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Responsive LookUp for Google Chat

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.

Installing and connecting Responsive LookUp for Google Chat is a simple process. Both Responsive and Google Chat must be installed separately. Once connected, you will receive notifications in the selected Google Chat space for all comments made in Content Library and/or project discussions.

While responding to questions, you need to view messages from team members without logging into Responsive. You want to search for Answer Library contents from Google Chat.

In order to use this product, you must first enable it in Responsive and then add the Responsive app to Google Chat. Once that is done you can create spaces and add them to Responsive, keeping everyone in sync, everywhere, with updates on multiple tasks from your spaces.

LookUp for Google Chat can only be enabled on one instance at a time. If your organization has multiple instances you must disable it on the active one before it can be enabled on another.

Permissions

  • You must be an Admin to set up this feature in Responsive.
  • 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.

Select the applicable tab for your edition of Responsive.

  • Enabling Google Chat in Responsive

    1. Go to Organization Settings > Integration > Collaboration and turn the Hangouts Chat toggle on, then click Configure.
      gc_10.jpeg
    2. Select a chat room from the Room drop-down menu.
    3. Do one of the following:
      • Click the Allow users to search in the collections they have access radio button to allow users to search all Content Library content from Google Chat.
      • Click the Search only these collections radio button to limit Content Library searches in Google Chat to specific collections only.
    4. Specify the domain and collections in the Guest Access To Collections section.
      • Multiple domains can be specified, one per line.
      • Users in the specified domain will be able to search for content in the selected collections.
      • Users from your company’s domain, as well as migrated users from the other domains specified here, will have access to Google Chat.
      • The Collections field will be displayed only if collections are available in your organization.
      • If collections are not specified, but a domain is, the default collection will be fetched.
    5. Click Submit.
    6. Go to Google Chat and add the Responsive app (see Adding Responsive to Google Chat below).

    Adding Responsive to Google Chat

    You must install the Responsive app in Google Chat order to receive Responsive messages there.

    1. Login to Google Chat, then click the + button to find apps.
      Note: You can also go directly to Google Workspace Marketplace to search for apps.
      gc1.png
    2. Search for and select Responsive LookUp for Hangouts.
      gc2.png
    3. Click Add to space, then click Continue on the pop-up.
      gc3.png
    4. Select the space you want to add Responsive LookUp to and click Continue
      gc4.png
    5. Add the select space to Responsive (see Adding Google Chat spaces to Responsive below). 

    Adding Google Chat spaces to Responsive

    Once you have enabled Google Chat in Responsive, and added the Responsive app to Google chat, you must add the spaces to the Organization Settings in Responsive.

    1. Go to Organization Settings > Integration > Collaboration, then click Configure next to Hangouts Chat.
    2. Select the room you added the Responsive app to from the Room drop-down list, then click Save.
      gc11.png

    Adding users to Google Chat spaces

    1. Enter the space you want to add the user to, then click the drop-down icon adjacent to the space name and select Manage Members.
      gc5.png
    2. Click + Add and search for the people or groups you want to add to the space.
    3. Click Add.

    Creating project-specific spaces

    It can be hard to find the information for a specific project when all project communications appear in the same channel. Responsive allows you to create project-specific spaces for projects for the All Private Active type of channel.

    1. From the Sections page of the project, click Menu and select Project Settings.
      gc9.png
    2. Click Hangouts Settings. Make sure the Post channel notifications for this project toggle is turned on.
    3. Click the Use Organization Settings radio button, then select a channel from the drop-down list.
      gc12.png
    4. Click Save.

    Messaging in Responsive

    Once the integration is set up, instant notifications are sent from Responsive to Google Chat for any comments made from the Sections tab, while responding to RFx questions, and from the Content Library.
    Note: Only text comments are displayed; any attachments to comments won't post in the chat but are instead linked from the comment.

    Messaging from Sections

    1. Click the More Options menu associated with the section and select View Comments.
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
      gc6.png
    3. Click Send. The message will be displayed to all users in the selected space.

    Messaging from the Answering page

    1. From the Response section, click the Comments icon.
      gc7.png
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
    3. Click Send. The message will be displayed to all users in the selected space.

    Messaging from the Content Library

    1. Click the Comments icon associated with the Q&A pair you want to add the comment to.
      gc8.png
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
    3. Click Send. The message will be displayed to all users in the selected space.

    Searching for Responsive content within Google Chat

    You can search for Content Library contents in Google Chat. Filtering and refining your searches can help you quickly find what you need.
    Note: Searches are performed only in spaces you are a part of.

