Introduction

For those using Microsoft Teams for collaboration and for web training, Docebo can integrate with this tool, so your users can access live training and collaboration sessions directly in webinar courses in their platforms.

You must have an active Microsoft Teams account (not a trial account) and remain in agreement with the terms and conditions in your contract in order to successfully configure this integration.

More information about ILT and VILT sessions on mobile devices.

Please note that the integration is available for Microsoft Teams SaaS, and does not support on-premise deployments.

Activating the Microsoft Teams App in Docebo

Activate the Microsoft Teams app as described in the Managing Apps & Features article of the Knowledge Base. The app is listed in the Web Conferencing tab.

Creating and Configuring the Docebo App in Microsoft Teams

To configure Docebo in Microsoft Teams, sign in to Microsoft Azure (link opens in a new window) and click on App Registration in the Azure Services area. If you do not see this option listed, look for it in the portal global search. Click now on New Registration and define a name for your app.

Move now to your Docebo platform to create your Microsoft Teams account. Log in as a Superadmin and access the Admin Menu by scrolling your mouse over the gear icon. Find the Microsoft Teams section and select the Manage subitem. On the settings page, click New Account in the top right corner of the page.

Now, copy the Microsoft Teams OAuth redirect account URL shown on the top of the right panel and paste it in the Redirect URI (optional) field, in the Microsoft Teams account creation area. Click on Register to complete the app creation.

Please Note! The Redirect URI is defined based on the domain the user logs into. When using the Custom Domain app, make sure you are using the custom domain URL and not the https://[platform name].docebosaas.com/ URL.

Microsoft Azure has created a page for your app. The Application (client) ID and the Directory (tenant) ID displayed in the Essentials area of the page are needed for the creation of the Microsoft Teams account in Docebo. Move to the Certificates & Secrets tab listed in the Manage menu in the page left menu to generate the Client Secret, also needed for the creation of your Microsoft Teams account in Docebo.

Please Note! Copy the Secret Value and store it in a safe place, as you will not be able to retrieve it again after leaving this page.

Move now to the API Permissions tab, click on Add Permissions and on Microsoft Graph, in the Commonly used Microsoft APIs list. Click now the Delegated Permissions option, and select:

• the openid option in the OpenID permissions menu
• the offline_access option in the OpenID permissions menu
• the OnlineMeetings.ReadWrite option in the OnlineMeetings menu
• the read.user option in the User permissions menu

Please Note! If the Show Meeting instructor calendar option in the Docebo for Microsoft Teams account settings is activated then in Azure the following permission must also be activated:

• Calendars.ReadWrite

If this option is not activated or required, then the permission in Azure should not be set.

Click on Add Permissions to complete the configuration. Move now to Docebo to complete and activate the integration.

Configuring Microsoft Teams in Docebo

Move back to your Docebo platform where you have previously started the Microsoft Teams account creation. In the right panel, type your account name and description, then paste the Client ID, the Tenant ID and the Client Secret generated for the app you have created in Microsoft Azure. Select the session type; either Meeting or Event depending on the type of events you will manage with the account you are creating. Please note that you can create and manage multiple Docebo accounts with the same Microsoft Team account by creating multiple apps in Microsoft Teams.

Define the maximum number of sessions allowed per course (up to 999), the maximum number of sessions that this account can manage, and the maximum number of concurrent rooms. Please note that the number of concurrent rooms is the one agreed on in your Microsoft Teams license.

Press Create when you’re finished. You will be redirected to Microsoft Teams for the app pairing. Once the account is paired, you can webinar sessions for ILT courses.

Managing Your Microsoft Teams Account in Docebo

You can re-execute the pair between the Microsoft Teams account you have created in Docebo with your Microsoft Teams account at any time. To do so, log in Docebo as the user who configured the account to be paired, access the Microsoft Teams settings page from the Admin Menu, look for your account in the list of configured accounts, click on the ellipsis menu at the end of the account row, and select Pair. This operation may take a few seconds to be completed.

