Responsive LookUp for Slack

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.

Slack is a cloud-based communication and collaboration platform that facilitates instant messaging with contributors and maintains a full audit trail of all back-and-forth communication.

Responsive LookUp for Slack allows organizations to deliver both system-generated and user-generated messages around Responsive projects directly into Slack.

Notifications, messages, action items and more can be delivered directly through Slack to appropriate recipients, or directly into a dedicated channel for Responsive projects. This integration ensures cross-functional visibility and increased engagement, no matter the preferred communication platform of individual team members within your organization. You can:

Allow whole teams to have conversations in a single location.
Have notifications sent to both Responsive and a configured Slack channel.
Reply to messages from Slack and send comments to Responsive.
Search Answer Library content in Slack.

Both Responsive and Slack must be installed separately.

Click here to watch our recent Webinar on How to Streamline Collaboration by leveraging Responsive LookUp for Slack.

Permissions

Administrator permissions in both Responsive and Slack is required to set up the integration.
Only Super Admin users can restrict access to specific collections.
Users must have Update Project Info access to set up and use project-specific channels.

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

Select the applicable tab for your edition of Responsive.

Scope

Responsive can assign Bot token and requires the following scope from Slack:

Scope	Slack Scope Description	Purpose
channels:history	View messages and other content in public channels where Responsive has been added.	Reply from public channel the bot is a part of; Search using @responsive in public channel where Responsive is a part of.
channels:read	View basic information about public channels in the workspace.	List public channels in the application for configuration.
chat:write	Send messages as @responsive.	For posting messages.
chat:write.customize	Send messages as @responsive with a customized username and avatar.	For customizing icon and name.
chat:write.public	Send messages to channels where @responsive is not a member.	For posting messages into channels where Responsive is not a part of (public channels)
commands	Add shortcuts and/or slash commands that people can use.	Search using slash commands.
files:read	View files shared in channels and conversations where Responsive has been added.	To read the files attached to a comment’s reply.
groups:history	View messages and other content in private channels where Responsive has been added.	Reply from a private channel where the bot is a part of; Search using @responsive in a private channel where Responsive is part of.
groups:read	View basic information about private channels where Responsive has been added.	List private channels in the application for configuration.
im:history	View messages and other content in direct messages where Responsive has been added.	Reply from direct message (bot channel); Search using @responsive in direct messages with Responsive.
mpim:history	View messages and other content in group direct messages where Responsive has been added.	Search using @responsive in multi-party groups where Responsive is a part of.
users:read	View people in the workspace.	Required parent scope for users:read.email
users:read.email	View email addresses of people in the workspace.	To get user’s email ID from the Slack user ID.

Installing the Slack Connector

In Responsive, go to Organization Settings > Integration > Collaboration, then click Configure on the Slack tile.
Click Connect to Responsive Slack Bot.
When you are redirected to the Responsive Slack page, confirm your identity and click Allow to connect your account.
- Once connected, notifications can be received in Slack through the integration for all comments made in the Content Library and/or Project Discussions.
- You can also receive messages through a selected Slack channel and to notify a group of people part of that channel.
Select a channel from the drop-down menu.
- If a channel is not selected, notifications will be received only through email. Public channels and channels that the bot is a part of will be listed here.
- For a private channel to be listed here, the bot should have been added in that channel.
To select the channel, click the drop-down icon and select a channel.
Under Search Options, select Top Result Count. The count can range between 1 and 10.
To post search results as a private message, select Yes. You can preview the results before posting them to the channel.
Note: The search result can be posted as a private message only if the value for Top Result Count is two or more. If 1 is selected, it cannot be posted as a private message. If the value is selected as 5, top 5 results will be displayed. You can request for the next set of 5 results after viewing the first set. For more information, refer to Previewing Search Results.
Specify the filters to help fine tune your Slack search results. You can select a maximum of three filters including custom fields. Dropdown, Multi-Select Dropdown, Checkbox, and Radio type fields are supported.
To make the search results accessible to non-Responsive users, turn the Allow Non-Responsive Users toggle on.
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.
To enable adding Q&A pair from Slack to Answer Library, select Yes.
If moderation is enabled for your company, a section for Non-Responsive users will be displayed:
Select Yes to allow Non-Responsive users to add content to Answer Library.
Specify moderator names.
Note: The Moderator field is a mandatory field when the feature to enable Non-Responsive users to add content to Responsive Answer Library is on.
Click Submit.

