Responsive LookUp for Hangouts

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.

Installing and connecting Responsive LookUp for Google Chat is a simple process. Both Responsive and Google Chat must be installed separately.

Use Case: While responding to questions, you need to view messages from team members without logging into Responsive. You want to search for Answer Library contents from Google Chat.

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

Permissions

You must be an Admin to set up this feature in Responsive.

Adding Responsive to Hangouts Chat

To receive messages from Responsive to Hangouts Chat, you must have installed the Responsive bot:

1. Login to Hangouts Chat.

2. Click Find people, rooms, bots A section as shown below will be displayed.

3. Click Find a bot. The Find a bot page will be displayed as shown below:

 

4. Search for Responsive and select Responsive.

5. A page as shown below will be displayed. Click Add to room.

6. The Add bot “Responsive” to rooms. pop-up will be displayed. Select the room name and click Add.

The bot will be added and will be displayed as shown below:

 

Once the bot is added, you will be able to receive messages from Responsive in the room where the Responsive bot is added.

Adding Bot to Receive Direct Messages

To receive direct messages to the Responsive bot when someone @mentions you, you need to add the bot for messages:

1. Login to Hangouts Chat.

2. Click icon next to BOTS. The Find a bot page will be displayed as shown below:

3. Search for Responsive and select Responsive.

4. A page as shown below will be displayed. Click Message.

The bot will be added and will be displayed as shown below:

You can now receive direct messages to the Responsive bot when you are @mentioned in comments.

Adding Users to Hangouts Chat

For a user to receive comments posted in Responsive and search Responsive contents from Hangouts Chat, the user must be added to the Hangouts Chat room. To add a user to Hangouts Chat, you can follow the steps below:

1. Enter a room to which the user has to be added.
2. Click the drop-down icon adjacent to member count.

3. Select Add people & bots.

The Add people, groups, or bots to “<room name>” pop-up will be displayed as shown below:

4. Enter the name or email ID of the person or group to be added.

5. Click Send. The member will be added to the room and a message will be displayed as shown below:

Integrating Hangouts Chat

To integrate and install Hangouts, you can follow the steps below:

1. Login to Responsive as an administrator.
2. From the Responsive landing page, select Organization Settings.

3. The Organization Settings > Manage Users page will be displayed, select INTEGRATION.

4. The INTEGRATION tab will be expanded. Click Collaboration.

5. Click Configure associated with Hangouts Chat.

The Hangouts Chat pop-up will be displayed as shown below:

6. Turn on the toggle switch to enable Hangouts Chat Bot.

Once you are connected to Hangouts Chat, you will receive notifications in Hangouts through the Responsive Bot for all comments made in the Content Library and/or project discussions. Along with Responsive Bot, you will also receive messages through a selected room.

7. To select a chat room, click the drop-down icon and select a room.

In the Guest Access To Collections section, you can specify the domain and collections. Users in the specified domain will be able to search for content in the selected collections. 

8. Enter a Domain. Multiple domains can be specified, one domain per line.

Note: Users from your company’s domain as well as migrated users from the other domains (specified here) will have access to Hangouts Chat.

9. Select a Collection. Multiple collections can be selected.

Note: Collections selection field will be displayed only if collections are available in the Organization. If collections are not selected, and domain is specified, the default collection will be fetched by the system.

10. Click SUBMIT.

 

Rich Notifications

Integrating Responsive with Hangouts Chat keeps everyone in sync, everywhere with updates on multiple tasks from your rooms. Instant notifications can be sent to the user from the SECTIONS tab, while responding to RFx questions, as well as from Answer Library.

Note: Only text comments can be sent from Responsive to Hangouts Chat. Attachments to comments, if any, will not be displayed in Hangouts Chat.

Messaging from SECTIONS

Comments made in the SECTIONS tab of the application can be sent as an instant notification in the selected room, as well as a direct message if user is @mentioned in the comment.

1. From the SECTIONS tab of the any project page, click the more options icon associated with a required section.
2. Select Section Comments from the displayed options. The Add New Comment section will be displayed as shown below:

3. Enter the required comment and click icon.

Note: To send a message to a particular user, type @username followed by the message. To send the message to the entire team, type @team followed by the message. The message will be displayed to all users in the room as shown below:  The message will also be displayed to the user in the Responsive bot view as shown below:

 

Messaging While Responding to Questions

Integration with Hangouts Chat also allows you to send instant notifications while responding to RFx questions. This section explains how messages can be sent directly to any or all user within the Responsive bot or selected space/room while responding to questions.

1. From the response section, click the comments icon.

The Comments section will be displayed.

2. Enter @username followed by the message and click icon.

Note: To send message to the group, type @team followed by the message and click  icon. You can upload and share files by clicking icon. Attachments won't post in the Chat room but are linked from the comment.

The message will be sent to the user in the selected room as well as the Responsive bot.

Messaging from Answer Library

You can also send instant notifications from the Answer Library. This section explains how messages can be sent directly to any or all user within the Responsive bot or selected channel from the answer library.

1. From the Answer Library page, click on the QA pair for which comment has to be added.
2. Click the comments icon. The Comment pop-up will be displayed.

