How to collect from Microsoft Teams Enterprise

Microsoft Teams, part of the Microsoft 365 family of products, is a chat-based workspace that combines instant messaging, voice, video, calling, and file-sharing. Onna connects directly to the Microsoft 365 Graph API and Export API to collect channels, chats, and other metadata from your Microsoft Teams account. Additionally, you can export the data collected in an eDiscovery-ready format.

For a short video overview of collecting from Microsoft Teams Enterprise, please see below:

In this article, you will learn how to create a Microsoft Teams Enterprise collection and find answers to common questions for this connector.

Requirements

To create a Microsoft Teams Enterprise collection in Onna you need:

• Any Microsoft license that allows subscribing to chat messages

• An Onna enterprise account

• Credentials of a Microsoft Teams user with Privileged Role

• To authorize Onna to connect to Microsoft Teams

• An Admin user account in Onna

• The Microsoft Teams connector enabled in Onna

• An existing workspace in Onna

If you are interested in using Onna on your private cloud, requirements may change. For further information, please contact support.

Create a Microsoft Teams Enterprise collection

To create a Microsoft Teams collection:

1. Browse to your workspace and click + in the top right corner. Select Microsoft Teams Enterprise from the list of available applications.

2. On the Add new Microsoft Teams Enterprise dialog, enter the collection details and then click Continue as……

• Enter a name for your collection. A common naming convention for eDiscovery purposes is to name it after the company or individual. For example, Onna VS Acmecorp.

• Select one of the available sync modes. This connector supports One-time sync and Auto-sync and archive.

• (Optional) Set the sync dates. If you don’t set any date, Onna collects all the data available in Microsoft Teams.

Note: Pay As You Go users and Free Trial users can only create one-time sync datasources. If you would like to upgrade your account for archive collections please contact our customer success team.

🗒 If you already gave Onna access to your Microsoft Teams account, you can choose to continue as the account that is already authorized or click Switch account to connect with another account.

3. On the Add new Microsoft Teams Enterprise: Configuration dialog, select what to sync and click Next.

🗒 All chats (one-on-one and group) will be collected by default for the accounts selected to sync. Later, you can decide which teams and channels to sync for each user.

4. On the Add new Microsoft Teams Enterprise: Accounts dialog, add the users you want to collect data from using one of the options available, then click Next:

• Add user accounts manually by entering their email addresses. Multiple addresses must be separated with a comma.

• Select users from a list by clicking Load users From list. If your collection is set to Auto-sync and archive, you can also enable the option to Sync newly created users. When you enable it, their data is added to the collection when Onna syncs with Microsoft Teams.

• Load users from a CSV file by clicking Load users From CSV. If you go with this option, your CSV file must have one email address per line.

  

5. On the Add new Microsoft Teams Enterprise: User channels dialog, choose the teams and channels that you want to collect for each of the selected users. You can use the button next to each user to display and select the teams and channels that you want to collect.

🗒 If your collection is set to Auto-sync and archive, you can also enable the option to Sync newly created teams and channels. When you enable it, data from newly created teams and channels from the selected user is added to the collection.

6. Click Done to finish creating the collection. As data is collected, you will start seeing it in your Onna account.

What’s next?

Now that you created the collection, there are a few things you can do:

• Learn how to search for your data in Onna

• Learn how to export data from your collection

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Onna connector for Microsoft Teams FAQs

Here you can find answers to the most common questions about Onna’s Microsoft Teams connector.

 

What data can Onna collect from Microsoft Teams?

Microsoft Team's API is limited, however with Onna we are able to collect.

• Messages and reactions (emojis) in channels, one-on-one chats, and group chats. Messages collected are grouped in daily conversations

• Metadata for teams, channels, and chats. Metadata includes IDs, display names, topics, archival status, and members (including inactive)

• GIFs and images

• Attachments and their metadata

There are three ways to attach a document in Teams:

• Attaching the physical copy

• Attaching as a link through OneDrive

• Sharing the OneDrive link

At the moment, Onna can’t collect:

• Channel events, such as channel renamed, member added, or channel deleted

• Team events, such as team renamed or member added

• Files shared outside your organization

Can Onna collect blocked users?

Yes, as long as a blocked user has an active license, their data will be collected.

What sync modes does this connector support?

The Microsoft Teams connector supports these sync modes:

• One-time sync

• Auto-sync and archive

You can learn more by reading our documentation about sync modes.

Can Onna track edits and deletions for Microsoft Teams?

Onna can collect edits and deletions in Microsoft Teams as long as:

• The revision happens on a message that Onna has already captured.

• Your MS Teams source is in an Auto-sync and archive mode.

This is due to Microsoft Team's API not capturing revisions, so we’ve made them available only in Onna ”

What are known issues or limitations for the connector?

• Adaptive cards cannot be displayed in the preview. However, you can still search for them and export them.

• Some emojis may appear different in Onna than in Teams

Does Onna keep an audit log of the data collected?

Yes, Onna keeps an audit log of all the files, documents, conversations, and other resources collected. You can learn more by reading our documentation about audit logs.

Can I export data collected from Microsoft Teams?

Yes, you can export data and metadata in an eDiscovery-ready file format, such as DAT, CSV, or custom text file.

For instructions on how to create an export, we recommend reading our documentation about exports.

If you perform an advanced export, you can also select what data you want to export. The data Onna can export is:

How can I search for the Microsoft Teams data collected by Onna?

There are many ways you can search for data in Onna. You can also enable searchable fields to get more relevant search results. To understand which searchable fields are relevant for Microsoft Teams, contact our support team.

What permissions does Onna require from Microsoft Teams?

To connect to your Microsoft Teams instance, Onna needs the following permissions:

• Maintain access to data you have given it access to

• Read user chat messages

• Access directory as the signed-in user

• Read directory data

• Read all files that user can access

• Read all groups

• Read user mailbox settings

• Read user mail

• Read items in all site collections

• Sign in and read user profile

• Read all chat messages

• Read directory data

• Read files in all site collections

• Allows the app to read all files in all site collections without a signed-in user.

• Read all groups

• Read all user mailbox settings

• Read mail in all mailboxes

• Read items in all site collections

• Read all users' full profiles

Why do I need a Microsoft Team's privileged role admin user account?

Onna uses the Microsoft Graph APIs to collect all your Microsoft Teams user data. For this, Onna requires organization-wide Graph API access. Only Microsoft users accounts with an Administrative Role can consent to this access. The user role with the least privileges that can consent this is the Privileged Role Administrator. You can also use a role with greater privileges, such as Global Administrator.

We recommend using a service account with the appropriate Administrator Role to grant Onna access to your account.

For the purpose of setting up Onna with your Microsoft Teams account, we recommend creating a user account with the appropriate privileges instead of using an existing personal user account. When assigning new privileges to an account, it may take up to 24 hours for the changes to take effect.

Check out Microsoft documentation about admin roles and on how to assign these roles.

What are the rate limits for the Microsoft Teams connector?

All rate limits imposed by this connector come from Microsoft.

What Microsoft license do I need to collect data from Teams using Onna?

According to Microsoft, you can use this connector if you have any of the licenses for subscribing to chat messages. We recommend you to check their documentation for a list of the licenses.

You also need access to the Teams Export API. Currently, access to this API is included with licenses that allow subscribing to chat messages. You don’t need to take any other action if you have one of those licenses. However, the official documentation indicates that requirements to access the API may change in the future. This is why we recommend checking the official documentation.

Got more questions?

If you didn’t find the answer to your questions in this article, please contact support.