Integrate Lucid with Microsoft Teams

For Microsoft Teams admin

The instructions outlined in this section cover steps for admins including how to:

• Enable the Lucid integrations
• Pre-install the Lucid integrations
• Pin the Lucid apps for easy access for users on your Microsoft Teams account
   

Enable the Lucid integrations

Before installing the Lucidchart or Lucidspark apps, a Microsoft admin needs to permit it across the account via an org-wide setting. If you are the administrator for your organization’s Microsoft Teams account, there are two ways to enable the apps for Microsoft Teams. You can either enable all third party apps or you can choose to enable only the Lucidchart and Lucidspark apps for your Microsoft Teams account.

To enable Lucidchart and Lucidspark for your organization’s Microsoft Teams account, follow these steps:

1. Under the Microsoft apps menu, select the Admin app.
2. Click Show all from the left-hand panel.
3. Select Teams.
    
4. Click Teams apps.
5. From the dropdown options, select Permissions policies.
    
6. From the results on the “App permission policies” page, select Global (Org-wide default).
    
7. From the Third-party apps dropdown, choose one of the following options to enable the Lucid apps:
   • Allow all apps: All apps are now allowed; no additional steps required.
   • Allow specific apps and block all others: You need to specifically allow the Lucid apps. To do so, click Allow apps, search for Lucidchart and Lucidspark separately and click Select for each, and click Allow.
   • Block specific apps and allow all others: This option only blocks apps that are specifically listed; ensure that Lucidchart and Lucidspark aren’t blocked.

You have now successfully enabled users on your Microsoft Teams instance to install the Lucidchart or Lucidspark app. 

There are two options to proceed:

• As a Microsoft Teams admin, you can pre-install and pin the Lucid integrations in Teams for all users on your account. For this option, continue to the next set of steps.
• Users can now install the Lucidchart or Lucidspark add-ins for Microsoft Teams for their specific account. To do so, they can skip forward and follow the steps described in the Install the integration section.
   

Pre-install the Lucid integrations for your organization

Pre-installing the app for users in your organization allows more users to benefit from the Lucid Suite. After enabling the Lucid apps in the previous section, follow these steps:

1. Follow steps 1-4 from the previous section to navigate to the “Team apps” dropdown options. 
2. From the dropdown options, click Setup policies.
3. Select Global (org-wide policy).
   • If you have created a custom policy to only allow these integrations for certain departments, you can select that instead.
4. Under “Installed apps”, select + Add apps.
5. Search for “Lucidspark” and “Lucidchart” separately.
6. Click Select.
7. Click Add.

The apps are now pre-installed. To get the full value out of Lucid we recommend also pinning the apps for your users so they can easily access them directly from Microsoft Teams. You can do that by:

1. Navigating back to the “Setup policies” page using steps 1-2 above. 
2. Under “Pinned apps”, select + Add apps.
3. Search for “Lucidspark” and “Lucidchart” separately.
4. Click Select.
5. Click Add.

The Lucid integrations are now installed for all users in your organization.

Install the integration

There are two ways to install the Lucid integrations in Microsoft Teams:

• A Microsoft Teams admin can pre-install and pin the Lucid integrations for all users on the account. This is outlined in the Microsoft Teams admin section above.
• A Lucid user can install the Lucid integrations for just their account. These steps are covered in this section.
  • To access this integration, you must be logged into Microsoft using a work or school email address.

To install the Lucidchart app or the Lucidspark app for Microsoft Teams for just your account, follow these steps:

1. Navigate to the Microsoft App Store by selecting the Apps icon from the left-hand menu.
2. Search "Lucidchart" or “Lucidspark” in the search bar at the top of the window.
    
3. Click Add.
4. Once you select the app, follow the prompts to connect your Lucid account.

Sign in to Lucid

1. Once you have installed the Lucid apps to Microsoft Teams—and inserted or created a new document—follo the prompts to sign in.
    
   • If you have an existing Lucid account, select Sign In and a pop-up window will appear prompting you to enter your regular Lucid login credentials to access your documents via Microsoft Teams.
      
