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Enhanced Security & Recording Consent for Kaia for Teams Overview

Aye
Updated

Objective

Understand the enhanced security and recording consent options for Kaia for Teams.

This is for users that require explicit consent for recording of meetings Kaia can be configured for post-call analysis of meetings recorded in Teams. This allows these meetings to be recorded natively inside Teams and use Microsoft's explicit consent policy for recording.

Microsoft’s explicit consent policy for Teams ensures consent is obtained from every meeting participant that joins the meeting before they are recorded in a way that is auditable in the attendance reports inside Teams. Using Microsoft’s explicit consent is the only way to reliably achieve compliance for customers with legal requirements to use explicit consent. Using web pages hosted outside of Team to collect consent is not reliable as they can be bypassed by users directly joining the Teams meeting.

Applies To

  • Outreach Admins

Overview

The following conditions need to be met in order to use Kaia for post-call analysis of meetings recorded in Teams with explicit consent:

  1. Kaia for Teams must have been set up successfully using the deployment option for “Admin deployment + User setup”.
    • If this has not been done the setting in User Profiles to use Kaia post call analysis mode for Teams will not be available. (See step 5 below.)
  2. Using Kaia for Teams in post-call analysis mode is supported for non Admin users in Outreach with a license to use Kaia.
    • Outreach features, including Kaia live experience, cannot be disabled for Admin users.
  3. Users need to have a policy to use explicit consent when they record meetings set up inside Teams following the guidance provided by Microsoft. For additional help on configuring Teams please contact Microsoft directly.
  4. Users need to have a policy that allows recording and transcription set up in Teams for Kaia to get data identifying speakers during a meeting following the guidance provided by Microsoft. For additional help on configuring Teams please contact Microsoft directly.
  5. Microsoft only supports sharing recordings with apps like Kaia for "standard" Teams meetings based on Office365 calendar events.
    • Supported Teams Meetings
      • Teams meeting is created using the Outreach Calendar and the user's Outreach Calendar connected to their O365 Calendar with Teams set as their web conf app.
      • Teams meetings created using Outlook with the user's Outreach Calendar connected to their Office365 Calendar.
      • Teams meeting created using Teams with the user’s Outreach Calendar connected to their Office365 Calendar.
    • Non Supported Teams Meetings
      • Teams meetings created using a user’s personal Teams meeting room.
      • Teams meeting created in Teams by inviting a Teams channel
      • Teams meeting created using Google Calendar using the Microsoft Teams meeting add-on for Google Workspace and the user's Outreach Calendar connected to their Google Calendar.
        • When using the Microsoft Teams meeting add-on for Google Workspace there are known limitations that make Teams features unavailable, which also affect Kaia.
        • Microsoft has suggested a possible workaround for this by connecting Teams to a Google Workspace, but it is complex to set up. Currently this approach has not been tested by Outreach.

Procedure

Setting up Explicit Consent

  1. Sign in to Outreach as an Admin.
  2. Navigate to Administration > Users & permissions > Profiles.
  3. Select the Profile you want assigned to users where Kaia should be used to analyze meetings recorded in Teams with explicit consent enabled.
  4. Scroll to the Kaia meetings section of the User Profile settings.
  5. Under settings for Kaia recording options change the setting for Explicit consent (Microsoft Teams) to ON.Screenshot 2024-08-15 at 11.44.59 AM.png

Note: If this setting is not available then Kaia for Teams has not been set up successfully using the deployment option for Admin deployment + User setup.

Once a user has been assigned a profile configured for post call analysis of meetings recorded in teams they validate the setup by recording a meeting in teams that matches their Personal Settings for Kaia. (Either “When any meeting attendee is a prospect” or “When any meeting attendee is outside of your company”). This meeting should then become available to view on the Kaia recordings page. It can take up to 1h for a meeting to become available from Microsoft and then analyzed by Kaia.

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