Limiting Answer Library Searches in Slack to Specific Collections

Go to Organizations > Collaboration > Integrations, then click Configure on the Slack tile.
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.

Features

Responsive LookUp for Slack supports the following features:

Rich Notifications
Replying to Messages
Search AL Content
Adding Q&A Pairs to the Answer Library
Setting Up a Project-Specific Channel

Rich Notifications

By integrating Responsive with Slack it keeps everyone in sync with instant notifications from the Section level and Question level within a project and the Answer Library.

The following topics are covered here:

Messaging from Sections
Messaging While Responding to Questions
Messaging from Answer Library

Messaging from Sections

This section explains how comments made in the Sections tab of Responsive will be sent as instant notifications in Responsive LookUp for Slack, as well as to all users in the selected Slack channel.

From the Sections tab of your project page, click the Menu icon associated with a section.
Select Section Comments from the displayed options. The Add New Comment box will be displayed as shown below:
Enter your comments and click icon. The message will be displayed to all users in the Slack channel, unless you choose otherwise.
- 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.

Messaging While Responding to Questions

Messages can be sent directly to any or all users within Responsive LookUp for Slack, or a selected channel, while responding to questions.

From the response section, click the Comments icon.
Enter @username followed by the comment and click Send. The comment will be sent to the user in the selected channel as well as Responsive LookUp for Slack.
Note: To send comments to a group, type @team instead of @username.

Commenting From the Answer Library

You can also send instant notifications from the Answer Library. Comments can be sent directly to any or all users, or a selected channel from the answer library.

From the Answer Library page, click the Q&A pair you want to add a comment to, then click the Comment icon.
Enter your comment and click Send.
- To send comment to a particular user, enter @username, followed by the comment, then click Send.
- To send comment to a group, type @team, followed by the comment, then click Send.

Replying to Comments

You can directly reply to comments from Responsive Sections, Questions, and Answer Library from Slack. Once the comment is received in Slack, it will be displayed in the connected channel as well as Responsive LookUp for Slack as shown below:

To receive a comment in a channel, either the channel must be public or the bot must be a part of that channel. Similarly, to reply back to Responsive, the Bot must be present in the channel.

Follow the steps below to reply to the comment:

Click the icon at the top right of the comment.
Enter the comment to be sent in the Reply text box and click Send.
- The comment will be displayed in the Thread section example below:
- The replied comment will be displayed in Responsive as shown below:
- Everyone in the channel can view the comments sent in Slack.
- Members who do not have access to the question, section, or answer library can still view all the messages sent in the Slack channel, if they are a member of the particular channel.
- Only users with access to the question can view the replied comments in Responsive.

Searching Answer Library Content

Using search in Slack makes it easier to find content from the Answer Library. You can start a new search, view search results, preview search results, and filter results.

Starting a New Search

You can filter and refine your searches in Slack to quickly find what you need in two ways:

Search using the slash command /responsive
Searching with the at command @responsive

Searching using /responsive and/or @responsive can be performed from any channel that you are part of, and from the Responsive LookUp for Slack channel.

