If you've been using Microsoft Teams for a while, there's a high likelihood that you'll have one or more existing Guests who were added to the organization before you installed External User Manager.
By default, these Guests won't be recognized by the application and thus won't have the same Onboarding Procedures or fall under your Naming Conventions. Thankfully, there's a really easy way to find and import any Unmanaged Guests through the "Unmanaged Bot".
The Unmanaged Bot scans for Unmanaged Guests and resubmits them through External User Manager, so they'll fall under your Governance Policies.
Let's go through the entire setup procedure and explore the variety of ways in which the Bot can be configured.
🤖 Unmanaged Bot Setup
Navigate to Settings > Expert Mode > Guest Import to view all settings related to Guest Conversion.
Setting Breakdown:
Bot name - Allows you to change the name of the bot; this name will show up in the chat messages that it sends out.
Auto approve - When enabled, all imported users will be pre-approved and will be able to get directly to Onboarding.
Skip Onboarding - Allows you to skip Onboarding procedures for imported users.
Enable auto request after X days - Allows you to automatically resubmit external user requests that were made outside of the app through External User Manager after a set number of days have passed.
Specify the number of X days - Allows you to specify the number of days after which the regular request will be resubmitted through External User Manager.
External users to import - Displays the number of unmanaged external users, allows you to check for them and request them through EUM via the corresponding buttons.
History - Displays all external users that have been imported via the bot, including the date of submission, number of requests, and their status.
Configure the Bot's settings to your liking and re-request any Unmanaged Guests that it finds. Depending on your setup, you might have to Approve them manually.
🏅 Final Results
Imported Guests will go through the same Onboarding Procedures as the rest of the Guests who you've invited through External User Manager (as long as the Skip onboarding setting is off), and your Naming Conventions will apply to them as usual.
👣 Next Steps
Now that you’ve imported unmanaged guests, it's time to explore and take control with the Overview.
We recommend starting here:
Insights and Analytics
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected].