Unlocking Teams Chatbot Capabilities

Question

Unlocking Teams Chatbot Capabilities

Behrouz Houshmandi 20 Microsoft Employee

Exploring Bot Branding in Teams: Customization and Tenant-Specific Configurations: Is it feasible to customize the same bot for branding purposes? For instance, can a bot be configured to present a distinct name depending on the tenant? Alternatively, is it necessary to deploy a separate bot for each tenant if they opt for personalized branding on the bot?

Efficient Messaging in Teams: Chatbot Strategies for Targeted Distribution Lists and Security Groups: When dealing with a targeted distribution list or security group, how can we use a chatbot to send a message to each individual member of the group? I've heard that it's the sender's responsibility to obtain the addresses of all recipients and then send the message to each one individually. Is this the only method, or does Teams support sending messages to groups as well?

User Impersonation in Teams Chatbots: Sending Messages on Behalf of Entities: Do bots possess the capability to send messages on behalf of a specific entity in a manner that users perceive the messages as originating from the specified individual or entity?

Your assistance and expertise would be tremendously valuable. Thank you in advance for your time.

2 answers

Your answer

Answer 1

Prasad-MSFT 9,061 Microsoft External Staff Moderator

A bot cannot be configured to present a distinct name depending on the tenant. It is necessary to deploy a separate bot for each tenant if you opt for personalized branding on the bot.
Also, if you use this below option while creating an app registration, you can use your bot in multitenant after deploying in any tenant, but the name would be the same.
Microsoft Teams does not directly support sending messages to groups. Instead, the sender (in this case, the bot) is responsible for obtaining the addresses of all recipients and then sending the message to each one individually. To achieve this, you can use the fetch the team roster feature to get the list of all members in the team. Once you have the list, you can send each user a direct message.

Here is a sample code snippet for fetching the team roster:

let teamDetails = await connector.fetchTeamDetailsAsync(turnContext.Activity.TeamsGetTeamInfo().Id);

And here is a sample code snippet for sending a direct message:

var response = MessageFactory.Text($"Welcome to the team {member.Name}!");

await turnContext.SendActivityAsync(response);

By default, bots do not have the ability to act on behalf of a user. All messages sent by a bot are perceived as coming from the bot itself, not from a specific user or entity.

Thanks,

Prasad Das

*************************************************************************

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Behrouz Houshmandi 20 Reputation points Microsoft Employee

2023-11-17T18:44:42.79+00:00
Thank you very much, Prasad, for the prompt response.

I have a few additional follow-up questions:

Hypothetically, if we were to establish a distinct bot for each tenant, what would be the procedure for creating, registering, and pre-installing all these bots on their respective user machines? Additionally, can bots be created, registered, uploaded, etc., all programmatically on-demand on the fly?

Are there any limitations regarding the size and content of a message that a bot can send? For example, can a message contain HTML content with forms, images, videos, etc.?

Since bots don't support on-behalf-of, is it possible to achieve this by sending an adaptive card that displays the actual sender's name?

How does a bot handle authentication, specifically in terms of who can post messages as the bot? Is there a bot configuration that restricts who can send messages on its behalf, or is it the responsibility of the sender application to control who can send a bot message?

How does sending a bot message to a 'Group Chat' work? For instance, if I aim to send a message to multiple individuals as a group chat, will they receive it as a group even if the chat itself does not exist? Are there any limitations regarding the size of the group?
Prasad-MSFT 9,061 Reputation points Microsoft External Staff Moderator

2023-11-22T05:13:24.5466667+00:00
1.Creating, registering, and pre-installing bots for each tenant would involve a few steps:

Creating the bot: You can create a bot using the Microsoft Bot Framework. You can start with building your first bot app using JavaScript or build a notification bot with JavaScript using the Teams Toolkit. Ref: https://learn.microsoft.com/en-us/microsoftteams/platform/sbs-gs-bot?tabs=vscode%2Cviscode

Registering the bot: After creating the bot, you need to register it with the Azure Bot Service.
Ref: https://learn.microsoft.com/en-us/azure/bot-service/bot-service-quickstart-registration?view=azure-bot-service-4.0&tabs=userassigned

Installing the bot: To install the bot on user machines, you would need to package the bot as an app and distribute it through the Teams app store or an organization's app catalogue. Ref: https://learn.microsoft.com/en-us/microsoftteams/platform/concepts/deploy-and-publish/apps-upload

Microsoft Bot Framework does not currently support functionality for creating, registering, and uploading bots programmatically on-demand.