To start a new search for Answer Library content directly from the message, enter one of the commands followed by keywords, which will search in both the Question and Answer.
- - /responsive search [keyword], Example: /responsive search business
  - @responsive search [keyword], Example: @responsive search business
To perform an advanced search use field names such as question, answer, tags, collections, language, and custom fields.
- - /responsive search fieldname:[value] Example: /responsive search language:English
  - @responsive search fieldname:[value], Example: @responsive search language:English
To perform a combination search use Boolean operators(AND, OR, NOT), wildcards (?, *), fuzzy(~), and range([1 TO 5 ]). See the Search Operators You Can Use with Slack section below for more information.
- - Example: /responsive search question:policy AND tags:(security OR privacy)
  - Example: @responsive search question:policy AND tags:(security OR privacy)

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

Enter /responsive or @responsive from any channel.
- For /responsive, the system suggests responsive search <keywords> as displayed below:
- For @responsive, the system suggests @responsive <keyword> as displayed below:
Enter the keyword you are searching for after responsive (/responsive social or @responsive social, for example) and press Enter.
- If there are matches:
  - For /responsive the results display as shown below:
  - For @responsive the results display as shown below:
- If there are no matches:
  - For /responsive a message displays as shown:
  - For @responsive a message displays as shown:
- If the channel is not connected to the Responsive LookUp for Slack, a message as shown below will be displayed. To enable @responsive search, click Invite Them.

When performing searches, remember that:

The results display the name of the user who performed the search and will be visible for all users in the channel.
If no matches are found for the searched keyword, a message displays only to the user who performed the search.
Either a domain or a collection must be specified.
- Using the Slack integration, non-Responsive users can access specified domains (Guest Access to Collections) and search Answer Library content. Only content available in the specified collections will be displayed to them.
- If no domain is specified, users across any domain can search for Answer Library content from Slack; however, only contents within the specified collections will be displayed in Slack.
- If domains are specified, and either collections are not specified or collections are not available, the system fetches the default collection and displays results from that.
Non-Responsive users can view the results only in Slack, a link to navigate to the Answer Library is available.

Filtering Search Results

Once the search results are displayed, you can further filter the search results based on filters configured in Responsive's Organization Settings.

You can select the filter values as shown below:
The filtered results will be displayed as shown below:

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 words like testing or tests.

For both /responsive and @responsive searches, the results are displayed in Slack as shown below:

Viewing Current Content in Responsive: Clicking this takes you to Responsive with the current result being displayed in Slack.
Viewing All Matching Results: Clicking this takes you to Responsive with all matching search results. The keyword searched will be highlighted.

When viewing searches, remember that:

All members in the Slack channel can see the search results displayed in the channel, and the Responsive Bot.
TOTAL RESULTS(S) count indicates the count of the best matches.
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 displays the following alert message:
If matching results are not found, an alert message will be displayed.
If the channel is not connected to Responsive, the @responsive search will not work.

Previewing Search Results

When privacy settings for search results are enabled, you can preview your results before posting them to the channel.

While performing search, results will display Only visible to you as shown below:
To view the full answer, click View Full Answer. A pop-up as shown below will be displayed.
To view the question in the Answer Library, click on the hyperlinked question. You will be navigated to the Responsive page.
To post the search result to the channel and make it visible for all members in the channel, click Post to this Channel. Alternatively, you can click Post to this Channel from the Slack search results page. The posted result will be displayed in the channel as shown below:
- You can view all matching results by clicking View All Matching Results.
- You can navigate to the immediate next result by clicking View Next.
- You can navigate to the previous result by clicking View Previous.

Search Operators You Can Use With Slack

You can use words or symbols called search operators to search Answer Library content from Slack. You can also combine operators to filter your results further. Simply type the search syntax in the editor area of Slack to view results.

	Search syntax & example (this is applicable for @responsive search too)
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 keywordpolicy in the question and has either the tag 1 or tag 2.

Adding Q&A Pairs

You can easily add Q&A pairs from Slack to the Answer Library.
Note: Non-Responsive users can add Q&A pairs to the Answer Library if the setting is enabled in Organization Settings.