3. Enter the required comments and click icon.
4. Enter @username followed by the message and click icon.

Note: To send message to the group, type @team followed by the message and clickicon. You can upload and share files by clicking  icon. Attachments won't post in the Chat room but are linked from the comment.

The message will be sent to the user in the selected channel as well as the Responsive bot.

Searching AL Content

Using search in Hangouts Chat makes finding the right content from the Answer Library a breeze. Here we will cover how to filter and refine your searches in Hangouts chat to quickly find what you need.

Starting a New Search

You can start a new search for answer library contents directly from the message box using the @Responsive search command, followed by the keyword to be searched for from any room that you are part of, and with the command search <keyword>from the Responsive bot.

To search keyword in both Question and Answer: @responsive search [keyword], Example: @responsive search business

• You can perform advanced search (@responsive 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, if you wish to search for contents with the keyword "social" from any of the rooms you are part of, you can specify the command: @responsive search social.

1. Enter @responsive search, followed by the keyword from any room, example: @responsive search social.

2. Click Enter. The results would be displayed to all users in the room as shown below:

 

Attention!

• If no matches are found for the searched keyword, a message would be displayed as shown:

• If the room is not connected to the Responsive Bot, a message as shown below will be displayed:

Note: To enable search, you can click Add to room.

 

Viewing Search Results

Search results are adaptive to help you find what you’re looking for. For example, searching for a word like "test" may show results for related terms like "testing" or "tests". 

The search results would be displayed in the Hangouts Chat as shown below:

• VIEW THIS CONTENT IN Responsive: Clicking this will take you directly to the content inside Responsive.

• VIEW ALL MATCHING RESULTS: Clicking this will take you to the Responsive App with all matching search results. The keyword searched would be highlighted.

 

Points to Remember!

• All members in the Hangouts chat room can see the results displayed in the room.
• To view the results in Responsive, the user/member must have access to the Question-Answer pair in the Answer Library.
• If access is not available, the page would display an alert message as follows:

• If matching results are not found, an alert message would be displayed.
• If the room is not connected to Responsive Bot, the search will not work.

Search Operators you can use with Hangouts Chat

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

How to use a search operator

1. Go to Hangouts Chat.
2. 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	@Responsive search <searchterm> Example: @Responsive search business, will fetch all content with the term business anywhere in the content.
Keyword in the Question	@Responsive search question:<searchterm> Example: @Responsive search question:business, will fetch all content with the term business in the question.
Keyword in the answer	@Responsive search answer:<searchterm> Example: @Responsive search answer:business, will fetch all content with the term business in the answer.
Tag	@Responsive search tags:<tagname> Example: @Responsive search tag:security, will fetch all content with the tag security.
Collection	@Responsive search collections:<collectionname> Example: @Responsive search collections: APAC, will fetch all content within the collection APAC.
Language	@Responsive search language:<language> Example: @Responsive search language:German, will fetch all content in the German language.
Wildcard search	@Responsive search language:<itali?n>, will fetch all content in the Italian language @Responsive search tag:<secu*>, will fetch all content with the tags- secure, secured, security, etc.
Fuzzy Search	@Responsive 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. @Responsive search <starrating>:[1 to 5], will fetch content with star rating 1, 2, 3, 4, and 5. @Responsive search <starrating>:{1 to 5], will fetch content with star rating between 2, 3, 4, and 5. @Responsive search <starrating >:[1 to 5}, will fetch content with star rating 1, 2, 3, and 4. @Responsive search <starrating >:{1 to 5}, will fetch content with star rating 2, 3, and 4. @Responsive search <starrating >:[* to 5], will fetch content with star rating from any number till 5. @Responsive search <starrating >:[1 to *], will fetch content with star rating from 1 till any number. @Responsive search <starrating >:[* to *], will fetch content with any star rating.
Date Range Search	@Responsive search date:[* to NOW], will fetch all content with Date field. @Responsive search date:[<30-12-2019>], will fetch content with the specified date. @Responsive search date:[<30-12-2019> TO <01-01-2020], will fetch all content within the specified date.
Boolean search	AND/&& Search @Responsive search language:English AND French @Responsive search language:English && French The above examples will fetch all content in the English and French languages. OR/||Search @Responsive search collections:C1 OR C2 @Responsive search language:C1 || C2 The above examples will fetch all content in the collections C1 and C2. NOT Search @Responsive search tags:!Tag1 will fetch all content without the tag Tag1. + Search @Responsive 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 @Responsive 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.

 

 

Limiting Answer Library Searches to Specific Collections

A Super Admin user can restrict access to specific collections to protect potentially sensitive information by performing the following steps:

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

 

2. 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.

 

Now users will be limited to the specified collections when searching Answer Library content in Hangouts.

 

Creating a Project-Specific Room

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 create a specific room for a project for the following types of channels:

• All Private Active (with the Responsive bot)

Users must have Update Project Info access. 

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

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

 

 

Click the + next to Hangouts Chat Settings to expand it. Make sure the Post room notifications for this project toggle is enabled, and then click Use a Specific Room.

 

 

Select the room from the pull-down list or begin typing the name of the room in the Search field. When you are finished, click Save.