This article provides instructions for connecting Microsoft 365 to your Akooda account. This connection essentially provides Akooda with access to SharePoint and OneDrive folders/documents that are shared explicitly with Akooda.
Before We Begin
Before connecting your organization’s Microsoft 365 account, check that:
You’re an Admin in Akooda.
You’re a Global Admin for your Microsoft 365 account with the "Admin > Users > Active User > Roles" permissions.
If you don’t have the right permissions as mentioned above, please send this guide to the right individual in your organization (usually this is IT or Info Security personnel). If you require further assistance getting the right permissions, please don’t hesitate to contact our support team at [email protected].
NOTE: At any point, if the Microsoft 365 integration account is deleted or admin access permissions are revoked, your Akooda sync will stop working and will require re-connecting by following this guide’s steps.
How to Connect
Step 1: Create an Akooda Microsoft 365 Integration Account
Head over to your Microsoft 365 Workspace Admin console (admin.microsoft.com)
Add a new account by going to “Add user” (as instructed in M365’s Add an account for a new user guide) such that their account information is as follows:
First and last name: Akooda App
Primary email: akooda@[YOUR_EMAIL_DOMAIN]
Secondary email: [email protected]
Then, create a password either automatically or manually - and keep that password by clicking “Copy Password” as you will need it in a few steps.
Product licenses - make sure a product license is granted (or at least SharePoint and OneDrive).
Lastly, click “Done” to finish adding the new user, and then refresh the following screen to make sure the last action is updated.
NOTE: The integration account will be visible in the Admin console and to all organization’s contacts and will be used to select sites, groups, folders and documents.
Step 2: Link the Microsoft 365 Account with Akooda
Sign into Akooda (app.akooda.co) with your personal Akooda admin user (not the integration account).
Navigate to the “Apps” page under the Account Settings (app.akooda.co/settings/apps)
Click on the “Connect” button for either SharePoint or OneDrive, which will open a user selection page.
Sign in with the newly created Akooda integration account (called “Akooda App”, with akooda@[YOUR_EMAIL_DOMAIN] email).
Click "Allow" to provide consent for Akooda to view the information needed to connect Microsoft 365.
NOTE: The permissions granted include seeing SharePoint,OneDrive files and domain’s groups and user information. These permissions are required for Akooda to be able to analyze the users’ interactions with public (/selected) files.
Following Akooda’s “Least-privilege Models” policy. The requested permissions do not include any write permissions.
Note: In cases where some of the permissions are missing, usually when not ticked on in the installation process, the sync will fail.
Step 3: Grant admin consent to the Akooda app
Click on this admin consent request link, and then “Approve”.
NOTE: This provides the integration account with restricted access to view user profiles, groups and organizational structure. This step is necessary in order to associate individuals as collaborators in Microsoft 365 interactions, even when added as a group - for example gtm@[YOUR_EMAIL_DOMAIN]).
Step 4 (optional): Invite the Akooda Integration Account to Private Sites/Groups/Folders/Documents
Many organizations use Microsoft 365 such that they have private sites/groups/folders/docs that are shared with specific teams (aka Groups) or individuals. In such a case, members with invite permissions must opt-in those shared content to Akooda, by adding the user created in the previous step.
Head to the private site/group/folder/doc in SharePoint / OneDrive, and right-click “Site access” (for sites), “Group Membership” (for groups) or “Share” (for folders or documents).
Add “Akooda app” as a member.
NOTE: The integration account will be shown as a member with all sites/groups/folders/docs participants, much like any other member, and can be removed by the owner at any time. This is key to allowing everyone participating to maintain their right for privacy. Once removed, the processed data history will also be purged from Akooda. Moreover, private interactions will be descriptively shown only to members with view permissions and above within the Akooda app.
Next Up
Processing your organization's data post initial integration may take up to 24 hours. Once done, you will be able to see tagged Microsoft 365 interaction data in your Akooda account (according to each individual user’s access permission).
If you run into any problems, we’re here to help. Reach out to [email protected] to get assistance for your organization.
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