Responsive LookUp for Teams

Overview

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 LookUp is an add-on feature that allows your organization to use content stored in Responsive in a wide variety of applications without accessing Responsive.

LookUp integrates with Microsoft Teams, allowing users to collaborate with Microsoft Teams inside Responsive.

For an overview of this feature, download the attachment at the end of this article. You can also review the Academy course LookUp for Microsoft Teams.

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.
Only Super Admin users can restrict access to specific collections.

Select the applicable tab for your edition of Responsive.

Fetching the Tenant ID

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

Login to Microsoft Teams. The Microsoft Teams page will be displayed.
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:

In Responsive, go to Organization Settings > Integration > Collaboration and click Configure on the Microsoft Teams tile.
Turn on the Microsoft Teams Bot toggle.
Enter the Tenant ID you fetched from Microsoft Teams.
Click Submit. A success message will be displayed on successfully connecting with Microsoft Teams.
In Microsoft Teams, click More option of the team you want to connect with Responsive.
Select Manage Team, then click Apps.
Click More apps.
When the Apps page displays, search for and select Responsive Bot.
Click the drop-down and select Add to a team.
Select the channel that you want to add the bot to, then click Set up a bot.
- Alternatively, you can install the Responsive Bot app by uploading the package directly to MS Teams. Navigate to Apps > Manage your apps and click Upload an app.
  Note: Please contact your account manager for the package file.
- Drag the package file into the Upload an app pop-up or click Upload an app to your organization's app catalogue.
Once you get the welcome message in teams (as shown below), go back to Responsive.
On the Microsoft Teams configuration pop-up, select the channel that the comment notification has to be sent and click Submit.
- 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. Dropdown, Multi-Select Dropdown, Checkbox, and Radio custom field types are supported.

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 Using the Integration

Limiting Answer Library Searches in Microsoft Teams to Specific Collections

Super Admin users can restrict access to specific collections to protect potentially sensitive information.

Go to Organization Settings > Collaboration > Integrations, then click Configure on the Microsoft Teams tile.
In the Responsive User Options section, select Search only these collections and enter the collections your users should be able to see.
Click Submit.

Making Search Results Accessible for Guest Users

To make the search results accessible to non-Responsive users:

Go to Organization Settings > Collaboration > Integrations, then click Configure on the Microsoft Teams tile.
Turn on the Allow Non-Responsive Users toggle.
Enter the name of the collection(s) that you want guest users to have access to.
- 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 the domain where the guest users can access the Responsive content.
- Multiple domains can be specified, one domain per line.
- If the guest users’ email ID is email@gmail.com, enter the domain as gmail.com. If the guest users’ email ID is email@outlook.com, enter the domain as outlook.com.
Click Submit.

Searching Content from Microsoft Teams

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

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

For example, to perform a Library search from Microsoft Teams:

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, or all matching results, in Responsive by clicking the respective links.

See the Using Search Operators With MS Teams section below for more information on using search operators.

Using Search Operators With MS Teams

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

Go to Microsoft Teams.
Enter the search syntax in the editor area.

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 them to help find what you need.

Setting Up Filters for Microsoft Teams

Go to Organization Settings > Integrations > Collaboration, then click Configure on the Microsoft Teams tile.
Specify the filters you want to use (three filters maximum).
- 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.
- If users who don’t have access to Responsive should be able to see the filtered search results, turn on the Allow Non-Responsive Users toggle.
Click Submit.

Using Filters with Microsoft Teams

After the filters have been set up in Responsive, you can use them to help you find Responsive content in Microsoft Teams.

Enter your search request (@Responsive_BOT search <keyword>).
Select any filters you want to use from the drop-down menus.
Click Apply. The filtered results will be displayed as shown below:

Setting Up a Project-Specific Channel For Teams

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.
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:

Go to the project, then click Menu at the top of the page and select Project Settings.
Click the + next to Microsoft Teams Settings to expand it. Ensure the Post channel notifications for this project toggle is enabled, then click Use a specific channel.
Select the channel from the drop-down list, or begin typing the name of the channel in the Search field.
Click Save.

Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.