Docebo for Microsoft Teams

Introduction

Docebo for Microsoft Teams allows you to integrate features of the Docebo platform within Microsoft Teams, giving you access to courses and learning materials as well as the ability to share that material within Teams and creating customized training dashboards for different audiences and use cases.

Best practices: Ask your Organization's IT admin to add the Docebo app and messaging extension to the default policy so that all users automatically see the Docebo app pin in their app bar. This will ensure that all your users will see the app by default and not have to individually pin the app and messaging extension, ensuring frictionless adoption and usage of the app.

Prerequisites

Critical requirements

In order to be able to enable this integration, the application requires the User.Read.All scope in Microsoft Entra ID (formerly Azure AD). As Microsoft classifies this permission as High-Privilege, the following strict rules are enforced:

• Admin consent mandatory: A standard user cannot perform the initial pairing. If a user without Admin privileges attempts to perform the pairing, they will be blocked from doing so and will be served a "Need admin approval" error screen.
• Authorized roles: The initial authorization must be performed by one of the following roles on the Microsoft tenant (strict requirement):
  • Global Administrator
  • Cloud Application Administrator
  • Application Administrator

Other requirements

In order for this app to function as intended, Docebo must be able to match each Microsoft Teams user to the correct Docebo user.

Use Microsoft Teams user mapping to select which identifier fields are used for matching users between Microsoft Teams and Docebo. The selected values must match exactly for each user you want to map.

Example: If you select mail as the Microsoft Teams identifier field and email address as the Docebo identifier field, a Microsoft Teams user whose mail value is learner@example.com is matched with the existing Docebo user whose email address is learner@example.com.

Please note: Without this step your users will not be authenticated and will not be able to access the app.

Activating Docebo for Microsoft Teams

Docebo for Microsoft Teams is a paid product. To activate Docebo for Microsoft Teams, reach out to Docebo via the Help Center, or by contacting your Account Manager (if your plan includes this option).

Glossary

Tenant

A tenant is a group of users, an organization or part of an organization who share a common access with specific and separate privileges and access to the Microsoft Teams software instance.

Dashboard

A dashboard is a centralized location where you can keep track of courses assigned to or shared with you.

Pairing

Pairing refers to the action of connecting a tenant with a Docebo Learning Platform.

Unpairing

Unpairing refers to the action of disconnecting a tenant from a Docebo Learning Platform.

Messaging extension

Message extensions allow the users to interact with Docebo Learn through buttons in the Microsoft Teams client. Users can search or initiate actions in Docebo Learn from the compose message area, the command box, or directly from a message. The results of that interaction are returned in the form of a richly formatted card.

Personal app

The Docebo app within Microsoft Teams containing the application specific tabs, for example, Dashboard and Chat tabs.

Bot

A system where commands can be sent via chat and are acted upon by the application.

What is Docebo for Microsoft Teams

Docebo for Microsoft Teams allows you to embed Docebo Learn within the Microsoft Teams application bringing the learning experience beyond your Docebo Learn platform. This allows learners to take training directly through Microsoft Teams, with a personalized training dashboard that speeds up the processes of learning directly in the workflow, and also simplifies the searching and sharing of learning content in chats, and channels, without leaving the application.

Features

By integrating Docebo, you gain access to the following abilities in Microsoft Teams:

Customized training dashboards

Dashboards allow you to create custom layouts of learning plans or courses and set visibility by branches and groups of users. A default dashboard is provided which will be visible to all tenants should they not have access to other dashboards and should be used as a fallback dashboard for all tenants with the lowest priority given to it. For more information, please read the article on Creating Dashboards in Docebo for Microsoft Teams.

Sharing courses

Docebo for Microsoft Teams permits the finding, sharing and playing of courses in chats and channels with other users using the Docebo Learn Platform's Global Search capabilities. For more information, please read the article on Sharing Courses in Docebo for Microsoft Teams.

Detailed usage reporting

By using the New Reports functionality of the platform, detailed usage information can be obtained on users and course consumption from within Microsoft Teams.. For more information, please read the article on Usage Statistics and Reporting for Docebo for Microsoft Teams.