Click the More actions menu associated with the message and select Create Q&A Pair in Answer Library.
Enter the question and response, then specify the tags and collections.
- Tags and collections, if available, will be suggested after you type the first two characters.
- Responses formatted in the Slack editor are displayed in the same format when added to Answer Library.
Click Submit. A success message displays as shown below:

Setting Up Project-Specific Channels

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 a project for the following types of channels:

All Private Active (with the Responsive bot)
All Public

To set up a project-specific channel for Slack:

Select the project, then click Menu and select Project Settings.
Click the + next to Slack Settings to expand it. Make sure the Post channel notifications for this project toggle is enabled, and then click Use a specific channel.
Select the channel from the pull-down list or begin typing the name of the channel in the Search field.
Click Save.

Privacy Policy

By enabling this app, you agree to the Responsive Terms of Use.

Scope

Responsive can assign Bot token and requires the following scope from Slack:

Scope	Slack Scope Description	Purpose
channels:history	View messages and other content in public channels where Responsive has been added.	Reply from public channel the bot is a part of; Search using @responsive in public channel where Responsive is a part of.
channels:read	View basic information about public channels in the workspace.	List public channels in the application for configuration.
chat:write	Send messages as @responsive.	For posting messages.
chat:write.customize	Send messages as @responsive with a customized username and avatar.	For customizing icon and name.
chat:write.public	Send messages to channels where @responsive is not a member.	For posting messages into channels where Responsive is not a part of (public channels)
commands	Add shortcuts and/or slash commands that people can use.	Search using slash commands.
files:read	View files shared in channels and conversations where Responsive has been added.	To read the files attached to a comment’s reply.
groups:history	View messages and other content in private channels where Responsive has been added.	Reply from a private channel where the bot is a part of; Search using @responsive in a private channel where Responsive is part of.
groups:read	View basic information about private channels where Responsive has been added.	List private channels in the application for configuration.
im:history	View messages and other content in direct messages where Responsive has been added.	Reply from direct message (bot channel); Search using @responsive in direct messages with Responsive.
mpim:history	View messages and other content in group direct messages where Responsive has been added.	Search using @responsive in multi-party groups where Responsive is a part of.
users:read	View people in the workspace.	Required parent scope for users:read.email
users:read.email	View email addresses of people in the workspace.	To get user’s email ID from the Slack user ID.

Installing the Slack Connector

In Responsive, go to Organization Settings > Integration > Collaboration, then click Configure on the Slack tile.
Click Connect to Responsive Slack Bot.
When you are redirected to the Responsive Slack page, confirm your identity and click Allow to connect your account.
- Once connected, notifications can be received in Slack through the integration for all comments made in the Content Library and/or Project Discussions.
- You can also receive messages through a selected Slack channel and to notify a group of people part of that channel.
Select a channel from the drop-down menu.
- If a channel is not selected, notifications will be received only through email. Public channels and channels that the bot is a part of will be listed here.
- For a private channel to be listed here, the bot should have been added in that channel.
To select the channel, click the drop-down icon and select a channel.
Under Search Options, select Top Result Count. The count can range between 1 and 10.
To post search results as a private message, select Yes. You can preview the results before posting them to the channel.
Note: The search result can be posted as a private message only if the value for Top Result Count is two or more. If 1 is selected, it cannot be posted as a private message. If the value is selected as 5, top 5 results will be displayed. You can request for the next set of 5 results after viewing the first set. For more information, refer to Previewing Search Results.
Specify the filters to help fine tune your Slack search results. You can select a maximum of three filters including custom fields. Dropdown, Multi-Select Dropdown, Checkbox, and Radio type fields are supported.
To make the search results accessible to non-Responsive users, turn the Allow Non-Responsive Users toggle on.
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.
To enable adding Q&A pair from Slack to Answer Library, select Yes.
If moderation is enabled for your company, a section for Non-Responsive users will be displayed:
Select Yes to allow Non-Responsive users to add content to Answer Library.
Specify moderator names.
Note: The Moderator field is a mandatory field when the feature to enable Non-Responsive users to add content to Responsive Answer Library is on.
Click Submit.

Limiting Answer Library Searches in Slack to Specific Collections

Go to Organizations > Collaboration > Integrations, then click Configure on the Slack tile.
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.