How to set up Kaia for Teams with a Resource-specific Consent Model

Objective

Outreach has the option to deploy Kaia for Microsoft Teams with a Resource-specific consent (RSC) model. 

This method is for the following use cases:

• Admins who want to support a fine grained level of application permissions inside their Microsoft365 deployment through additional admin management steps.
• Admins who want to deploy Kaia for users to do post call analysis only of meetings recorded natively inside Teams configured to use explicit recording policy.

Applies To

• Outreach Admins
• MS Teams Admins

Before you Begin

Identify and coordinate among key roles

To enable this method, coordination from these three roles is required:

1. A Global Administrator for Microsoft Entra.
2. A Teams Administrator for Microsoft Teams.
3. An Administrator for Outreach who is also a Global Administrator, Microsoft Teams
   Administrator or Teams User.

Note the following:

• The steps performed by a Teams Administrator can also be completed by a Global Administrator as they also have permissions to change admin settings for Teams.
• If the Outreach Administrator is also a Teams Administrator, or Global Administrator, it reduces the number of setup steps required.
• To complete the setup process changes are required to both Microsoft Entra settings, and Microsoft Teams settings, that may take time to take effect. Until these changes have taken effect the next step cannot be completed. Completing the whole set up process can take several hours.
• If you already have Kaia for Teams deployed users will be unable to access Kaia until the setup process to redeploy is completed.

Uninstall or disable other conversation intelligence (CI) tools

We strongly recommend you first uninstall any other CI tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This ensures avoiding any potential technical conflicts with Kaia and having to manage duplicate recordings.

Procedure

Admin Workflow

1. Log in to Microsoft Entra Admin Center as a Global Administrator and enable the admin consent workflow.
2. Log in to Outreach as an Admin.
3. Click Administration > Kaia > General Settings.
4. Locate Microsoft Teams.
5. Click Admin deployment + user setup.
6. Click Request Approval.
7. Navigate to Microsoft Entra Admin Center as a Global Administrator to review and approve the request.
8. Log in to Outreach as an Admin.
9. Click Administration > Kaia > General Settings.
10. Locate Microsoft Teams.
11. Click Get links.
12. Copy the two links provided for the Kaia app package and the Microsoft Teams app center and provide them to a Team Administrator or Global Administrator.
13. Sign into Teams Administration Center as an Teams Administrator role, or Global Administrator.
14. Download the Kaia app package from the link provided by Outreach.
15. Upload the package using the upload new app option under Manage apps in the Teams admin center.
16. In the Teams Administration Center check that your app permission policies allow Outreach Kaia users access to the app. Note that it can take several hours for these changes to take effect. It may be necessary to wait until the next day to complete the final step. Ensure the Entra admin is included in the group of users that grants access to Kaia to avoid accessibility issues.
17. Log in to Outreach as an Admin.
18. Click Administration > Kaia > General Settings.
19. Locate Microsoft Teams.
20. Click Connect.
21. Navigate back to Administration.
22. Click User management  > Access control.
23. Click on a profile and toggle explicit consent on. All profiles that require Kaia with explicit consent needs this setting to be turned on.
24. Click Save.

User Workflow

1. Log in to Outreach.
2. Click Settings.
3. Navigate to Meetings > Kaia.
4. Locate Teams as a web conferencing app.
5. Click Connect.