Set up Microsoft Teams

This guide is for the people who set up Teams for your organization: a VeriProof administrator, a Microsoft Entra administrator, and a Teams administrator. It can be the same person.

Once it’s set up, reviewers get a personal Teams card when a review is assigned to them. Unless you turn it off, they can decide from the card, and every decision is recorded in VeriProof. Anything Teams can’t collect opens in VeriProof. Microsoft Teams settings explains what reviewers see.

Before you start

You need:

• VeriProof administrator access.
• A Microsoft Entra administrator who can grant admin consent (for example, a Privileged Role Administrator or Global Administrator).
• A Teams administrator who can manage apps in the Teams admin center.

The VeriProof app isn’t listed in the Teams Store or AppSource. Your Teams administrator uploads the app package VeriProof gives you. For help with setup, contact VeriProof .

If someone installs the app before your organization is connected, the app tells them that an administrator connects it in VeriProof settings and links to this guide. It says nothing else until you connect.

Decide in Teams

While Let reviewers decide in Teams is on, a reviewer can decide from their own review card:

• Approve the review. Approving a high-priority review asks them to tick a box confirming they checked the details.
• Reject it. Rejecting asks for a reason.
• Fill in the response the review asks for, such as an amount within its limits, one or more choices, a date within its range, a short answer, or a note.
• Ask the application a question with Ask the application. The review stays open until the application answers.

Each choice opens a short form in the card. Cancel closes it without recording anything. While VeriProof records the decision, the card shows Recording your decision…, then updates to show the result.

Every decision made in Teams is recorded in VeriProof, which notes that it was made in Teams. It reaches the application the same way a decision made in VeriProof does, and it shows up in the review history.

When a review needs something Teams can’t collect faithfully, the card offers Review in VeriProof instead. Changes to the action’s data (permitted replacements) are always made in VeriProof.

Teams doesn’t ask for an extra sign-in, such as MFA, before a decision. Slack works the same way. If a reviewer connected their Teams account more than 90 days ago, they reconnect it before their next decision counts.

Decisions happen only in the reviewer’s own card or, after they claim it, in a group review post in a channel you chose. VeriProof doesn’t take decisions in Teams group chats.

Set the data limit

Most sensitive data Teams may show and collect has two options:

• Public only
• Public and internal (the default)

Confidential and sensitive details always stay in VeriProof. Facts and fields above the limit never leave VeriProof. A review whose required fields are above the limit opens in VeriProof.

Turn decisions in Teams off

Turn off Let reviewers decide in Teams if you want every decision made in VeriProof. Teams messages then link to the review in VeriProof. Buttons on messages sent earlier no longer record anything.

See your reviews in Teams

Reviewers send reviews in their chat with the VeriProof app, or select Show your reviews on its welcome or help card. The list shows up to five of the reviews assigned to them, overdue ones first, and View all in VeriProof opens the rest. Open shows a review’s card in the list, with Review in VeriProof and, when reviewers can decide in Teams, the decisions they can make there.

Post group reviews in a team channel

Some applications send their reviews to a group, and anyone in the group can claim one. Instead of messaging every person in the group, VeriProof can post each of that application’s group reviews once in a Teams channel. Reviewers claim it from the post.

You can set this up if you manage reviewer routing in VeriProof. Each application can have one channel.

What the channel sees

VeriProof posts each group review once. Each person sees their own version of the post:

• Reviewers who can claim it see Claim review.
• After someone claims it, everyone else sees Claimed by and that person’s name. The person who claimed it gets the decision controls in the post, while decisions in Teams are on.
• When the review is closed, the post updates to match and still shows who claimed it.

Teams refreshes each person’s version automatically in channels with 60 members or fewer. In larger channels, people select Show my options. VeriProof checks every claim and decision again, whatever the card shows. Group members who aren’t in the channel still get a personal message.

If the channel stops qualifying

VeriProof checks the channel again before every post and whenever Teams reports a change. If a guest or someone from another organization joins, the channel is shared or deleted, the team is archived, or the app is removed from the team, VeriProof stops posting there. Open posts lose their details and show Review moved. Those reviews go to group members as personal messages.

Settings → Microsoft Teams shows A group review channel stopped working, and the application’s reviewer routing shows what changed and how to fix it. After you fix it, choose the channel again.

Stop posting in a channel

In the application’s reviewer routing, select Stop posting in Teams. Group reviews go back to a personal message for each reviewer, and open posts in the channel lose their details.

Review link previews

When someone pastes a VeriProof review link in Teams, the preview shows the application, status, reason, and due time only when both of these are true:

• It’s pasted in a 1:1 chat, or in a team channel that meets the rules for a group review channel.
• The person who pasted it is working that review.

Everywhere else, including group chats, the preview only says it’s a VeriProof review. A guest gets no preview.

What Teams receives

Cards show the application name, the reason for review, the person’s role, the due time, the priority, and a case reference. A claimed group post also shows who claimed it. While decisions in Teams are on, a card can also show the review’s details and fields up to your data limit. Prompts, model responses, tool data, review notes, and other people’s details stay in VeriProof.

VeriProof sends review cards to the person the review is assigned to, in their personal chat with the app, and posts group reviews only in a channel you chose. It doesn’t post in group chats.

Private Enterprise deployments

In a Private Enterprise deployment, the VeriProof app runs in your own Azure subscription and uses a managed identity in your Microsoft Entra tenant. There’s no admin-consent step.

1. Your deployment team creates the Azure Bot and provides a Teams app package for your environment.
2. Your Teams administrator uploads the package in Teams apps → Manage apps → Upload new app.
3. A VeriProof administrator selects Connect Microsoft Teams. VeriProof connects the Microsoft organization the deployment was set up for.

Troubleshooting

When a reviewer disconnects their own account

In their chat with the app, a reviewer sends help and selects Disconnect my Teams account, then confirms. VeriProof removes their Teams connection, the chat address it used to reach them, and the cards it tracked for them. Nobody else changes, and the audit log records teams_account_unlinked. To connect again, they send help and select Connect in VeriProof.

When someone leaves

When you deactivate a team member or revoke their invitation, VeriProof removes their Teams account connection, the chat address it used to reach them, and the cards it tracked for them. If they come back, they connect their Teams account again.

Disconnect

In Settings → Microsoft Teams, select Disconnect Microsoft Teams. VeriProof stops sending cards and deletes what it holds from your tenant: reviewer connections, chat addresses, card records, team channels, and group review channels. The audit log records teams_data_deleted with counts only. Decisions already recorded stay in VeriProof. Microsoft doesn’t tell VeriProof when the app is removed in Teams, so disconnect here too when you remove it. To remove the app’s approval from Microsoft Entra as well, delete the VeriProof enterprise application in the Microsoft Entra admin center.