Introduction
The CybSafe Teams app gives you the ability to Nudge your people with the right security behaviour message, at the right time. Deliver learning reminders and goals direct to where your users work the most.
In order to use the CybSafe app for Microsoft Teams, you have to download the app from the Microsoft Teams app store and add it to your company’s Microsoft Teams workspace.
This help article will guide you through the steps of downloading, installing, and managing the app for your organisation.
There are two main actions that need to take place to get the Teams app up and running.
1. Configuring the integration and downloading the app from the Microsoft Teams app store.
2. Installation of the app to your users to ensure users have access to the app.
Integration setup
Configure the Teams integration and make it available for your users to install from the MS Teams app store.
There are further steps to take in terms of customising the App as well pushing the install of the app to your users who need it.
If you aren’t an administrator in your organisation's Microsoft Teams, you may need to request help from someone who is to do this.
For full instructions and our security documentation head to our Microsoft Teams integration page.
Step 1 - Add your tenant ID
Head to our setup tab on the integration page and add your tenant ID and click submit and grant the required permissions.
Step 2 - Download the app
To download the app from the Microsoft Teams app store, head here and click Get it now.
This will add the app to your company’s Microsoft Teams workspace.
The app is now available for users to install from the Teams app store. We recommend further configuration of the app in line with your current app management.
The way you wish to roll the app to your users will dictate your configuration.
Configure your CybSafe Teams app
Depending on how you wish to roll the app out to users will dictate your configuration. You can:
Customise the look of the app to give it your own internal branding.
Ensure the app is only visible to some users in the Teams app store.
Push the app to all users with a setup policy when ready.
Step 1 - Open our app in the Manage app page.
Head to the Manage app menu and search for CybSafe.
Open the CybSafe app you will be presented with the screen below.
Step 2 - Customise the look of the app.
This step is optional, you can keep the CybSafe branding if it suits your needs.
If you have an internal brand that users associate with your HRM or security team we recommend branding our app inline with your internal Teams or comms strategy.
This might be as simple as renaming the app as <Company Name - Security team>.
You may want to ensure no one can install the app before you have completed these steps. If so, make the app available to "No one" as per Step 3.
To get to the configuration setup, click on "Customize" or navigate to the "Settings and customization menu".
These changes will show on the app within Teams as well as in the Teams app store for your users.
Within this menu you can do the following;
Update the apps name (Short name).
Change the short description.
Change the full description
Update the Icon for the app to your own internal branding.
Add an outline icon for other areas the app displays in Teams
Add your own colours to the app.
Ensure you assign your customisation to the required setup policy, you may need to create the setup policy first to complete this step, see Step 4 for further info.
Step 3 - Define who can install the Teams app.
Navigate to the "Users and Groups" menu and edit the availability. This can be set to "Everyone", "Specific users or groups" or "No one".
If you are ready to roll out, select Everyone. If you are still testing you may want to only assign the app to specific users or groups. If you do not want any users to be aware of the app, set the availability to no one.
These settings make it available for users to install themselves.
Step 4 - Add the app to a setup policy.
Navigate to the Teams apps Setup policies menu. From here you can mandate the app to be installed for all users or a subset and define if the app is pinned within Teams.
Global default policy will be applied to everyone in your organisation
A new policy will need to be assigned to users who use Cybsafe, but offers more control
Use your global policy if suitable or create a new custom policy for more control of the CybSafe app.
For more information consult the Microsoft guidance here.
⚠️ Allow sufficient time to mandate the app to your organisation. ⚠️
Once a Teams admin has mandated the CybSafe app to their users, Microsoft 365 begins rolling out the policy to the target users.
During this process, we receive a notification as each user is enrolled in the policy and the application is deployed.
This notification initiates our first conversation with the user.
Users will be unable to receive Teams notifications from the CybSafe platform until the policy has taken effect on their account.
The time required to complete the policy rollout and app deployment depends on Microsoft 365 and varies based on the total number of enrolled users.
For large organisations, this process may take 2-3 weeks.
Default welcome message
As part of our Microsoft app configuration we have defined a default welcome message for all users.
You are not able to customise this welcome message.
It is possible to turn this off, however users will not receive a first message from the CybSafe Teams app.
To turn off the default welcome message please submit a request to our support team via [email protected].
If you would like to send a welcome message you will need to send an Alert to your users.
First create a custom template with your welcome message.
Send this to all current users who are on the platform at this point.
To capture any users added in the future you will need to build a recurring Alert campaign.
The Alert campaign rules will need to exclude anyone who has already received your welcome message. Use a filter for users added to CybSafe after the date you sent the message to all users above.
A recurring alert campaign can only send a message on a specified time and day of the week.
If you have RESPOND you can also build the above Alert into a workflow. We recommend adding a delay between the trigger of User added to CybSafe and the action to send the Alert.
This is to account for the time it takes for a new user's profile to be created and their Teams profile to be set up. If Teams is not ready to receive the Alert the message will fail.
Troubleshooting
Connecting the app to CybSafe & sending nudges
Once the app is installed, it will automatically link the Microsoft Teams account to the CybSafe user that has the same email.
People who have a Microsoft Teams account linked to their CybSafe account will receive nudges in Teams whenever one is sent. They can also receive these nudges via email and/or browser push notifications.
Note: CybSafe can only send nudges to Microsoft Teams accounts that have installed the CybSafe app.
If you do not mandate installation, then the number of users who you can nudge will be limited by the number of app installations.
Why are some of my nudges failing to send?
Sometimes you'll see nudges failing to reach people in your organisation. Usually this is because the CybSafe Teams app is not installed for that particular user.
To resolve this ensure that user is part of the policies and groups to have the app installed.
It can also be due to a recent MS Teams update that needs to be in place on the users Teams instance before the nudge can be received and the cybsafe app installed correctly. MS Teams must be re-launched for updates to take effect.
In these instances the recommendation is that users restart (quit the app and reopen) MS Teams on their computer to ensure the update is applied.
NB: This is not an issue if they typically access Teams via a web-browser.