    Starting a new search

    1. Start a new search directly from the message box by using the @responsive search command followed by the keyword to be searched.
      Example: @responsive search social.
      mceclip22.png
    2. Press Enter.
      • If matches are found, the results display to all users in the space as shown below:
        mceclip23.png
      • If no matches are found, a message displays stating no results were found.
        mceclip24.png
      • If the space is not connected to Responsive, a pop-up displays asking if you want to connect it. To enable search, click Add to room.
        mceclip27.png

    Performing advanced searches

    • You can perform advanced searches (@responsive search fieldname:[value]) using field names such as question, answer, tags, collections, language, and custom fields (such as Product Name or User Name).
      Example: @responsive search language:English
    • You can perform combination searches 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 get a list of searchable fields by typing @responsive help search-fields.

    See the Using search operators in Google Chat section below for more information.

    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 terms like testing or tests.

    The search results are displayed in Google Chat as shown below:

    mceclip23.png

    • Click View this content in Responsive to go directly to the content in Responsive.
    • Click View all matching results to see all matching results in Responsive. The searched keyword is highlighted.

    When viewing searches, remember that:

    • All members in the Google Chat space can see the search results.
    • Users must have access to the Q&A pair in Responsive to view the results in Responsive. If access is not available, an alert message displays.
    • An alert message displays when no matching results are found.

    Limiting searches to specific collections

    1. Go to Organization Settings > Collaboration > Integrations, then click Configure next to Hangouts Chat.
    2. In the Responsive User Options section, click Search only these collections and enter the collections you want to make searchable.
    3. Click Submit.

    Using search operators in Google Chat

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

    What you can search content by

    Search syntax & example

    Keywords in Q&A pairs

    @Responsive search <searchterm>

    Example: @Responsive search business, will fetch all content with the term business anywhere in the content.

    Keywords in questions

    @Responsive search question:<searchterm>

    Example: @Responsive search question:business, will fetch all content with the term business in the question.

    Keywords in answers

    @Responsive search answer:<searchterm>

    Example: @Responsive search answer:business, will fetch all content with the term business in the answer.

    Tags

    @Responsive search tags:<tagname>

    Example: @Responsive search tag:security, will fetch all content with the tag security.

    Collections

    @Responsive search collections:<collectionname>

    Example: @Responsive search collections: APAC, will fetch all content within the collection APAC.

    Languages

    @Responsive search language:<language>

    Example: @Responsive search language:German, will fetch all content in the German language.

    Wildcard searches

    @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 searches

    @Responsive search question:<secu~>, will fetch all content with the terms- secure, seek, self, present, such, etc., in the question.

    Range searches

    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 searches

    • @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 searches

    • 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 the 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.

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

    Enabling Google Chat in Responsive

    1. Go to Organization Settings > Integration > Collaboration and turn the Hangouts Chat toggle on, then click Configure.
      gc_10.jpeg
    2. Select a chat room from the Room drop-down menu.
    3. Do one of the following:
      • Click the Allow users to search in the collections they have access radio button to allow users to search all Content Library content from Google Chat.
      • Click the Search only these collections radio button to limit Content Library searches in Google Chat to specific collections only.
    4. Specify the domain and collections in the Guest Access To Collections section.
      • Multiple domains can be specified, one per line.
      • Users in the specified domain will be able to search for content in the selected collections.
      • Users from your company’s domain, as well as migrated users from the other domains specified here, will have access to Google Chat.
      • The Collections field will be displayed only if collections are available in your organization.
      • If collections are not specified, but a domain is, the default collection will be fetched.
    5. Click Submit.
    6. Go to Google Chat and add the Responsive app (see Adding Responsive to Google Chat below).

    Adding Responsive to Google Chat

    You must install the Responsive app in Google Chat order to receive Responsive messages there.

    1. Login to Google Chat, then click the + button to find apps.
      Note: You can also go directly to Google Workspace Marketplace to search for apps.
      gc1.png
    2. Search for and select Responsive LookUp for Hangouts.
      gc2.png
    3. Click Add to space, then click Continue on the pop-up.
      gc3.png
    4. Select the space you want to add Responsive LookUp to and click Continue
      gc4.png
    5. Add the select space to Responsive (see Adding Google Chat spaces to Responsive below). 

    Adding Google Chat spaces to Responsive

    Once you have enabled Google Chat in Responsive, and added the Responsive app to Google chat, you must add the spaces to the Organization Settings in Responsive.

