Teams Admin Setup Guide

Configure Application Access Policy to enable meeting transcript access for IdeaLift.

Quick Setup (Copy-Paste Commands)

Run these PowerShell commands as a Teams Admin or Global Admin. The entire setup takes about 2 minutes.

# 1. Install the Teams PowerShell module (run PowerShell as Administrator)
Install-Module -Name MicrosoftTeams -Force -AllowClobber

# 2. Connect to Microsoft Teams (you'll be prompted to sign in)
Connect-MicrosoftTeams

# 3. Create the Application Access Policy for IdeaLift
New-CsApplicationAccessPolicy `
  -Identity "IdeaLift-Transcript-Access" `
  -AppIds "013d4f56-a3e4-4120-9985-d3f65a2dfe22" `
  -Description "Allow IdeaLift to access meeting transcripts"

# 4. Apply policy to all users in your organization
Grant-CsApplicationAccessPolicy `
  -PolicyName "IdeaLift-Transcript-Access" `
  -Global

Note: Policy changes can take 30 minutes to several hours to propagate across Microsoft's servers. If transcript access doesn't work immediately, please wait and try again.

When Is This Needed?

Important: AAP is Required

Application Access Policy (AAP) is required for IdeaLift to access ANY meeting transcripts in your organization. This is a Microsoft Graph API requirement for third-party applications accessing Teams meeting data.

Meeting Type	AAP Status
Scheduled meetings	Requires AAP
"Meet Now" / Ad-hoc meetings	Requires AAP
Meetings organized by others	Requires AAP
Channel meetings	Requires AAP

Application Access Policy (AAP) grants IdeaLift permission to access meeting transcripts via the Microsoft Graph API. This is a one-time setup that enables IdeaLift to read transcripts for all users in your organization. Without AAP configured, users will see an "Admin Setup Required" error when trying to capture ideas from meetings.

Prerequisites

1.Teams Service Admin or Global Admin role in Microsoft 365
2.PowerShell with the Microsoft Teams PowerShell module installed
3.IdeaLift App ID: 013d4f56-a3e4-4120-9985-d3f65a2dfe22

Step 1: Connect to Microsoft Teams

Open PowerShell as Administrator and connect to your Microsoft Teams environment:

# Install the Teams PowerShell module if needed
Install-Module -Name MicrosoftTeams -Force -AllowClobber

# Connect to Microsoft Teams
Connect-MicrosoftTeams

You'll be prompted to sign in with your Microsoft 365 admin credentials.

Step 2: Create Application Access Policy

Create a new policy that grants IdeaLift access to meeting transcripts:

# Create the Application Access Policy
New-CsApplicationAccessPolicy `
  -Identity "IdeaLift-Transcript-Access" `
  -AppIds "013d4f56-a3e4-4120-9985-d3f65a2dfe22" `
  -Description "Allow IdeaLift to access meeting transcripts"

Step 3: Assign the Policy

Option A: Apply to All Users (Recommended)

Grant access for all users in your organization:

# Apply policy globally (all users)
Grant-CsApplicationAccessPolicy `
  -PolicyName "IdeaLift-Transcript-Access" `
  -Global

Option B: Apply to Specific Users

Grant access only to specific users:

# Apply to a specific user
Grant-CsApplicationAccessPolicy `
  -PolicyName "IdeaLift-Transcript-Access" `
  -Identity "[email protected]"

# Or apply to a security group
Grant-CsApplicationAccessPolicy `
  -PolicyName "IdeaLift-Transcript-Access" `
  -Group "your-security-group-id"

Step 4: Verify Configuration

Confirm the policy was created and assigned:

# List all application access policies
Get-CsApplicationAccessPolicy

# Check global assignment
Get-CsOnlineUser -Identity "[email protected]" | Select-Object ApplicationAccessPolicy

Note: Policy changes can take up to 24 hours to propagate. If transcript access doesn't work immediately, wait and try again.

Optional: Enable Auto-Transcription

For the best experience, enable automatic transcription for all meetings in your organization:

Go to Teams Admin Center → Meeting Policies
Select the policy you want to modify (or Global)
Under Recording & transcription, enable Transcription
Save changes

Users can still manually start transcription if this is disabled org-wide.

Troubleshooting

"Access Denied" when running PowerShell commands

You need Teams Service Admin or Global Admin role. Contact your Microsoft 365 administrator.

Policy created but still not working

Allow up to 24 hours for the policy to propagate. If still not working, verify the App ID is correct and the policy is assigned to the correct users/groups.

Works for some users, not others

If using Option B (specific users), verify those users are included in the policy assignment. Consider switching to the global assignment for simpler management.

Security Considerations

•IdeaLift only accesses transcripts when explicitly requested via the idea meeting command
•Transcript data is processed to extract ideas and then discarded - we don't store raw transcripts
•You can revoke access at any time by removing the Application Access Policy

Revoking Access

To remove IdeaLift's transcript access:

# Remove global assignment
Grant-CsApplicationAccessPolicy -PolicyName $null -Global

# Delete the policy
Remove-CsApplicationAccessPolicy -Identity "IdeaLift-Transcript-Access"

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