2.The bot message size limit is 40 KB. The content of a bot message can include text, cards, and attachments. However, HTML content is not directly supported. Instead, you can use Adaptive Cards to create rich, interactive content. Adaptive Cards do not support video content directly, but you can include a link to a video.
Ref: https://learn.microsoft.com/en-us/microsoftteams/platform/bots/how-to/conversations/conversation-messages?tabs=dotnet1%2Capp-manifest-v112-or-later%2Cdotnet2%2Cdotnet3%2Cdotnet4%2Cdotnet5%2Cdotnet#message-content

Ref: https://learn.microsoft.com/en-us/microsoftteams/platform/bots/how-to/format-your-bot-messages

3.Bots do not support the on-behalf-of flow. However, you can customize Teams bot message so that the message sender text shows User Name via MyBotName. It can be done using onBehalfOf mention to the activity you're sending.

var reply = MessageFactory.Attachment(cardAttachment); reply.ChannelData = new { OnBehalfOf = new[] { new { ItemId = 0, MentionType = "person", Mri = turnContext.Activity.From.Id, DisplayName = turnContext.Activity.From.Name } } }; await turnContext.SendActivityAsync(reply, cancellationToken);

4.In terms of authentication, a bot can only post messages as itself. There is no configuration that allows a bot to post messages on behalf of a user. The sender application is responsible for controlling who can send a bot message.

5.When sending a bot message to a 'Group Chat', the bot can only send messages to existing group chats where it has been added. The bot cannot create a new group chat.
Ref: https://learn.microsoft.com/en-us/microsoftteams/platform/bots/how-to/conversations/channel-and-group-conversations?tabs=dotnet
Behrouz Houshmandi 20 Reputation points Microsoft Employee

2023-11-23T16:39:48.01+00:00
Hi , Thank you very much for your response.

There is still a fundamental aspect that eludes my understanding. I've created a bot and app on the Developer Portal without delving into code and was able to successfully send messages with the bot I created. I have also created a command bot by following Build command bot with JavaScript and tested it successfully. However, what remains unclear is the rationale behind creating bots using JavaScript. In the first instance, I didn't write a single line of code since I created the bot on the Developer Portal. I wonder what happened behind the scenes in that case. Specifically, I'm puzzled about whether I must host my bot app on somewhere the server side. Can you shed light on this question? Could you kindly guide me through the step-by-step process of creating, registering, and pre-installing a single bot? Additionally, I'm curious about the time frame from initiation to completion. I've heard that security reviews and approvals are necessary before a bot can be considered production-ready; could you shed some light on that aspect as well?

The following excerpt is from the readme.md file of the JavaScript project I used to build my first test app:

"The azurebot.bicep module is provided to assist in creating an Azure Bot service when Azure is not used to host your app. If Azure serves as the infrastructure for your app, azure.bicep under the infra folder already utilizes this module to create the Azure Bot service for you. There is no need to redeploy the azurebot.bicep module." I find the following statement confusing: "... help you create Azure Bot service when you don't use Azure to host your app." I'm unsure if this means simply having an Azure account, or if there are additional infrastructure requirements for hosting the bot service. Does it imply setting up additional infrastructure on my own, or will the bot be hosted within the existing infrastructure of Teams? Could you please clarify this for me?

Could you also clarify how multi-tenancy functions? From the server's perspective, what components must I create for a notification bot app to be operational across all Viva Amplify tenants?
Prasad-MSFT 9,061 Reputation points Microsoft External Staff Moderator

2023-11-27T06:21:41.5466667+00:00
When you create a bot on the Developer Portal, it's essentially creating a Bot Framework registration for your web service. The actual bot logic, which includes handling and responding to user inputs, is implemented in the code.

Hosting your Bot App: Yes, you need to host your bot app on a server. The bot app consists of a publicly accessible web service that you host. This web service is what interacts with the Teams client and processes the bot commands.

Creating, Registering, and Pre-installing a Bot: The process involves the following steps:

Create your bot logic using a programming language like JavaScript.

Host your bot as a web service.

Register your bot with the Bot Framework via the Developer Portal. This connects your bot to Teams.

Package your bot as a Teams app and install it in Teams.

Time Frame: The time frame for creating a bot depends on the complexity of the bot and your familiarity with the technology. The security review and approval process is separate and can take additional time. It's recommended to start this process early.

The statement is referring to the scenario where you're not using Azure to host your bot app. In this case, you can use the provided azurebot.bicep module to create an Azure Bot service. If you're already using Azure to host your app, the azure.bicep file in the infra folder will create the Azure Bot service for you, so you don't need to redeploy the azurebot.bicep module.
Hosting the Bot Service: The bot service needs to be hosted somewhere, either on Azure or another hosting service. The bot service is not hosted within the existing infrastructure of Teams. Teams only connects to your bot service.

Multi-tenancy: Multi-tenancy in the context of a bot app means that your bot app can serve multiple tenants. From the server's perspective, you don't need to create separate components for each tenant.
Behrouz Houshmandi 20 Reputation points Microsoft Employee

2023-12-04T22:07:59.5966667+00:00

Thanks @Prasad-MSFT , Is there a way to programmatically detect or monitor if a bot is disabled or blocked by the admin? For instance, would a 'send message' API return some kind of specific error code/message to indicate that the bot is not available? Additionally, is there a monitoring mechanism that can be observed to determine the bot's availability status?