    1. Go to Organization Settings > Integration > Collaboration, then click Configure next to Hangouts Chat.
    2. Select the room you added the Responsive app to from the Room drop-down list, then click Save.
      gc11.png

    Adding users to Google Chat spaces

    1. Enter the space you want to add the user to, then click the drop-down icon adjacent to the space name and select Manage Members.
      gc5.png
    2. Click + Add and search for the people or groups you want to add to the space.
    3. Click Add.

    Creating project-specific spaces

    It can be hard to find the information for a specific project when all project communications appear in the same channel. Responsive allows you to create project-specific spaces for projects for the All Private Active type of channel.

    1. From the Sections page of the project, click Menu and select Project Settings.
      gc9.png
    2. Click Hangouts Settings. Make sure the Post channel notifications for this project toggle is turned on.
    3. Click the Use Organization Settings radio button, then select a channel from the drop-down list.
      gc12.png
    4. Click Save.

    Messaging in Responsive

    Once the integration is set up, instant notifications are sent from Responsive to Google Chat for any comments made from the Sections tab, while responding to RFx questions, and from the Content Library.
    Note: Only text comments are displayed; any attachments to comments won't post in the chat but are instead linked from the comment.

    Messaging from Sections

    1. Click the More Options menu associated with the section and select View Comments.
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
      gc6.png
    3. Click Send. The message will be displayed to all users in the selected space.

    Messaging from the Answering page

    1. From the Response section, click the Comments icon.
      gc7.png
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
    3. Click Send. The message will be displayed to all users in the selected space.

    Messaging from the Content Library

    1. Click the Comments icon associated with the Q&A pair you want to add the comment to.
      gc8.png
    2. Enter your comment.
      Note: You can type @username to message a particular user or @team to message a team.
    3. Click Send. The message will be displayed to all users in the selected space.

    Searching for Responsive content within Google Chat

    You can search for Content Library contents in Google Chat. Filtering and refining your searches can help you quickly find what you need.
    Note: Searches are performed only in spaces you are a part of.

    Starting a new search

    1. Start a new search directly from the message box by using the @responsive search command followed by the keyword to be searched.
      Example: @responsive search social.
      mceclip22.png
    2. Press Enter.
      • If matches are found, the results display to all users in the space as shown below:
        mceclip23.png
      • If no matches are found, a message displays stating no results were found.
        mceclip24.png
      • If the space is not connected to Responsive, a pop-up displays asking if you want to connect it. To enable search, click Add to room.
        mceclip27.png

    Performing advanced searches

    • You can perform advanced searches (@responsive search fieldname:[value]) using field names such as question, answer, tags, collections, language, and custom fields (such as Product Name or User Name).
      Example: @responsive search language:English
    • You can perform combination searches 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 get a list of searchable fields by typing @responsive help search-fields.

    See the Using search operators in Google Chat section below for more information.

    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 terms like testing or tests.

    The search results are displayed in Google Chat as shown below:

    mceclip23.png

    • Click View this content in Responsive to go directly to the content in Responsive.
    • Click View all matching results to see all matching results in Responsive. The searched keyword is highlighted.

    When viewing searches, remember that:

    • All members in the Google Chat space can see the search results.
    • Users must have access to the Q&A pair in Responsive to view the results in Responsive. If access is not available, an alert message displays.
    • An alert message displays when no matching results are found.

    Limiting searches to specific collections

    1. Go to Organization Settings > Collaboration > Integrations, then click Configure next to Hangouts Chat.
    2. In the Responsive User Options section, click Search only these collections and enter the collections you want to make searchable.
    3. Click Submit.

    Using search operators in Google Chat

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

    What you can search content by

    Search syntax & example

    Keywords in Q&A pairs

    @Responsive search <searchterm>

    Example: @Responsive search business, will fetch all content with the term business anywhere in the content.

    Keywords in questions

    @Responsive search question:<searchterm>

    Example: @Responsive search question:business, will fetch all content with the term business in the question.

    Keywords in answers

    @Responsive search answer:<searchterm>

    Example: @Responsive search answer:business, will fetch all content with the term business in the answer.

    Tags

    @Responsive search tags:<tagname>

    Example: @Responsive search tag:security, will fetch all content with the tag security.

    Collections

    @Responsive search collections:<collectionname>

    Example: @Responsive search collections: APAC, will fetch all content within the collection APAC.

    Languages

    @Responsive search language:<language>

    Example: @Responsive search language:German, will fetch all content in the German language.

    Wildcard searches

    @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 searches

    @Responsive search question:<secu~>, will fetch all content with the terms- secure, seek, self, present, such, etc., in the question.

    Range searches

    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 searches

    • @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 searches

    • 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 the 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.

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