Introduction

Microsoft Teams Virtual Meeting Integration within Absorb provides Admins a way of managing all virtual meeting creations, updates, and deletions for Instructor-Led Course (ILC) sessions from within the LMS, without having to enter or adjust anything within Microsoft Teams. Learners can launch and participate in the virtual instructor lead courses within the LMS or from their calendar invitation, even as guests on the Teams tenant.

Getting Started

You can easily enable the Microsoft Teams Virtual Meeting Integration within your Absorb LMS portal by adjusting the Portal Settings.  Once enabled, a Venue can be created and attached to Instructor-Led Course (ILC) Sessions. 

 

Step 1 - Setting up Microsoft Teams

You will need to work with your Microsoft Teams Tenant Administrator to register and configure an App in your Azure portal. 

• Begin by going to your Microsoft Teams' account https://portal.azure.com/#home to add a Registered App via Manager.
• When adding the LMS URL, you will need to include the extension "/Admin/VirtualMeetingsOAuth/Callback". 
• Punctuation and case (i.e. the capitalization of letters) is important and must look the same as written here.  For example, the full path would look something like this,  https://routename.myabsorb.com/Admin/VirtualMeetingsOAuth/Callback. 

Important Note: 

When setting up your Microsoft Teams integration with Azure, you MUST setup "Redirect URL's".

How to create an app registration in Azure Portal 

1. Begin by going to your Microsoft Teams' account https://portal.azure.com/#home to add a Registered App via Manager.  Click App registrations 
   
   
   
   
2. Click new registration.
   
   
     
   
3. Setup the Registration. 
   
   

• Set the Name to: Absorb LMS Integration 
• Select the supported account types: "Accounts in this organizational directory only" 
• Add in the Redirect URI 
  • A Redirect URI must be added here for each Route that is setup in the LMS. If you have more than one portal route setup, please reach out to your CSM or Absorb Support to obtain a list of active routes. 
  • Add one of the Redirect URI’s now in the Redirect URI field in Azure.
    • Select the Web in the dropdown: 

• • • Create the Redirect URI text (Replace the {domain-name} in the following text with the LMS Route: https://{domain-name}/Admin/VirtualMeetingsOAuth/Callback
    • Press the Register button at the bottom of the page: 

• • •  

If you have any additional Routes setup in the LMS: 

Navigate back to the new App Registration: 

Add all the additional Redirect URI's here (from the LMS Routes table): 

4. Copy application ID and Directory (tenant) ID, which will be used when enabling Microsoft Teams Virtual meeting in the LMS. 

5. Click Certificates & Secrets in the sidebar, click add new client secret. Enter a description and default expiry should be fine. 

6. Copy the client secret value, this will be required for configuring the LMS. Note:  Make sure to copy and paste the Client Secret Value (not the ID) and do so before leaving the page.  Once you leave the page, the Value will be hidden.   

Leave https://portal.azure.com/#home open until you complete Step 2. 

Note: For more details, visit the Microsoft Documentation Article

Step 2 - Setting up the LMS

The Microsoft Teams Integration is available to add to an Organization's LMS, by going to Portal Settings > Info Tab and turning the Enable Microsoft Teams toggle to On under the Virtual Classroom Integrations section.  

Turning the toggle on will display the following options: 

• App ID: Enter the Application (Client) ID value for this field, which was found in item #4 above 
• Tenant ID: Enter the Directory (Tenant) ID value for this field, which was found in item #4 above 
• Client Secret: Enter the client secret value, which was found in item #6 above. 

Once all the required IDs and Values are entered, select Enable and then Save. You may be prompted to accept permissions from Microsoft to complete the setup. 

Important Note

• During the Setup process, please ensure a System Admin has logged in to the portal and proceeds through the integration process. When attempting to log in to the portal, the System Admin must also not log in via SSO; they must log in manually.
• A Blatant Admin cannot enable, disable or authenticate the integration. If a Blatant Admin attempts to enable it, the Teams Integration will give you an error. 

Step 3 - Create your Venue

1. Navigate to the Venues administration page by clicking the Courses button from the Admin Menu and choosing Venues from the sub-menu. You will be routed to the Venues administration page.
2. From the Venues administration page, click the Add Venue button from the right-hand action menu. You will be routed to the Add Venue form. 

   • Name: Enter the Venue's Name. The Name identifies the Venue to Learners and Admins. ◦This is visible in both the Admin and Learner experiences.

   • Description: Enter a description to provide details of the Venue in this field. ◦This is visible in the Admin experience only.

   • Max Class Size: Enter a number to set the maximum class capacity for the facility. ◦This is a required field.

     • The Max Class Size will be the default value when creating an ILC Session but can be adjusted on the ILC Session if needed.

   • Type: Click the Type drop-down menu and select Teams Meeting.

   • Department: If you would like to restrict this Venue to specific Department Admins, click the Select Department button to search and find the Department the Venue belongs to.

     • Adding a Department will restrict the Venue to the Admin(s) who manage the identified Department(s). Administrators of other Departments will not see the Venue as an option when selecting locations for ILC Sessions.

3. Select Save. 

Once the Teams Meeting venue is created, Admins and/or Instructors can add it to the Instructor-Led Course Session. When the Admin and/or Instructor select the Teams Meeting venue, a meeting will be created in Microsoft Teams and the URL will auto-populate within the Session upon selecting Publish. 

Troubleshooting

Domain Name in Azure 

Error

This error can occur while enabling the Microsoft Teams integration in the Client Portal: 

This error can occur while creating the virtual meeting: 

Cause 

The most common problem with Teams Integration relates to the domain name:

This exact name must be set up in two locations:

1. In the list of Routes in the LMS Portal Settings
2. In Azure

How it works: 

• The LMS looks at the URL you are using in your browser's address bar. 
• It then uses that domain name to look up the Route in the LMS's Routes table. 
• It then sends this domain name to Microsoft when you are connecting to Teams. 
• Microsoft then looks it up to see if it has been setup within the list of Redirect URI's. If not, it fails. Quite often  more than one Route is setup in the LMS, ensure you add them all to Azure.  

Solution: Add this domain name to the list in Azure. 

• See Step 3 in the above setup guide, and return to the App Registration in Azure and add the proper Redirect URI for each LMS route.

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Roles & Permissions

System Admins are the only Admins who can adjust settings within the Portal Settings. Once the Microsoft Teams Integration options have been toggled on, all other Admins will need the following permissions. 

Required Role Permissions

Keep in mind that you may need to adjust Course level Course Administrator permissions.

Role: Section Access	Permission(s) Needed
Courses > Venues	View or Modify permission
Courses > Instructor-Led Courses > Sessions	Add, View or Modify permission

 

Suggested Role Permissions

Role: Section Access	Permission(s) Needed
Users	View or Modify permission