Answer 2

Here are the answers to your queries regarding Teams Chatbot Capabilities:

Exploring Bot Branding in Teams: Tenant-Specific Customization

Yes, it is feasible to customize the same bot for branding purposes. However, there are some considerations:

Bot Name & Branding per Tenant:

Microsoft Teams does not natively support dynamic renaming of a bot per tenant.
- However, you can programmatically modify responses and adaptive cards based on the tenant ID using Microsoft Bot Framework.
  - The bot's display name, icon, and branding cannot be dynamically changed per tenant unless you deploy multiple instances.
  Deployment Options:
```
- If **branding is a priority**, you may need **separate bot registrations** for each tenant.

   - Alternatively, a **single bot with dynamic UI customization** (like different logos, messages, and themes) can be maintained based on the tenant context.
```

Efficient Messaging in Teams: Chatbot Strategies for Targeted Distribution Lists & Security Groups

Teams does not support sending messages directly to a distribution list or security group using the Bot Framework. Instead, the bot must:

Obtain Group Members:

Use Microsoft Graph API to fetch group members (/groups/{group-id}/members).

Extract the individual user IDs or emails.

Send Individual Messages:

- The bot must **send messages individually** to each member via the **Teams Bot Framework API**.

   - There is no direct way for a bot to post messages **to a security group as a whole** like an email.

   **Alternative:**

      - If the goal is to notify users **within a Team or Channel**, consider using the **Teams API to post messages to a channel** (`/teams/{team-id}/channels/{channel-id}/messages`).

User Impersonation in Teams Chatbots: Sending Messages on Behalf of an Entity

Can a bot send messages as another user?

No, a bot cannot impersonate a user in a way that makes messages appear as if they were sent by a human.

Messages from bots are always tagged with the bot's identity.

Alternative Approaches:

- **Adaptive Cards with User Information:** The bot can send messages **including the name & profile picture** of another user within an **Adaptive Card**.

   - **Proactive Messaging:** Bots can send proactive messages on behalf of an app, but they will still show as coming from the bot.

   **Use Microsoft Graph for Delegated Messaging:**

      - If users grant the bot permission, you can use the **Microsoft Graph API (`sendMail` or `chatMessage` endpoints)** to send messages **from a user account**.

Summary

Feature	Supported in Teams?	Workaround
Custom Bot Branding per Tenant	❌ No (Bot name cannot be changed per tenant)	✅ UI customization within bot responses
Custom Bot Branding per Tenant	❌ No (Bot name cannot be changed per tenant)	✅ UI customization within bot responses
Messaging to Security Groups	❌ No direct group messaging	✅ Fetch members & send messages individually
Sending Messages as Another User	❌ No direct impersonation	✅ Use Adaptive Cards or Microsoft Graph API

Would you like detailed implementation steps for any of these? 😊Here are the answers to your queries regarding Teams Chatbot Capabilities:

1. Exploring Bot Branding in Teams: Tenant-Specific Customization

Yes, it is feasible to customize the same bot for branding purposes. However, there are some considerations:

Bot Name & Branding per Tenant:

Microsoft Teams does not natively support dynamic renaming of a bot per tenant.
- However, you can programmatically modify responses and adaptive cards based on the tenant ID using Microsoft Bot Framework.
  - The bot's display name, icon, and branding cannot be dynamically changed per tenant unless you deploy multiple instances.
  Deployment Options:
```
- If **branding is a priority**, you may need **separate bot registrations** for each tenant.

   - Alternatively, a **single bot with dynamic UI customization** (like different logos, messages, and themes) can be maintained based on the tenant context.
```

2. Efficient Messaging in Teams: Chatbot Strategies for Targeted Distribution Lists & Security Groups

Teams does not support sending messages directly to a distribution list or security group using the Bot Framework. Instead, the bot must:

Obtain Group Members:

Use Microsoft Graph API to fetch group members (/groups/{group-id}/members).

Extract the individual user IDs or emails.

Send Individual Messages:

- The bot must **send messages individually** to each member via the **Teams Bot Framework API**.

   - There is no direct way for a bot to post messages **to a security group as a whole** like an email.

   **Alternative:**

      - If the goal is to notify users **within a Team or Channel**, consider using the **Teams API to post messages to a channel** (`/teams/{team-id}/channels/{channel-id}/messages`).

3. User Impersonation in Teams Chatbots: Sending Messages on Behalf of an Entity

Can a bot send messages as another user?

No, a bot cannot impersonate a user in a way that makes messages appear as if they were sent by a human.

Messages from bots are always tagged with the bot's identity.

Alternative Approaches:

- **Adaptive Cards with User Information:** The bot can send messages **including the name & profile picture** of another user within an **Adaptive Card**.

   - **Proactive Messaging:** Bots can send proactive messages on behalf of an app, but they will still show as coming from the bot.

   **Use Microsoft Graph for Delegated Messaging:**

      - If users grant the bot permission, you can use the **Microsoft Graph API (`sendMail` or `chatMessage` endpoints)** to send messages **from a user account**.

Summary

Feature	Supported in Teams?	Workaround
Custom Bot Branding per Tenant	❌ No (Bot name cannot be changed per tenant)	✅ UI customization within bot responses
Messaging to Security Groups	❌ No direct group messaging	✅ Fetch members & send messages individually
Sending Messages as Another User	❌ No direct impersonation	✅ Use Adaptive Cards or Microsoft Graph API

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Unlocking Teams Chatbot Capabilities

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