Welcome to the SmartSuite for Microsoft 365 integration! This guide provides the necessary steps for a Global or Teams Administrator to enable and deploy the native SmartSuite app for your organization.
The process involves three main phases:
Initiating the Connection: A one-time action from within SmartSuite to create the secure link between your SmartSuite workspace and your Microsoft 365 tenant.
Granting Administrator Consent: Authorizing the SmartSuite application to securely interact with your Microsoft 365 tenant.
Deploying the App: Making the SmartSuite app available and automatically installing it for your users within Microsoft Teams.
Phase 1: Initiating the Connection from SmartSuite
To ensure a secure and correct mapping, the connection must be started from your SmartSuite workspace. This "enriched handshake" passes your unique Workspace ID to Microsoft Teams, creating the necessary link for the integration to function.
Log in to your SmartSuite account with an administrative user.
Navigate to the Integration Settings page.
Locate the Microsoft 365 integration and click Connect.
You will be presented with a "Connect to Microsoft Teams" button. Clicking this will open a new browser tab and redirect you to Microsoft Teams to begin the installation and consent process.
Note for Technical Audiences (Prerequisite on SmartSuite)
The "Connect to Microsoft Teams" button is responsible for generating a unique Microsoft Teams deep link. This link includes the current SmartSuite Workspace ID in its context property (as subEntityId), which is essential for creating the mapping between the two systems.
Example URL to be generated:
https://login.microsoftonline.com/common/adminconsent?client_id= <YOUR_APP_CLIENT_ID>&state=<YOUR_WORKSPACE_ID>&redirect_uri=<YOUR_REDIRECT_URI>
This step is critical as it provides the context needed for all subsequent actions.
Phase 2: Granting Administrator Consent
After initiating the connection from SmartSuite, you will be guided through the one-time consent process. This authorizes the SmartSuite application and grants it the specific permissions it needs to operate.
You will be redirected to a Microsoft sign-in page. Log in using a Global Administrator account for your Microsoft 365 tenant.
A "Permissions requested" screen will appear, detailing the permissions the SmartSuite application requires to function.
Review the permissions and click Accept.
Once accepted, the SmartSuite application is authorized to operate within your tenant.
Phase 3: Deploying the SmartSuite Teams App
This phase makes the SmartSuite app available in your organization's private app store and configures it to be automatically installed for all users.
Upload the Custom App
You will be provided with a SmartSuite-App.zip package by your SmartSuite representative.
Navigate to the Microsoft Teams Admin Center at admin.teams.microsoft.com.
In the left-hand navigation, expand Teams apps and select Manage apps.
Click the + Upload new app button, select Upload, and choose the
SmartSuite-App.zipfile.Once uploaded, find the "SmartSuite for O365" app in the list. By default, its status may be "Blocked". Click on the app name to open its details page.
Change the app's status from Blocked to Allowed.
Configure Automatic Installation for Users
This policy ensures the app is deployed to all users without requiring them to install it manually.
In the Teams Admin Center, navigate to Teams apps -> Setup policies.
Click on the Global (Org-wide default) policy.
Under the "Installed apps" section, click +Add apps.
A search panel will appear. Search for the "SmartSuite for O365" app you just uploaded.
Click Add next to the app, and then click the Add button at the bottom of the panel.
Click Save to apply the changes to the policy.
Important Considerations
Licensing: To use App Setup Policies for automated, scalable installation, your organization's users must have licenses that include Microsoft Entra ID P1 (formerly Azure AD P1). This is typically included in Microsoft 365 Business Premium, E3, or E5 plans. Without this license, the policy-based installation may not function correctly.
Propagation Time: Changes made in the Teams Admin Center, especially policy updates, are not always immediate. It can take several hours (up to 24) for the policy to apply and for the app to appear for all users.