Benefits of using Microsoft Teams

Docebo for Microsoft Teams allows you to embed Docebo Learn within the Microsoft Teams application bringing the learning experience beyond your Docebo Learn Platform. It allows learners to take training directly through Microsoft Teams, with a personalized training dashboard that speeds up the processes of learning directly in the workflow, and also simplifies the searching and sharing of learning content in chats, and channels, without leaving the application; bringing with it the benefit of increased completion and engagement of training material or courses and learning plans, an improved employee or customer learning experience and it helps organizations create social and viral learning experiences by seamlessly bringing the experience of learning into the flow of work.

Pairing Docebo for Microsoft Teams

Before using Docebo in Microsoft Teams, you must pair the Docebo platform with a tenant of Microsoft Teams.

Docebo for Microsoft Teams pairing works in a 1:1 mode. For example, one Docebo domain can be paired to one Microsoft tenant.

If you are not leveraging the extended enterprise module, then you will only be able to pair to one tenant.

If you leverage the extended enterprise module then you will be able to pair each of your domains and sub-domains to separate Microsoft tenants. This is the recommended approach if you are leveraging multiple Microsoft tenants within your organization.

Please note: The pairing process does not work using extended enterprise subfolders as they are not considered a unique domain to be paired.

To summarize, there are two options available to you for pairing Docebo with Microsoft Teams:

Extended Enterprise app is inactive

You require just one Microsoft tenant to be paired with one Docebo.

Extended Enterprise app is active

Use this option if you have multiple domains activated in Extended Enterprise then you can pair multiple tenants with Microsoft Teams, with each domain being permitted a single tenant and each tenant being granted a separate dashboard.

Tip: The instructions for both active and inactive Extended Enterprise assume that you are already logged into your Microsoft account. If you are not then you will be asked to do so during the pairing process, prior to being able to press the Pair button.

Extended Enterprise app is inactive

First, create the tenant within the platform by going to the Navigation menu > Add-ons and integrations (jigsaw icon) > Docebo for Microsoft Teams. There, press Manage. Next, press the plus button in the top right corner and in the resulting menu, press New tenant / pairing. Next, in the resulting slide-in window, give your tenant a name and press the Create and edit button to begin the pairing process. In the resulting modal window, press the Pair button to initiate pairing, which will redirect you to the authorization page, where pressing the Pair button will complete the pairing process.

Extended Enterprise app is active

First, create the tenant within the platform by going to the Navigation menu > Add-ons and integrations (jigsaw icon) > Docebo for Microsoft Teams There, press Manage. Next, press the plus button in the top right corner and in the resulting menu, press New tenant / pairing. Next, in the resulting slide-in window, give your tenant a name and, in the Domain section, select the domain you wish to associate with your tenant. Press the Create and edit button to begin the pairing process. In the resulting modal window, press the Pair button to initiate pairing, which will redirect you to the authorization page, where pressing the Pair button will complete the pairing process.

Please note: If you have previously created a tenant pairing using a different domain, that domain will not show up in this list as it is not available for pairing. Similarly, if you have no further domains available then the slide-in window will not display configuration options, rather you will be notified that all domains configured in the Extended Enterprise App have been assigned already.

Press Create to finish the tenant creation process. Next, you will be presented with the Client Secret Code for pairing with Microsoft Teams. Copy the code to your clipboard and close the window. You will then arrive at the Properties screen for your new tenant.

At the top of the pairing screen, you will be notified that pairing is required. Press Open Microsoft Teams App to go to Microsoft Teams to complete the pairing process using the code you have copied to your clipboard.

Microsoft Teams user mapping

Microsoft Teams user mapping creates a persistent identity link between a Microsoft Teams user and an existing Docebo user. The match is based on the identifier fields you select during configuration, for example, the Microsoft Teams mail field matched against the Docebo Email address field.

After a match is found, Docebo stores the relationship between the Microsoft Teams user identity and the Docebo user identity. This allows the Microsoft Teams integration to resolve the correct Docebo user when learners access Docebo from Microsoft Teams.

