bot using @ command, then the keyword search and then the term to be searched (@Responsive_BOT search <keyword>). The result would be displayed as shown below:

You can view this result as well as all matching results in Responsive by clicking on the respective links.

Filtering Search Results

Once the search results are displayed, you can further filter the search results based on filters configured in the Responsive Organization Settings.

Select the filter values as shown below:

Click Apply. The filtered results will be displayed as shown below:

Search Operators you can use with MS Teams

You can use words or symbols called search operators to search Answer Library content from MS Teams. You can also combine operators to filter your results further.

How to use a search operator

Go to MS Teams.
In the editor area, type the search syntax.

Search Syntax

What you can search content by	Search syntax & example
Keyword in the Q&A pair	@botname search <searchterm> Example: @responsive search business, will fetch all content with the term business anywhere in the content.
Keyword in the Question	@botname search question:<searchterm> Example: @responsive search question:business, will fetch all content with the term business in the question.
Keyword in the answer	@botname search answer:<searchterm> Example: @responsive search answer:business, will fetch all content with the term business in the answer.
Tag	@botname search tags:<tagname> Example: @responsive search tag:security, will fetch all content with the tag security.
Collection	@botname search collections:<collectionname> Example: @responsive search collections: APAC, will fetch all content within the collection APAC.
Language	@botname search language:<language> Example: @responsive search language:German, will fetch all content in the German language.
Wildcard search	@botname search language:<itali?n>, will fetch all content in the Italian language *@botname search tag:<secu>,** will fetch all content with the tags- secure, secured, security, etc.
Fuzzy Search	@botname search question:<secu~>, will fetch all content with the terms- secure, seek, self, present, such, etc., in the question.
Range Search	Range search can be used to search numeric values such as star rating and dates. @botname search <starrating>:[1 to 5], will fetch content with star rating 1, 2, 3, 4, and 5. @botname search <starrating>:{1 to 5], will fetch content with star rating between 2, 3, 4, and 5. @botname search <starrating >:[1 to 5}, will fetch content with star rating 1, 2, 3, and 4. @botname search <starrating >:{1 to 5}, will fetch content with star rating 2, 3, and 4. *@botname search <starrating >:[ to 5], will fetch content with star rating from any number till 5. @botname search <starrating >:[1 to ], will fetch content with star rating from 1 till any number. @botname search <starrating >:[ to ]*, will fetch content with any star rating.
Date Range Search	*@botname search date:[ to NOW], will fetch all content with Date field. @botname search date:[<30-12-2019>], will fetch content with the specified date. @botname search date:[<30-12-2019> TO <01-01-2020]**, will fetch all content within the specified date.
Boolean search	AND/&& Search @botname search language:English AND French @botname search language:English && French The above examples will fetch all content in the English and French languages. OR/\|\|Search @botname search collections:C1 OR C2 @botname search language:C1 \|\| C2 The above examples will fetch all content in the collections C1 and C2. NOT Search @botname search tags:!Tag1 will fetch all content without the tag Tag1. + Search @botname search question (+< terms>) Example: @responsive search question (+social media search) will fetch all content with the term “social” in the question, even if the terms media and search are not available. - Search @botname search question (-< terms>) Example: @responsive search question (-social media search) will fetch all content without the term “social” in the question, but contains the terms media and search. Grouping Search- You can group Boolean operators AND, OR and NOT to perform searches Example: @responsive search question:policy AND tags:(tag1 OR tag2) will retrieve all content having the keyword policy in the question and has either the tag 1 or tag 2.

Filtering Search Results

Once your search results have been displayed, you can filter to find what you need.

Setting Up Filters for Microsoft Teams

To set up filters for your Teams integration, perform the following steps:

Navigate to Organization Settings. Select Integrations, and then click Collaboration to display the different integration options. Click Configure on the Microsoft Teams tile.

To set up the filters:
1. Click the Microsoft Teams Bot toggle
2. Enter the Tenant ID you previously received (see Fetching Tenant ID)
3. Enter the channel where the content will appear
4. Specify the filters you want to use, with a maximum of three
  
  The filters can be any tags, collections, star rating or language. It can also be a custom field, as long as the field type isn’t text.
  Begin typing the name of the field and Responsive will suggest valid fields which you can choose. Click the X after a filter’s name to remove that filter.
5. If users who don’t have access to Responsive should be able to see the filtered search results, select the Allow Non-Responsive Users toggle.
6. Click Submit.

Using Filters with Microsoft Teams

After the filters have been set up, you can use them to help you find Responsivecontent that you are searching for.

Enter your search request (@Responsive_BOT search <keyword>). Select any filters you want to use from the appropriate pull-down menus, and then click Apply.

Setting Up a Project-Specific Channel

Use Case:

It can be hard to find the information for a specific project when communications about all your projects appear in the same channel

Responsive allows you to use a specific channel for project communications for the following types of channels:

All Public (with the Responsive bot)

Users must have Update Project Info access.

Note: Before setting up the project-specific channel, you must have already enabled collaboration with Teams in the Organization Settings and set up the Responsive bot as described previously.

To set up a project-specific channel for Teams, select the project. Click Menu at the top of the page, and then click Project Settings.

Click the + next to Microsoft Teams Settings to expand it. Make sure the Post channel notifications for this project toggle is enabled, and then click Use a specific channel.