Microsoft 365 Community Community Demos, 1 Oct 2020

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From YouTube: Introducing: Building Access – a Microsoft Teams app template

Description

In this 20-minute Site Admin focused demo, Pawan Gulati shows capabilities of this recently released app template built on Power Apps, Power Automate and SharePoint. Seamless Teams integration is a given. The template actually includes 3 apps – Building Admin, Building Security, and Building Access. Additionally, user activity is summarized in a Power BI dashboard. Step through creating a facility access request and approval, creating occupancy thresholds, defining eligibility questions and other configuration options. This PnP Community demo is taken from the General Microsoft 365 Development Special Interest Group (SIG) - Bi-weekly sync call recorded on October 1, 2020.

Demo Presenter: Pawan Gulati (Microsoft) | @pawangulati

Supporting materials:
• Documentation - App Templates for Microsoft Teams | https://aka.ms/TeamsAppTemplates
• Repo - Building Access App Template | http://github.com/OfficeDev/microsoft-teams-apps-buildingaccess

Learn more:
• Learn more about the Microsoft 365 Patterns and Practices community at: http://aka.ms/m365pnp
• Visit the Microsoft 365 Patterns and Practices community YouTube channel: https://aka.ms/m365pnp-videos

A

I'm going to start with a couple of screens the first one is really just to set the context around. What we are about to see and what we are about to see is essentially an open source teams, app template if you've not used one. The link at the bottom will take you to the page that lists all of those app templates that have been built out by the teams, engineering group and rolled out as open source available on github.

A

The intent here is for us to showcase best practices, kind of the power of what's possible. These app templates use different tooling. Behind the scenes summer is your bots. There is custom lob apps. There is app templates using power, apps power automate the one I'm actually about to show. You is built on power, apps and power, auto. It's essentially a power platform based app template for teams, uh but again obviously, github means open source. Take it make it your own customize it personalize. It uh feel free to use it for your organization or your teams.

A

As you see fit we're about to look at building access template and for those of you and again, you know in current scenario, I think everyone's gotten impacted everyone's working remotely in some sense has gotten affected from a working standpoint.

A

There's a lot of organizations that were planning to bring employees back into those office locations and we're looking for a tool to help them safely bring them back.

A

If, for those of you who keep on keep track of some of the app templates, we roll out the one of the early ones we rolled out to support february 19 crisis was the crisis communications back in march, and and that was really more about more informational uh employees being able to update their status, letting their teams know where they were companies to send down information down to the employees on kind of the policies updates on building access and so on.

A

um What morphed from there was he that is all great, but now, as we are bringing people back into locations, how do we do that safely? How do we control? Who is going to be at the building at any point in time? What should be the occupancy threshold like by if my building used to accommodate a thousand people before this crisis here and now I don't want more than 500 people. How do I control that? uh How should I you know, as my facilities teams restructure the layouts?

A

How do I control who's going to be on floor 1 versus floor 10? What times do they come into the buildings? uh How do I manage those approvals, so this application was directly born from some of the feedback we were getting from our customers around. How do we bring them safely back you've, given us an app to provide information to them, but we need a little bit more, so this is think of this, as perhaps v2 of that, um let me switch over to the last slide and then I'll get into the actual demo.

A

The app itself is built around multiple personas and when I say that you'll see when I get into the demo, there are actually three different apps. It's not one power app in teams. It's a suite of three different apps, the first one, which is the building admin app, which is geared towards your executives, your facilities managers, that's the place where you can go, configure a specific building or a facility, and what you're doing is hey. This building is now online meaning available for employees to access you can define which spaces.

A

You know what floor, how many seats, how many spaces are available for people to reserve? Will that building be? You know what we call in the tool we call it unmonitored and monitor. Essentially, that means is that a restricted access building or an unrestricted access building and again I get into the demo.

A

But the idea is: do I check in myself when I get to the site- or um you know, do I check in voluntarily, or will someone in the lobby check to see if I have the right uh approvals to be on site on that day at that building and check me in from their system? So that's kind of one of the things we'll look at the two pro personas in the middle, more or less overlap.

A

Essentially, your employee, your end user, making that request, I'm gonna go ahead and and keep that aside for the time being, we'll actually do that in the demo and the last piece, which is the third app, which is our building security app and that's the essential. Remember the monitor versus unmonitored comment from earlier: that's where you're building security, you're building lobby managers, your security officers, they bring up this companion, app validate.

A

You are, who you say you are you have the right approvals scan the qr code that is given to you when you request a reservation and then let you in so that's kind of setting the stage for what the app actually does, but let's go ahead and take a look at behind the scenes on the app. um I will put all these links in the chat window here for everyone. Actually we're going to be publishing more information about it. It is on github. This is hot off the press.

A

What's on the github, so obviously the source code goes up there. There is a detailed deployment guide. So if I were to bring this up, you know you'll find this detailed deployment guide, step-by-step screenshots, most organizations. I worked with deploy this app template within 45 minutes and that's really just making sure I have the right url to plug in into the admin screen I have to. They have the right team. If I need to create a team, I go create. My team grab that url and I'll walk through where that goes.

