Microsoft Teams Integration - Create initiatives from Teams

Introduction

If your organization uses Microsoft Teams, you can integrate TrustWorks to create initiatives directly from Teams without leaving the Microsoft environment, and also reply to comments made in TrustWorks platform. This allows stakeholders to easily add initiatives when starting new projects, onboarding third-party tools, initiating any relevant activities, and also maintaining direct communications across platforms. With this integration, you'll gain better visibility into organisational actions that may impact your privacy program.

Step-by-Step setup guide

1. Navigate to the Settings > Integrations.

2. Click on '+ New Integration' and select 'Microsoft Teams'

  1. Name the integration and choose OAuth 2.0 as the authentication method.
  2. Click on 'Connect with Microsoft Teams'

  1. A new tab will open where it will require to select the Microsoft account to be used for the integration and also an admin approval.

During authentication, the user must grant the following OAuth scopes:
  • AppCatalog.Read.All: Used to identify if TW's Teams app is installed in the client environment.
  • User.Read.All: Check if the TW's user exists in Microsoft. The search happens through the email.
  • TeamsAppInstallation.ReadWriteForUser.All: Used to include the app in the user's Team environment in case it wasn't already added. This happens in the moment that the user receives a platform notification.

Adding the TrustWorks app

Once the integration is complete, open Microsoft Teams and go to My Apps > + Apps, then search for the TrustWorks app.

Other option is to access the following link, that will redirect to the application page: https://teams.microsoft.com/l/app/a25bad9a-c67e-4521-8749-e418b5337686

Home page

Upon accessing TW's app in Microsoft Teams, the user will access the home page, which encompass a general overview of the apps's current capabilities

There are 3 tabs inside the application:

  • Home
  • Initiative
  • Chat

For each functionality, there are a summary of it's capabilities.

Initiatives


Through this functionality is possible to create initiatives and notify the Privacy team. The Initiatives can be used to submit ranging from projects to product requirements to privacy review.


  • Mandatory fields: Name, description, and initiative type.
  • Initiative type options: Choose from Business Process, Vendor Onboarding, Project, or Product Requirement.

Optional fields: You may also add a URL and upload files. Supported file types are PDF and DOCX.

  1. When you see the notification “Initiative created successfully!,” your initiative is now saved in TrustWorks.

The initiative is assigned to you if you’re an existing user in TrustWorks. If no matching user exists, the system will create a staging user.


Notes:

  • Initiative Viewing: Users can only view and manage initiatives in the TrustWorks platform.
  • Notifications: Currently, no Teams notifications are sent when a new initiative is created.
  • Accessing Initiatives: To continue working on your initiatives, log in to the TrustWorks platform.


Read about how to manage and work with the initiatives in this document.

Chat

The chat can be used as a communication channel where TrustWorks app will notify when a comment is made and also as a channel to reply to those comments.

Upon clicking in the Chat tab, you are automatically redirected to a TrustWorks's chat page with information regarding the comments that were performed.


Each message received contains information on the comment that you were mentioned, the module used and the message itself.

⚠️ It's important to notice that in order to reply a comment previously made, it's necessary to reply the quote in the Teams chat. This can be done by hovering the mouse in the message received, and clicking in the second to last icon. Other possibility is clicking in the message and clicking "Q".

The chat notification will happen for the following actions in TrustWorks:

  • mentioned in a comment
  • reply in a thread you're in
  • survey review request
  • survey sent back for revision
  • a task was assigned
  • risk mitigation cancelled
  • an initiative was created (intake confirmation)

The TrustWorks modules that encompass the ability to connect comments and the Teams chat are:

  • Processing activities
  • Assets
  • Tasks
  • Initiatives
  • Surveys
  • Data Subject Requests

Conclusion

With this integration, you can seamlessly create initiatives in TrustWorks while working in Microsoft Teams, but with the added benefit of automatically creating an actionable initiative. This allows you to later access and manage these initiatives directly in TrustWorks without switching platforms.

The user also has the ability to perform follow-ups through different TrustWorks modules through the comments, providing more control and agility.

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