Connect an account for 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 catalog, and for LMS365 to create Microsoft Teams meeting invitations, the course catalog admin must first configure the Microsoft 365 Connection Settings of that catalog in the tenant.

In this article, we go through how to configure the Microsoft 365 Connection Settings to connect an email account that will be used for sending email notifications, booking rooms and creating meeting invitations for a catalog, and how to disconnect the account.

 

Connect an email account 

Required role: course catalog admin.

To connect an email account and configure the Microsoft 365 Connection Settings:

1. In the LMS365 Admin Center, go to Catalog Settings in the navigation menu and select Notifications. The Notifications page opens.

2. On the Notifications page, select Microsoft 365 Connection Settings on the menu bar. The Microsoft 365 Connection Settings configuration panel opens.

3. On the Microsoft 365 Connection Settings configuration panel, toggle Enable LMS365 to send email notifications, book Rooms and create meeting invitations to the On position.

By default, the toggle is Off. When switched On, the Modern Authentication Method block becomes visible.

The Modern Authentication Method 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).

 

 

4. In the Modern Authentication Method block, select Connect. 

5. Sign in with the cloud-based account you want to use to send email notifications, book rooms for sessions, and create Microsoft Teams meetings. A shared mailbox can't be used as the connected account.

 

NOTE   

When the Microsoft 365 Connection Settings are configured for the first time in the tenant, regardless of the catalog in the tenant for which the settings are configured, the admin needs to perform the additional step of consenting to requested permissions that will 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. This enables the email address of the connected account to be shown in 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 previous one expires. Ticking Consent on behalf of your organization will mean that consent isn't requested again if another account in your organization is connected to LMS365. To allow each connected account to consent individually, we recommend you don't tick this option.

    These permissions aren't requested if the Microsoft 365 Connection Settings have already been configured for 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 hasn't been enabled with a previous configuration.

    Additional consent might be required to use Microsoft Graph API for LMS365 to create and book Microsoft Teams meetings for sessions (only for outdated consent that needs an update, and only once). For example, changing passwords makes the granted consent outdated. Select Consent to continue.

 

6. Save your changes to complete the connection of the account.

 

 

The connected account receives an email message that is sent automatically by LMS365. 

 

 

NOTE  

  • If the connection between LMS365 and the connected account of a catalog is lost for any reason, your LMS365 application stops sending email notifications. This would mean that users who are working with that catalog won't receive notifications from LMS365. If this situation occurs, LMS365 automatically sends an email to notify catalog admins and 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. If you experience delivery issues, please ask your administrator to consult Fix email delivery issues in Exchange Online for tips on how to resolve the issue.

  • You may experience issues with LMS365 getting access to the mailbox and therefore you may receive 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. If you encounter this issue, follow these instructions to enable SMTP for the account.

 

Disconnect an email account

Required role: course catalog admin.

To disconnect the connected email account:

1. In the LMS365 Admin Center, go to Catalog Settings in the navigation menu and select Notifications. The Notifications page opens.

2. On the Notifications page, select Microsoft 365 Connection Settings on the menu bar. The Microsoft 365 Connection Settings configuration panel opens.

3. On the Microsoft 365 Connection Settings configuration panel, select Disconnect and confirm your action.

Once you have disconnected the account, LMS365 can't send notifications and invitations until you re-establish the connection between LMS365 and a cloud-based account.

 

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