A

There is also a detail. Getting started guide. Hey, I deployed everything now. What do I do? Where do I go to define my first building? What are some of the settings that are available so again, all of those are available to you, so everything I show you today if it feels like I'm going at a rapid pace which I am it feel like. I think I have probably 10 minutes overall to do, but a lot of information is here and I'm happy to stay on and answer additional questions behind the scenes.

A

Look and again you'll see multiple versions of this. So please ignore that. But the idea is, um you will have three apps showing up in your powerapps when you look at it, you've got the building admin app. That's for the admins, the executives to define your buildings, uh the building security app. That's the companion app for the security folks to use scan your qr code and let you in- and this is the main app which is used by the end user.

A

The way I uh recommend customers use- this is for the building security app and again you'll see. I have three different teams in here. The building security app could easily be pinned if you've got different building security teams. You can build them up in them in the uh the channel here or you can it for that specific set of users and pin it on the left.

A

App bar the building admin app same thing for my demo, I'm going to be going ahead and demoing it for help from the the channel itself, but where I want to start the demo right now is actually the app that I pinned on the left, app bar and ignore the v6. Next to it, that's just the internal variations that are happening right now, um let's go ahead and let me go ahead and full screen.

A

So the way that works is when I, as a user log in so this is the end user view. When I use a user login. I have a few things I can do in the system.

A

I can quickly see uh what my existing requests are and I'll show you. Where that what goes, um I can make a new request for building access, we'll go through that process as well and again. This is where the organization can publish additional guidelines. Building open schedules, safety precautions, ppe needs anything and everything- and again you everything you see here is actually a label you can configure.

A

There is an excel file that contains all of the strings all of the labels. It's really easy for you to go ahead and swap them out, and if you wanted to call it corporate news or latest news or anything else or didn't want it at all, we've, given you a simple slide or a yes, no flag in the admin tool to go turn it off, and then that would go away. Let's go through the process of doing one. I think that's the best way for me to show you what works here.

A

The first half step that happens in creating a new request is it asks me a bunch of questions. This is what we call the key eligibility questions. Think of this as the gate to the actual request.

A

These questions are configured by you in the admin tool you can define as many or as few as you want, and if you didn't want them, you have the same slider capability, just turn them off, so you didn't watch so I had at least one customer who said: no, I just want them to reserve, I'm not going to get into kind of you know asking any questions. There was another customer that came and said I may not ask health related questions, but I'm going to ask them.

A

Are you going to take public transportation into office today, because I deem that a little bit more risky, and I may not allow that today and so gave you full capability to customize all of these in the admin tool and we'll quickly take a peek at it, depending on how much time we have now?

A

Obviously, if I say do you have any symptoms, the system is going to tell me sorry, you're not eligible to be on site so for the demo today, in the interest of time, I'm going to go ahead and keep moving and say no to all of those.

A

This is where it shows me kind of my recent building selections, but what I want to do is I want to actually go to san francisco, I'm from san francisco bay area, so I'm going to go ahead and pick the one in california street. Let me just see that this is an executive meeting. That's why I need to be there for every building you configure. You can define the eligibility criteria as a message that you can put up here so you're telling the users hey.

A

If you want to work out of this building, that's the criteria, um I'm gonna go ahead and keep moving forward. In this case. What I've done is obviously defaulted to the current date. um I can say all day or I can say: um well, maybe I only want to go there for the morning. One and again these are labels you could have. We could have said morning 9 to 12 afternoon 2 to 4 evening.

A

You know again you get the idea, but the in this case I'm going to go ahead and say all day and now this is where the fun part means what I've done in the building, access or building admin section is, if defined, two floors and for each floor. I've defined a certain set of spaces. So when I pick this and I click on check availability, it checks to see if the floor is. If there is available capacity on that floor, and if it is, it tells me.

A

Yes, I can go ahead and reserve that if there was none, it would basically tell me hey, you, don't have any availability; actually, it won't even show up in the floor. I take that back. So let's go ahead and hit save on next now, in this case, uh this is the the demo fund. um I am logged in, as you know, as every demo environment is, you can see the credentials here. The mod administrator uh I haven't, set up uh a direct manager from myself in this demo, so it tells me hey.

A

I can't find the the approver, I'm just gonna, send it to the admin team channel, and this is interesting. I think one of the things that happened was there were some customers that came back and said, oh well, um that person doesn't have a direct manager right now in the system or we haven't set up everything in 80 that works. That way, so you can actually set it up and again I'll show you given time, but in the building admin app, you can say for this building the default approval.

A

Is this person very important from a retail scenario when you're in a store and your store employees may not directly report to the store manager, then you can pick the store manager or the assistant store manager is the approver for that facility.

A

In this case, I'm just going to go ahead and let it go to the team channel, but I could pick a different approver and actually send it to somebody else again. This is the functionality you, if you don't want people picking your approvers. There is a lot of configuration uh aspect to it. This app, which I would love to get into and follow. So let's go ahead and click that, and in this case it's going to go through the process. Tells me I've created the request. um Let's go back here. Tells me hey: these.

