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Requirements to set up Glean in Microsoft Teams

To successfully set up Glean in Microsoft Teams, admins in your organization must have specific access and permissions across various platforms. Running Glean in Microsoft Teams requires read-only access (Chat.Read.All and Chat.ReadBasic.All). Below is a list of the essential requirements:
  1. Admin Rights for Teams Developer Portal
    Admins need the necessary permissions to create and deploy applications within the Teams Developer Portal. This is where applications are built and managed before deployment to the organization.
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  2. Azure App Permissions Admin Access: Azure portal
    Admin access to the Azure portal is required to manage app permissions and ensure that Glean has the necessary privileges to operate within your organization’s environment.
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  3. Admin Access to Teams Admin Center
    Admins must also have the ability to manage Teams through the Teams Admin Center. This is where the application will be deployed and configured for users across the organization.
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  4. Admin Access to Glean Workspace
    Lastly, admins need access to Glean Workspace to manage Glean’s settings and integration with Teams, ensuring that it functions smoothly for end-users.
By ensuring these permissions are in place, Glean can be properly set up and deployed within your Teams environment. ​

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Setting up Glean in Microsoft Teams: Admin guide

Admins can set up Glean in Microsoft Teams with full control using a structured, three-phased approach. Phase 1: Set up Glean app in Teams Developer Portal Phase 2: Deploy to your organization or specific users using Teams admin console Phase 3: Enable Glean in Microsoft Teams with Glean self-serve

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Phase 1: Set up Glean app in Teams Developer Portal

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1. Go to Teams Developer Portal

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2. Create a New Bot

a. In the left tab, go to “Tools”, then select “Bot Management”. b. Click “New Bot” c. Name your bot (recommended: Glean), and click “Add”.
This name will appear in the Teams Admin Console and in users’ Teams chat after deployment. d. After the bot is created, you will see a confirmation screen. ​

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3. Upload Custom Bot Icon

a. On the same page, find the “Bot Framework Portal” link and click it. b. Upload the custom color icon provided for the Glean app by clicking on “Upload Custom Icon” c. Copy the App ID from the “Bot Handle” field—you will need this in Phase 3. d. Click “Save Changes” at the bottom of the page (other fields are optional).
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4. Add Endpoint Address

a. Return to the Developer Portal. b. For the Endpoint address, add your backend URL followed by /datasources/ms_teams/activity. For example, if your backend URL is https://glean-dev-be.glean.com, the full endpoint should be https://glean-dev-be.glean.com/datasources/ms_teams/activity c. Click “Save”.

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5. Generate a Client Secret

a. On the left tab, go to “Client Secrets”.
​ b. 📝 IMPORTANT - Generate a new secret and copy the long string—you will need this later in Phase 2

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6. Configure Azure App Permissions

a. In the Azure portal , search for “App Registrations” under “Azure Services”. b. Select “All Applications” and choose “Glean” (the bot that was just created). c. In the left-side panel, under “Manage”, select “API Permissions”. d. Click “Add a permission” and choose Microsoft Graph. Select Application Permissions, search for “Chat”, and add the following:
  • Chat.Read.All
  • Chat.ReadBasic.All
e. Once all permissions are added, click “Grant Admin Consent for Tenant”.

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7. Upload a Certificate for Your Azure Apps

You need to upload certificate to the Microsoft Entra for your applications.

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Prerequisites

  • This step is only required for certificate-based authentication. If your organization is using a client secret (legacy), you can skip this step.
  • Use the same certificate you prepared for the Microsoft Teams connector.

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Prepare Your Certificate

Before you upload, ensure you have a public key certificate file in either .cer or .pem format. If you have a .pfx file, you must first convert it to a .cer file. You can do this using OpenSSL with the following command: openssl pkcs12 -in yourfile.pfx -clcerts -nokeys -out yourfile.cer

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Upload the Certificate for the Teams Bot App

  1. Go to the Azure Portal.
  2. In the Microsoft Entra admin center, from the left-hand navigation menu, go to App registrations.
  3. Select your bot application from the list.
  4. In the left-hand navigation menu, under Manage, select Certificates & secrets.
  5. Go to the Certificates tab.
  6. Click Upload certificate, then select your .cer or .pem file.
  7. Click Add to upload the certificate.

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Upload the Certificate for the Teams App

  1. Go back to App registrations.
  2. Find and select your Teams App.
  3. Go to Certificates & secrets > Certificates and repeat the upload process to add the same certificate.

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8. Create the Glean app

a. Return to the Developer Portal Home b. On the left tab, go to “Apps” and click “New App”. c. Name the app Glean and click “Add”. Note: This is the name that will appear in Teams Admin Console and for the end-user d. In the Basic Information tab, complete the fields as follows: e. In the Application (Client) ID field, paste the Bot ID copied from Step 3c, then click “Save”. ​

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9. Customize Branding

a. Go to “Branding” in the left tab. b. Add the color icon and outline icon c. Use Hex Color for accent: #343ced

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10. Configure App Features

a. Navigate to “App Features” in the left tab and choose “Bot”. b. Select “Choose an Existing Bot” and pick the bot named Glean. c. Based on usage, “Select the Scopes Where People Can Use Your Bot”.
  • Choose only “Personal” since the first version only supports “Personal DM”
d. Click “Save”.