Microsoft Teams user mapping:

• Matches Microsoft Teams users to existing Docebo users
• Maintains the identity mapping over time
• Helps users access the correct Docebo experience from Microsoft Teams

Microsoft Teams user mapping does not:

• Create new Docebo users
• Provision users from Microsoft Teams to Docebo
• Update user profile fields in either system
• Push user data from Microsoft Teams to Docebo, or from Docebo to Microsoft Teams

In this section, the term synchronization means that Docebo checks and updates the identity mapping between Microsoft Teams and Docebo. It does not mean that user profile data is pushed or overwritten between systems.

Before you begin

Before configuring Microsoft Teams user mapping, complete the following checks:

1. Make sure that Microsoft Teams is already connected and paired with Docebo. If Microsoft Teams is not yet connected, complete the setup and pairing process described in the Pairing Docebo for Microsoft Teams section first.
2. Make sure that you have permission to manage the Docebo for Microsoft Teams integration.
3. Decide which identifier fields to use for matching Microsoft Teams users with Docebo users.

The selected values must match exactly. If the values do not match, Docebo will not be able to create the identity mapping for those users.

Please note: The Microsoft Teams pairing requires admin consent in Microsoft Entra ID. A Microsoft tenant user must complete initial authorization using one of the supported administrator roles, such as Global Administrator, Cloud Application Administrator or Application Administrator.

Configuring identifier mapping

After Microsoft Teams is paired, the user mapping settings are available in the tenant configuration.

To configure identifier mapping:

1. Log in to your platform as a Superadmin.
2. Go to the Navigation menu > Add-ons and integrations (jigsaw icon) > Docebo for Microsoft Teams.
3. Press Manage.
4. Find the paired tenant in the list and click on the tenant name.
5. Select the User settings tab.
6. Select the Microsoft Teams user identifier field.
7. Select the Docebo user identifier field.
8. Confirm that the selected fields contain matching values for the users you want to map.
9. Press Save changes.

After you save the identifier mapping, Docebo automatically starts the initial synchronization.

From this point onward, the mapping configuration is active. The Microsoft Teams integration can use the configured mapping to resolve Microsoft Teams users to the corresponding Docebo users.

Please note: If the User settings or Synchronizing tab is locked, Microsoft Teams is not yet paired. Complete the Microsoft Teams pairing process first.

Supported fields for mapping

The following Docebo identifier fields are supported for mapping:

• Username
• Email address
• UUID
• User ID

The following Microsoft Teams identifier fields can be used for mapping:

• employeeId
• mail
• mailNickname
• onPremisesDistinguishedName
• onPremisesImmutableId
• onPremisesSamAccountName
• onPremisesSecurityIdentifier
• onPremisesUserPrincipalName
• securityIdentifier
• userPrincipalName
• id

Please note: The list of Microsoft Teams identifier fields may vary depending on your Microsoft tenant configuration.

Managing synchronization

The Synchronizing tab contains the synchronization controls for Microsoft Teams user mapping.

These controls are available only after the Microsoft Teams tenant is paired and the user mapping configuration has been saved.

To access the synchronization controls:

1. Open the paired tenant configuration.
2. Select the Synchronizing tab.

The Synchronizing tab includes:

• Enable auto-sync: controls whether Docebo automatically keeps mappings up to date
• Sync now: manually starts a synchronization job

Enabling auto-sync

Auto-sync controls whether Docebo automatically checks for changes that may affect user mappings.

When auto-sync is enabled, Docebo can automatically re-check mappings when relevant Microsoft Teams or Docebo user identity information changes, or when new users become available for mapping.

Auto-sync does not create users, update user profile fields or push user data between Microsoft Teams and Docebo. It only maintains the identity mapping.

To enable auto-sync:

1. Go to the Synchronizing tab.
2. Select Enable auto-sync.
3. Press Save changes.

Best practice: When configuring user mapping for the first time, run one or more manual synchronizations and validate the results before enabling auto-sync.

Running a manual synchronization

Manual synchronization starts a synchronization job immediately.

To trigger a manual synchronization:

1. Go to the Synchronizing tab.
2. Press Sync now.
3. Wait for the synchronization job to complete.

Manual synchronization does not change the saved auto-sync setting. It only starts a synchronization job.

