Summary
Planhat's "Microsoft Teams: Transcripts" integration syncs your Microsoft Teams meetings into Planhat, including call transcripts
The meetings are originally synced into Planhat as Tasks, via the Microsoft Outlook integration
Once a meeting has taken place and a transcript has been generated in Microsoft Teams, it is synced into Planhat as a Conversation
There is a separate "Microsoft Teams: Notifications" integration, which enables you to send Planhat notifications to Microsoft Teams (described in a separate article)
Who is this article for?
Anyone who would like to learn about Planhat's Microsoft Teams functionality related to meeting transcripts
Planhat admins configuring the "Microsoft Teams: Transcripts" integration for their organization
Planhat users who would like their Microsoft Teams meeting transcripts to sync into Planhat
This feature is currently in Early Access.
Article contents
What is the "Microsoft Teams: Transcripts" integration?
The Planhat "Microsoft Teams: Transcripts" integration is the easy way for you to connect between Planhat and Microsoft Teams, in order to send Microsoft Teams meeting transcripts automatically into Planhat.
📌 Important to note
There are actually two different native (standard) Microsoft Teams integrations in Planhat:
One for notifications - sending your personal Planhat notifications to Microsoft Teams, and/or posting team notifications to Microsoft Teams via Custom Automations
One for transcripts - syncing meeting data into Planhat, including call transcripts
This article is specifically about the "Microsoft Teams: Transcripts" integration.
For information on the "Microsoft Teams: Notifications" integration, see our separate article here.
Once set up, completed meetings with transcripts in Microsoft Teams will sync into Planhat as records of the Conversation model, with a custom Conversation Type of "Teams Call". "Transcript" is a field on the Conversation, and the second screenshot below shows it in a Conversation Preview of a meeting.
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📌 Important to note
Once a meeting has happened, it may take a little while for the transcript to be synced into Planhat as part of a Conversation record. That's because two stages need to be completed:
After the meeting has taken place, the meeting is processed and the transcript is generated in Microsoft Teams
The transcript is made available to the API, and is synced into Planhat
The overall process may take around 30-90 minutes, after the meeting has ended.
Why use the "Microsoft Teams: Transcripts" integration?
If you use Microsoft Teams, then you'll likely want to sync those customer/prospect calls into Planhat.
With Planhat, you can compile, organize and analyze all your customer/prospect data, from various sources, giving you a full 360-degree view of your customers/prospects.
With Microsoft Teams call transcript data in Planhat, you ensure that call recordings are accessible alongside other types of data, and those Conversations can easily be evaluated and acted upon - identifying risks and opportunities, for example.
How to set up the "Microsoft Teams: Transcripts" integration
Stage 1: Planhat Labs
Who? Planhat staff ("Super Admins")
Where? In Planhat
What? Enable Planhat Labs toggle switch for Microsoft Teams
At the time of writing, to enable the functionality to connect your Planhat tenant to Microsoft Teams, there is a toggle switch (feature flag) in Planhat Labs (itself in Help) that a Planhat staff member ("Super Admin") needs to turn on, called "Microsoft Teams". This feature flag is for both the "Microsoft Teams: Notifications" integration and the "Microsoft Teams: Transcripts" integration.
Stage 2: Centralized Connect
Who? You, if you're an admin in your Planhat tenant and Microsoft
Where? In Planhat
What? Set up Centralized Connect for Microsoft Outlook
To set up the Microsoft Teams integrations, you first need to have configured Centralized Connect for Microsoft Outlook, within "Email Setup" in the "Settings" Global Tool, for your Planhat tenant.
Stage 3: Connect integration
Who? You, if you're an admin in your Planhat tenant and Microsoft
Where? In Planhat and Microsoft Entra/Azure
What? Add the Microsoft Teams integration via the Planhat App Center, and connect it to Microsoft
Once the preliminary steps above have been carried out, you can add the "Microsoft Teams: Transcripts" integration (app) to your Planhat tenant, and connect it up. These are steps for you as an admin in Planhat and a Microsoft Entra ID admin. This process only needs to be carried out once per Planhat tenant.
Navigate to the Planhat App Center (in the "System Admin" menu), by clicking on your initial or tenant name in the top-left corner of Planhat, and selecting "App Center"
Click "+ New app" in the top right
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In the Apps Library, search for and select "Microsoft Teams: Transcripts"
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Click "+ Add app"
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The integration will open with a modal as pictured below. Click on "Grant admin consent"
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If redirected to log in, select/confirm your Microsoft account
Review the requested permissions, and select "Accept" to proceed
You will be redirected back to the integration in Planhat, and you will see a confirmation that the consent has been granted (green "Granted" text in the screenshot below). Next, follow the steps in Microsoft Teams described in "Step 2" in the integration (shown below)
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Note that 1. is switching from Bash to PowerShell, which you can do by clicking the link in the integration (shown in the screenshot above) or by typing
pwshMake use of the copy buttons (icons of 2 boxes - shown in the screenshot above) to copy the commands to paste into Microsoft Azure
The screenshot below shows a typical example of what it looks like part-way through the process. Click the link and use the code to log in to Microsoft when prompted
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Once you have followed the instructions (1., 2. and 3. in the app) and the commands have finished processing, click "Verify connection"
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Once connected, you will see this reflected in the integration in Planhat, like so:
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Stage 4: sync Microsoft meetings with transcripts into Planhat
Who? General users
Where? In Planhat and Microsoft
What? Enable the calendar sync, and configure your Microsoft meetings to record transcripts
Background information
The syncing of Microsoft Teams meetings initially works via the Microsoft Outlook calendar integration, which you can read more about here. Future calendar events are synced into Planhat as records of the model "Task", which is the model for planned activities.
When meetings are completed, they are saved in Planhat as records of the model "Conversation", which is the model for logged activities.
With the "Microsoft Teams: Transcripts" integration enabled, Conversation records are created that include the meeting transcripts. These Conversations are specifically of type "Teams Call", and are separate from any Conversations you may make manually from Tasks (which would have the default Conversation Type "note").
Instructions
For general users, there are two main factors to ensure your own meeting transcripts are synced into Planhat:
You need to have your Microsoft Outlook connected to Planhat, with the "Calendar" sync enabled - below is an example screenshot of this in a User Profile in Planhat
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In your Microsoft Outlook calendar:
Ensure the upcoming meeting you want to be synced is a Teams meeting
Under "Options" (shown in the bottom right of the screenshot above), under "Recording & transcription", ensure the meeting is set to either "Record and transcribe" or "Transcribe only", so a transcription will be generated in Microsoft Teams
📌 Important to note
Once the meeting has happened, you may need to wait a short while for the transcript to be synced into Planhat as part of a Conversation record. That's because two stages need to be completed:
After the meeting has taken place, the meeting is processed and the transcript is generated in Microsoft Teams
The transcript is made available to the API, and is synced into Planhat
The overall process may take around 30-90 minutes, after the meeting has ended.