At any time, you can edit the details of your account by clicking on the ellipsis menu at the end of the account row, and selecting Edit. You can delete your account by selecting Delete from the same ellipsis menu.

When editing the Client ID, the Tenant ID and the Client Secret of your account, you need to re-synchronize it with Microsoft Teams. To do so, select the Pair option after saving your changes.

Instructors

In order for a user to be an instructor in Docebo for Microsoft Teams, that user must first pair their Docebo account with Microsoft Teams using the Admin Menu in Docebo. This requires the user to be logged in and, at least temporarily, have Superadmin access to the platform as this task can not be performed as a regular user.

In order for a Docebo user to join a webinar as an instructor in Microsoft Teams, the account must be paired to an individual account in Azure. The instructor of the session will be defined by the Azure-based Microsoft Teams account and the Microsoft Teams account created in Docebo will be used to launch the session. This does not apply to users wishing to join a webinar as a learner.

Instructors launching a new webinar must take care to be logged in to the instance of Teams that is paired with the Docebo for Microsoft Teams app. If they are not using the correct account or are not logged in they will not be able to join the webinar as an instructor, instead they will join as a participant.

Re-Pairing Docebo for Microsoft Teams with Azure

This chapter is a guide aimed at users who have been using this integration prior to February 23, 2022. The steps described in this chapter have to be taken after to the February 2022 release, which includes the Docebo for Microsoft Teams update. Re-pairing your instance as soon as possible after the February 23rd update is mandatory; skipping this process may lead to unpredictable results when using Docebo for Microsoft Teams.

As of February 23, 2022, an improvement to the Docebo for Microsoft Teams integration is released. With this update you are able to add instructors to webinar ILT(Instructor-Led Training) courses without needing to grant them Administrator privileges in Microsoft Azure, thereby minimizing potential risks to your infrastructure.
In order for this improvement to be implemented, you need to re-pair your Docebo for Microsoft Teams integration with Azure as described in the following steps.

Preparation

In your web browser, open Microsoft Azure and log into your Administrator panel using your Microsoft administrator credentials, then open another tab or window, without closing the Azure tab or window, log in to your Docebo platform as a Superadmin, access the Admin Menu from the gear icon in the top right corner of the page, and click on Manage in the Microsoft Teams area.

For simplification purposes we will be referring to the Microsoft Azure tab or window as “Azure browser tab” and the Docebo for Microsoft Teams tab or window as “Docebo browser tab” for the remainder of these instructions.

Pairing Process

In the Azure browser tab, click on the Overview tab and copy the Application (client) ID to the clipboard.

Click now on the API permissions tab. Click on the ellipsis button in the Microsoft Graph row and select Revoke All Admin Consents. Then click on the Yes remove button in the pop-up confirmation window.

While in the Azure browser tab, click on the Certificates and Secrets tab and click on New Client Secret. In the resulting slide-out window supply a recognizable description and change the expiration time in the pull-down menu to 24 months, then press Add. In the resulting window, you will see your new client secret code immediately next to the description you just provided. Copy the code to the clipboard.

Next, switch to the Docebo browser tab and click the ellipsis menu next to the account you wish to re-pair, and click on Edit. Paste the new client secret code in the Client Secret field and press Confirm.

You will then automatically pair with the Microsoft server and, upon a successful pairing, be presented with a confirmation that the account has been edited successfully.

For any questions that you may have, please open a case ticket with Docebo's Customer Support via the Help Center.

Important Notes

• The integration is only available for Microsoft Teams SaaS and does not support on-premise deployments.
• Only an account that is paired with the Docebo for Microsoft Teams integration can be the organizer of an event.
• Breakout rooms can be used within the Microsoft Teams application. They are not supported by the integration when used in Webview.
• Presenter rights are assigned by the instructor who starts the meeting.
• More information about webinar tools for VILT courses on mobile devices.
• In order to use the Microsoft Teams API via the Docebo platform, you need to have an Office365 license (this license must be at least Office365 Basic) for the Azure user you will use to pair with the Docebo platform. Learn more from the Microsoft website.