A

Are my requests now remember that second option here my quest, that's where that's taking me and now it's telling me hey give floor one san francisco, five for five- hey tells me it's already approved um and and when I click on it tells me it's auto approved, and so that's another configuration you have in the system.

A

You define which buildings will allow system, auto approval based on available occupancy thresholds that you've set, and so if your occupancy threshold was 50 percent, the for uh you were basically are saying: hey my system will allow auto approvals up to 50 percent and then anything else will be manager approved um or you can just bring down the building configuration and change it from thousand people if it was the original setup to 500 people now this is my view right again.

A

Remember when I come in in the morning um or actually in this case this would be on my mobile phone. Remember, pinned apps show up on your mobile devices as well, so I walk into the building. I bring up my app. um It shows me that I have a reservation here and I can go ahead and click check in and get my work done now what we've done now. This is the what I'm showing you today is v2 or version 2 of the building access app. The original v1 was rolled out in june time frame.

A

We've got several customers that have already rolled it out successfully have customized it personalized it and have been using it for several months now, but there were some capabilities that were requested that we've added the ability to select a range of dates, ability to do multiple time slots in a day the ability to do a second check-in or a second eligibility questions. Verification um when you check in so previously. I could make a reservation for up.

A

You know up to x days in advance and and walk in into the building and check in, but a lot of customers said hey, but what about the day off? I want them to validate that everything. They said what the time of reservation still holds true. So now we have to make the same um selections, uh I should say the appropriate selection and actually- because I said yes, I am sick.

A

It tells me sorry, you can't be it and now what will it will do is if I go back here, um it's going to tell me how your request has been disqualified.

A

um Let's actually take a step back from here. What I want to do is show you, and in this case I'm actually just flipping over to my second tab here, to show you what the building admin screen looks like, and I think that's pretty much all the time we'll have um today to look at building admin um so is where you would go and define your building.

A

So you saw me pick, you know: sf 555, california, there are a few more buildings in here, but if I kneel down this is the one that I was looking at. um You'll see the unmonitored and the monitored labels here again go back to restricted and unrestricted access.

A

It does tell me how many flows or how many areas have been defined and how many seats are available. So that's quickly visible here, but we can take a peek under the covers as well. So obviously I can do address and all again, why is this important one? Obviously you can display that on the screen for the user, but, more importantly, there is a power bi dashboard that comes as part of the solution as well, and these are then used to plot your users.

A

You can say: hey in this region, x number of users are expected to be on site are on site, so there is a lot of reporting that happens behind the scenes which I won't have time to show today. um This is where you make the selection between restricted or unrestricted access.

A

The auto approval threshold is interesting and if you use this as a combination with I'll show you the screen first use this in combination with the the flows and the the seating you've set up. You've got various way to control your occupancy threshold. So first off you can come in here and define hey floor one floor two again in microsoft, we have these open spaces zones. I could call this and again this is just a label, so I could come in here and change this to my open space area or zone one all right.

A

It doesn't have to be floor, one you can define it any way. You want um now once I've done with that. um Basically, the idea was: if this zone pre-covered supported 150, I can come in and say: hey.

A

There are only 75 spaces based on how facilities have restructured this, or I could actually go back in here, and I say maybe I'll leave that at 150 but I'll set my occupancy approval threshold to 50, meaning the first 50 percent of the seats can be auto, approved system approved based on the occupancy levels, um and then maybe I have manager discretion on whether I want to allow people you decide how you want to do this.

A

You can set this up all the way up to 100 or you can say no more auto approvals, we're going to go to the manager one. So you define how you want to work with that, a few other things in the building admin and I think we are pretty much done from a demo perspective, the safety precautions. This is where you define all the news: the policies, uh additional information, your eligibility questions. You saw some of those show up.

A

There are a few in the draft state, so you can actually start creating some publish the ones or take them off. If you don't need them anymore, and then this is really where the the bulk of the stuff happens. You define how many days in advance the reservations can be made.

A

You define where those messages are going right. We looked at the approval messages coming in. um You define what those error messages are going to be and all those features the safety precautions, the news you don't want it. Let's turn that off uh the key eligibility questions. No, I just want them to reserve, let's turn them off and oh by the way.

A

I really don't want people picking up a brewers that doesn't really work for our organization, all right, let's go ahead and turn them off, and now, if I reload my app um back to the building access screen, um all those will be gone. I'm gonna take a pause here. I think I've shown you quite a bit uh if there are any questions happy to take, uh I'm happy to respond to them in the chat window as well.

B

Excellent thanks bob really great stuff- um and this is an awesome example of the power of those microsoft teams, app templates. They are ready to go in production usage and they really demonstrate the best practices and so really really polished stuff, and also I like the fact that it's demonstrating the power platform capabilities in microsoft teams, because that is super super powerful platform as well, so really really great great stuff.

A