Enable LMS365 to send email notifications, book rooms, and create Microsoft Teams meetings

Introduction

To enable LMS365 to send notifications and book rooms for course sessions in a course catalog, the course catalog admin must first configure the Microsoft 365 Connection Settings on a course catalog level.

For LMS365 to create Microsoft Teams meeting invitations, this will need to be enabled once for a course catalog in the tenant by configuring the Microsoft 365 Connection Settings.

In this article, we will go through how to configure the Microsoft 365 Connection Settings.

 

Configuring the Microsoft 365 Connection Settings

To configure the Microsoft 365 Connection Settings:

1) In the LMS365 Admin Center, select Microsoft 365 Connection Settings at the top-left corner of the Notifications page on the course catalog settings level. 

 

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2) Enable the option Enable LMS365 to send email notifications, book Rooms and create meeting invitations. By default, this option is disabled.

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3) Select either the Modern or the Classic authentication method and follow the respective procedures described below.

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Modern authentication method

We highly recommend using this method as it offers secure user authentication and authorization based on Azure Active Directory without the need to store the user's credentials. It also enables modern authentication features, for example, multi-factor authentication (MFA).

To enable the modern authentication method:

1) Select Modern.

2) Select Connect.

3) Sign in with the account that will be used for sending email notifications (the same account will be used to book rooms for sessions and to create Microsoft Teams meetings). 
Note that the account used for email delivery must be cloud-based. SMTP client authentication must be enabled for this account as well. Also, a shared mailbox can't be the connected account.

4) When the Microsoft 365 Connection Settings are configured for the first time in the tenant, regardless of which course catalog in the tenant the settings are configured for, the admin will perform an additional step of consenting to requested permissions to enable LMS365 to:

    • Send email notifications and appointments to learners on behalf of the connected account.

    • Access rooms for session location when creating sessions.

    • Create, read, update, and delete events and Microsoft Teams meetings in the calendar of the connected account.

    • Show basic profile information of the connected account, which enables the email address of the connected account to be shown in the UI of the LMS365 Admin Center so other admins can see which account has been used to create the connection.

    • Receive refresh tokens from the Microsoft identity platform access token endpoint in order to get new access tokens as the former expires.

      Ticking Consent on behalf of your organization will have the effect that the consent is not required again if another account in your organization is connected to LMS365. To allow each connected account to consent individually, we don't recommend you to tick this option.


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      These permissions will not be requested if the Microsoft 365 Connection Settings have already been configured via the Modern authentication method in a course catalog in the tenant. Unless a new user account is connected, and the Consent on behalf of your organization option has not been enabled with a previous configuration.

5) Save your changes and the account will be connected.

 

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NOTE  

  • If the connection between LMS365 and the connected account is lost for any reason, your LMS365 application will stop sending email notifications. This would mean that users who are working with the mentioned catalog are impacted and will not receive notifications from LMS365. If this situation occurs, LMS365 will automatically send an email to notify course catalog admins and the LMS admins of the need to re-establish the connection between LMS365 and the account.
  • LMS365 uses the Office 365 email delivery approach for handling email notifications. In case you experience delivery issues, please ask your administrator to consult this page for tips on how to resolve the issue.
  • You can experience issues with LMS365 getting access to the mailbox and meet the following error messages: The mailbox does not exist; This error can happen because of Microsoft 365 license limitations or changes in the settings.

    In this case, SMTP client authentication is disabled for your account. With this issue, follow these instructions to enable SMTP for the account.

 

Classic authentication method

 

IMPORTANT   

As Microsoft will deprecate the Basic authentication in Exchange Online on October 1, 2022, customers will not be able to authenticate via the Classic authentication method after this date.

Also, the deprecation will impact LMS365 notifications, in that they will stop working after this date for course catalogs that have used the Classic authentication method when configuring the Microsoft 365 Connection Settings.

If Microsoft 365 Connection Settings are configured via the Classic authentication method in one or more of your course catalogs, please make sure you configure the Microsoft 365 Connection Settings via the Modern authentication method prior to October 1, 2022.

 

The classic authentication method offers basic Exchange/SMTP authentication that requires user login and password.

We don't recommend using this method as Microsoft has announced the end of support for basic authentication access.

However, you can still enable the classic authentication method. To do this, please follow the steps below:

1) Select Classic.

2) Enter your Office 365 email address and password.

When using the classic authentication method some application functionality will be unavailable.

 

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If multi-factor authentication is enabled, you must create an app password following these instructions to connect your Microsoft 365 account.

3) Select Save to save the changes or Cancel to discard them.


The connected account will receive an e-mail message sent automatically by the LMS365 system. 

NOTE  

  • If the connection between LMS365 and the connected account is lost for any reason, your LMS365 application will stop sending email notifications. This would mean that users who are working with the mentioned catalog are impacted and will not receive notifications from LMS365. If this situation occurs, LMS365 will automatically send an email to notify course catalog admins and the LMS admins of the need to re-establish the connection between LMS365 and the account.
  • LMS365 uses the Office 365 email delivery approach for handling email notifications. In case you experience delivery issues, please ask your administrator to consult this page for tips on how to resolve the issue.

 

Disconnecting an email account

To disconnect the connected email account, select Disconnect and confirm your action.

Please note that once you have disconnected the account, LMS365 will not be able to send notifications and invitations until you have reconnected an account following the process described above. 

 

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