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11. Adding Starter Prompts in the Glean App

Starter prompts provide users with an intuitive way to interact with the Glean app when they first use it. Follow these steps to add prompts within the App Features section. a. Within the same App features section, Click on Add a command b. Add the prompts. Here are some recommended prompts c. Select the scope and click Add
​ Prompt 1: Summarize documents Summarize <linked documents> and highlight key points on specific topics Prompt 2: Help me write Write an [email, company announcement, etc] on [project explanation] Prompt 3: Who should I ask Who is the subject matter expert on [topic] to ask about [describe question]? Prompt 4: Learn more about a project Research a new project. Identify insights, resources, and subject matter expert Prompt 5: Ask about a company policy Find and research company policies and answer specific questions. Prompt 6: Learn about a team Research a team’s focus area and current projects. Prompt 7: Prepare for an executive review Identify questions that could be asked during a presentation to an executive. Prompt 8: Explain acronym Expand and provide a detailed explanation of the given acronym. Prompt 9: Brainstorm Brainstorm ideas for a presentation on [Project Name] Prompt 10: Explain a technical term
​Provide a clear and simple explanation of a technical term.

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12. Configure permissions

Note: This is not needed if you want Glean only on Personal chat
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Go to “Permissions” in the left tab. Then go to “Team Permissions”, and select ChannelMessage.Read.Group. Also, go to “Chat/Meeting Permissions” and select “ChatMessage.Read.Chat” (These permissions are required for supporting the proactive mode in the future).

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13. App features

At this point, refresh the page and return to the ‘App Features’ tab. Occasionally, a ‘Personal App’ might be added by default. Since this isn’t necessary, you can proceed to delete it.

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14. Publish Glean to Your Organization

a. In the left tab, go to “Publish to Org”. b. Click “Publish Your App”. c. Select “Publish to Your Org” to make the app available to your organization.
​ Note: Deployment to specific groups or users can be managed in the Teams Admin Console during Phase 2.

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Phase 2: Deploy to your organization or specific users using Teams admin console

Follow these steps to deploy Glean to your organization or specific users via the Teams Admin Console.

  1. ​
    Access Teams Admin Center

    1. Go to the Teams Admin Center.
    2. On the left panel, navigate to Teams apps > Manage apps.
    3. In the search bar, type “Glean” and locate the app.
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    Unblock and Publish Glean App

    1. The app status will be set to “Blocked” by default.
b. Click on the Glean app to open its settings. c. Click “Publish” to unblock the app.
​ Once published, it will take approximately 24 hours for the Glean app to appear in the Teams store.

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3. 📝 IMPORTANT - Note the App ID—you will need this in Phase 3.

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4. Manage Users and Groups (Optional)

a. While waiting for the app to appear in the store, you can control which users or groups in your organization can access the Glean app.
​ b. By default, Glean is made available to Everyone in your organization. c. If you want to restrict access, navigate to the “Users and Groups” section within the app settings and manage permissions accordingly. By pinning the Glean app to the Teams sidebar, it will be easily accessible to users directly from the main Teams interface. a. To make Glean more accessible, go to the left side panel in the Teams Admin Center and select “Setup Policies”.
​ b. In the “Manage Policies” section, click “Add”. c. Name the new policy as “Pin Glean in Microsoft Teams”. d. Enable “User Pinning”. e. Add Glean within “Installed apps” > Add apps f. Within the Pinned Apps section, click “Add Apps”. g. Search for and select Glean.

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Phase 3: Enable Glean in Microsoft Teams with Glean admin console

In this phase, you will complete the setup process to allow Teams to access Glean by configuring the necessary fields in the Glean admin console.
    1. Go to Glean admin console.
    2. On the left-side menu, click on “Data Sources”.
    3. Under Data Sources, select Microsoft Teams > Glean in Microsoft Teams.

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    Fill in Required Fields

    a. In the Glean in Microsoft Teams section, you will need to input information collected from previous phases
    ​     b. Application (client) ID
    Source: Phase 1 – Step 3c (App ID copied when creating the bot).
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    c. Client Secret
    Source: Phase 1 – Step 5b (Generated from the Teams Developer Portal).
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    d. Glean in Microsoft Teams App ID
    Source: Phase 2 – Step 3 (App ID noted when publishing the app).
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3. Finalize the Setup

a. After filling in all the required fields, click “Save” to enable the integration.
​ b. Glean is now enabled for Teams, allowing your organization to access the app and its features directly through Teams.

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4. Share the end user guide to users in your organization

Glean in Microsoft Teams: User Guide
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