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Microsoft Teams Enterprise: How to Connect and Collect 

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In this article: 

 

Microsoft Teams Enterprise Overview

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.

Connector Features
Authorized Connection Required? Yes Is identity mapping supported? Yes
Audit logs available? Yes Admin Access? Yes
Supports a full archive? Yes Custodian based collections? Yes
In-place preservations supported? No Resumable sync supported? Yes
Supports Onna preservation? Yes Syncs future users automatically? Yes
Sync modes supported: 
  • One-time sync
  • Autosync and archive
 Is file versioning supported? Yes
 
Types of Data Collected Metadata Collected
  • 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
  • Conversation ID- Text identifier field used to identify the conversation
  • Conversation name- Categorizes the kind of conversation. For Slack this includes channels, groups (private channels), or DMs (direct messages). For Teams, channels or chat.
  • Conversation type-For conversations with a channel name, the channel name, otherwise a descriptor for the type of conversation.

 

Microsoft Teams Enterprise Considerations

Collection Considerations

  • Onna is able to collect data from blocked users that have an active license.
  • Onna can collect edits and deletions in Microsoft Teams as long as:
    • The revision happens on a message that Onna has already captured.This is due to Microsoft Team's API not capturing revisions, so we’ve made them available only in Onna
    • Your MS Teams source is set up in Auto-sync and archive sync mode.
  • Onna is unable to collect channel events, such as channel renamed, member added, or channel deleted
  • Onna is unable to collect Team events, such as team renamed or member added
  • Onna is unable to collect files shared outside your organization

 

Search Considerations

  • 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

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Microsoft Teams Enterprise Requirements

  • 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 to this is the Privileged Role Administrator. You can also use a role with greater privileges, such as Global Administrator.
  • 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.
  • Before setting up a new sync using the Microsoft Teams Enterprise connector you will need to have access to authorized connection credentials in Onna. To learn more about how to set up and share an authorized connection visit the article, Creating and Managing Authorized Connections in Onna.

In order to set up an authorized connection for Microsoft Teams Enterprise you will need the following information: 

  • For the purpose of setting up Onna with your Microsoft Teams account, we recommend creating a service 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.

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How to Connect and Collect Using Microsoft Teams Enterprise

Once you have the authorized connection credentials necessary you can set up a new sync by following the steps below:

Step 1

Navigate to the workspace where you want to set up your sync.

Inside that workspace click on the ‘+’ icon in the upper right corner of the screen to ‘Add source’.

 

 

Step 2

You will now see a list of all sources enabled for your organization. Find and select the ‘Microsoft Teams Enterprise’ source.

 

 

Step 3

You’ll now define the basic information for your new sync, including: 

a. The name of your sync (We will autofill this field with the name of your source, but you can change it) 

b. They sync mode you’d like to use

c. The start date for your sync (Note: If you’re choosing a one-time sync you’ll enter an start and end date for your sync)

d. Optional: If you need to, you can switch the authorized connection credentials you want to use to set up the sync by clicking switch account

e. Once you’ve selected the right account select the blue ‘Continue as...’ button

Step 4

Next you’ll configure what type of data you’d like to sync by: 

a. Selecting whether you want to include Channels, Chats, or both in your sync. Put a check mark next to the data you want to sync. 

b. Click the blue ‘Next’ button

 

 

Step 5

You’ll now add the users you’d like to include in your sync. You can do this by either: 

a. Manually adding users' email addresses. Or, 

b. Loading users via a list or from a CSV by clicking ‘Load users’.

 

 

Step 6

If you select users from a list you will be directed to a screen where you will

a. Select the users you want to include or click ‘Select all’ to include all users.

b. Check the box next to ‘Sync newly created user’ to sync new users. Leave this box unchecked if you don’t want to sync future users. 

c. Click the blue ‘Next’ button. 

Step 7 

You’ll now select user channels by: 

a. Putting a check mark next to the users you want to collect data from. This will automatically select all workspaces, channels, and chats a user is a part of. To be more selective you can click the arrow next to the user name to then, 

b. Select the workspace where the user has data and click the arrow next to that workspace to then, 

c. Select the channels and chats you want to sync

d. Check the box next to ‘Sync newly created teams and channels’ to sync any new teams or channels added in the future. Leave this box unchecked if you don’t want to sync future teams and channels. 

e. Click the blue ‘Done’ button. 

Step 8

Your sync is now in progress and visible inside the workspace you added it to. Learn more about How to Monitor Your Source Sync Status 

 

 

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