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Share BOT to entire company

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Posted on by zblaszczak

Hi,

We build BOT in Teams in one environment ; we are ready to move BOT into production stage - our plan is to first share that with limited group of people for testing , second with entire organization - more than 14000 people. First most important thing I am not speaking about sharing for Collaboration with BOT but just for using the BOT - so user can speak with the BOT only. From what I read so far to publish / share BOT with additional people I need to add them to MS Team Channel where BOT is already installed - is this the only way? Second thing speaking about publishing BOT / enabling BOT to whole company ( we have tenant license) - do I need to add all of the company users to this Team Channel or there is another way for doing that? Especially that I believe Teams Channel has some limitation as far as number of members is concerned...

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Building Copilot Studio chatbots in Microsoft Teams

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CU22081450-0 Most Valuable Professional on at

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Hi @zblaszczak ,

Great use-case, if you have a good experience, share with us! 🙂

First of all, when you are sharing with a limited group, you can add them to your Teams channel.

Share chatbots with other users in Microsoft Teams - Power Virtual Agents | Microsoft Docs

Your permissions are determined by your Microsoft Teams roles in the team where your bot is created:

Team Owners can create, view, edit, and configure all bots in the team where they are Team Owners.

Team Members can create, edit, and configure bots they have created. They can view other member's bots in the team.

When you are publishing your bot to your organization, you do not need to add everyone in your team, you just need to share the bot as an admin user.

Publish your chatbot with the Power Virtual Agents app in Microsoft Teams - Power Virtual Agents | Microsoft Docs

Let me know if you need anything else! 🙂

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micchow on at

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@zblaszczak , Renato's suggestion would be my recommendation too to partner with your IT admin to roll out the bot to the whole organization, this also gives IT the opportunity to pre-pin/install the bot for them:
https://powervirtualagents.microsoft.com/en-us/blog/partner-with-admin-to-roll-out-bot-in-microsoft-teams/

However, you could also configure the bot access setting to allow org-wide access and directly share the installation link with users to install the bot:
https://docs.microsoft.com/en-us/power-virtual-agents/teams/publication-add-bot-to-microsoft-teams-teams#install-a-bot-as-an-app-in-microsoft-teams
https://docs.microsoft.com/en-us/power-virtual-agents/teams/configuration-security-teams

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PowerPuffKK 316 on at

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Hi @zblaszczak ,

The best way to do it will be as suggested by @micchow and submitting the chatbot for admin approval, then updating the Teams app setup policy in the admin centre to automatically install the bot and pin it to users' navigation bar.

I have done multiple org-wide deployments for PVA in Teams so please let me know if you have any questions or issues at all and I'll happily help 😊

Kristine

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kdvimal 8 on at

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Hi @PowerPuffKK I have few queries as per below, appreciate if you can provide your input. Thanks in advance

1) when you deploy the PVA in Teams, how about the greetings that will be sent out initially? Can we stop the initial greetings?
2) is there anyway we can deploy it silently (without prompting or sending any greetings)

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micchow on at

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@kdvimal , currently bots will always send a one-time greeting to user when they are installed for them for the very first time. We have item on future roadmap to make this configurable.

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kdvimal 8 on at

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@micchow thanks for your reply. My next query is:
How about for the subsequent time when you deploy the BOT after done some changes on the BOT? for example: I have already deployed the BOT and the initial greetings already sent. I have updated the ICON and re-deploy the BOT in order to update the ICON for all the users, will it be sending the greetings again?

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micchow on at

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@kdvimal , no it won't. Once the bot has been installed for the user, even if the bot was uninstalled and re-installed, we will not send the greeting again.

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kdvimal 8 on at

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@micchow that's great, noted and thanks

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