Please note: Synchronization is processed asynchronously. After pressing Sync now, allow a few minutes before validating the results. The initial synchronization with a large user population may take longer than subsequent synchronizations.

Changing the identifier mapping

Changing the identifier mapping can invalidate existing mapping data and require a full resynchronization.

Before changing the selected identifier fields, make sure that the new fields contain the correct matching values for the users you want to map.

Please note: If you see unexpected duplicate or conflicting mappings, stop additional synchronization attempts and contact Docebo before changing the configuration again.

Validating the setup

After the initial synchronization or a manual synchronization, validate the configuration from the learner experience.

Ask a small group of users to open the Docebo app in Microsoft Teams and confirm that they can access the expected Docebo dashboards and learning content.

Confirm that:

• Users can open the Docebo app in Microsoft Teams
• Users are recognized as the correct Docebo users
• Users see the dashboards and content configured for them in Docebo
• No unexpected authentication or access errors appear

If users cannot access the Docebo app in Microsoft Teams, check the troubleshooting section below.

Troubleshooting user mapping

If a problem persists after trying the steps below, contact Docebo.

Getting help with user mapping

Contact Docebo if:

• You are unsure which identifier fields to use
• Users cannot access the Docebo app in Microsoft Teams after synchronization
• You see unexpected mapping, authentication or access errors
• You see duplicate or conflicting mappings

When reporting an issue, include:

• The platform URL
• The Microsoft Teams tenant name
• The identifier fields selected in the User settings tab
• Whether auto-sync is enabled
• The approximate time of the latest manual or automatic synchronization
• Example affected users

Unpairing a tenant

Please note: If you unpair a tenant, users belonging to this tenant will not be able to access the app anymore. The Dashboards will remain assigned.

In order to unpair a tenant, find the tenant you wish to unpair in the list of tenants and click on the name. In the resulting screen, in the Properties tab, press Removal Actions in the side menu to access the Unpair and Deletion section. There, press Unpair Tenant. In the resulting modal window, press Unpair to confirm the action.

Removing a tenant

Please note: If you remove a tenant, if the tenant is still paired, users belonging to this tenant will not be able to access the app anymore. Dashboards will not be deleted and will remain available for assignment.

In order to remove a tenant, find the tenant you wish to remove in the list of tenants and click on the name. In the resulting screen, in the Properties tab, press Removal Actions in the side menu to access the Unpair and Deletion section. There, press Delete Tenant. In the resulting modal window, press Delete to confirm the deletion.

Once you remove and unpair the tenant, the previously assigned domain becomes available to be paired with a new tenant.

Managing the Docebo for Microsoft Teams conditions of use

As for any Docebo platform, you can set the visibility and the acceptance rules for the privacy policy and the terms and conditions regulating the use of the Docebo for Microsoft Teams application. To do so, move to the Advanced Settings in the Docebo Platform as the Docebo for Microsoft Teams app inherits the platform configuration.

If you disable the acceptance of the Privacy Policy or of the Terms and Conditions in the Docebo Learn platform, users will not be able to see them upon accessing Docebo for Microsoft Teams for the first time and the system will silently force the acceptance for all users.

Localization and language support

Docebo for Microsoft Teams supports the use of the Localization tool, allowing you to enable new languages, manage translations, and much more. For more information please see Managing the Localization Tool & Platform Languages. The translations for the Docebo for Microsoft Teams can be found in the Microsoft_Teams module.

All languages supported by the Docebo Learn platform are also supported within Docebo for Microsoft Teams. For a list of supported languages please see the List of Supported Languages article.

Language default hierarchy

Docebo for Microsoft Teams will attempt to first display the user language in Microsoft Teams. In the event that language is not available, the next language it will use is the Docebo Learn platform language. In the event that is not available, English will be used as a fallback language.

Please note: The text for all translations in all areas of Docebo for Microsoft Teams dashboards can be customized using the Localization tool except for Bot responses which, while translated into all languages, are fixed to their preset text.

Additionally, the About text, which is managed apart from the Learning platform, will be translated into 5 languages: English, Italian, French, German, and Spanish. If you are using any other languages in Microsoft Teams or the LMS, it will default to English.