   • If you don’t have a Lucid account, select Lucidchart or Lucidspark at the bottom of the login page to create an account.
      

Use the Lucid integrations

In Microsoft Teams, you can interact with Lucid documents in several ways. Read on for information and instructions on the following topics:

• Add a Lucid document to a Team channel
• Access a Lucid document as a single user
• Enable link unfurling
• Customize notifications from Lucid

Add a Lucid document to a Team channel

To add a Lucid document to a Team channel, follow these steps:

1. Click the + icon at the end of the channel tabs.
    
2. Select Lucidchart or Lucidspark from the available apps.
   • If the document you are adding is in a repository, you need to open that repository before moving to the next step. Click Repositories from the navigation on the left side, then select the specific repository.
3. Select one of your recently opened documents or create a new one by clicking + Document or + Boards.
    

The selected document will create a new tab in the channel named after the document. In this tab, you can find the Lucidchart or Lucidspark editor for Microsoft Teams and collaborate with your team.

Access a Lucid document individually

To access a Lucid document as a single user without collaboration, follow these steps:

1. Navigate to your connected apps by clicking the View more apps icon from the far-left-panel in Microsoft Teams.
2. Select Lucidchart or Lucidspark from your apps.
3. Click on the document you want to open and select Open Document.
4. Alternatively, you can create a new blank document. To do so, select + New Document in the top-left corner.

After creating or inserting an existing document, the Lucid editor will open and you can edit your document. Your document and any changes will be saved automatically. Once you're ready to exit, wait for the document to show a cloud icon with a checkmark next to the title, indicating that your changes are saved. Then, you can close out of your document.

Enable link unfurling

With the link unfurling integration, you can see any preview documents that you share in Teams. When a Lucid link is pasted into a Teams channel or a chat conversation, it unfurls automatically.

To enable link unfurling in Microsoft Teams:

1. Navigate to the MS Teams Admin center.
2. Select Messaging from the left-hand panel.
3. From the dropdown menu options, select Messaging policies.
4. Click Global (Org-wide default).
5. Toggle URL previews to “On”.

Customize notifications from Lucid

With a Lucid integration installed you can tell us to notify you when:

• You are mentioned on a document in an @-mention or comment
• A document is shared with you
• A folder is shared with you
• A user requests access to a document you own

These notifications can be customized from your Lucid user settings under “Notification Settings”.

Collaboration

Share Lucid documents via Microsoft Team messages

There are two ways to share Lucid documents via messages. 

• Copy and paste a URL directly from your browser into the text input area. This opens the document in a card view.
• Select the + icon at the far right of your text input box in a chat, select the Lucidchart or Lucidspark integration, and select the board or diagram you want to share.

Manage collaborator permissions in Lucid

If you shared the document in a team channel or via messages using the integration in Microsoft Teams, a share link was created. If a collaborator opens the document in a new web browser tab, they will be added as a collaborator in Lucid. You can manage sharing permissions for a share link or for specific collaborators from Lucid.

To access and manage the sharing permissions of a Lucid document:

1. Open the document in Lucid.
2. Click Share in the top-right corner.
3. Under "Collaborators" at the bottom of the menu, select Manage.

From the “Manage collaborators” menu, you will see the names and access permissions of all collaborators for the document, which includes any users that opened the Lucid document via Microsoft Teams. You will also see any share links that have been created. From here you can do the following:

• To remove a collaborator, click the X next to their name.
• To modify a collaborator’s permissions, select a new option from the corresponding dropdown.
• To disable a share link, click the X next to it. 
  • Users will no longer be able to access the document from any Team channel where it was shared. 

Use Lucidspark app in Team meetings

You can use the Lucidspark app in Team meetings to facilitate collaboration and brainstorming sessions. 

To add a Lucidspark board to an upcoming team meeting, follow these steps:

1. Schedule a meeting.
2. Add at least one meeting attendee.
3. Open the calendar event tile.
4. Click Edit to modify the meeting.
5. Click the Add a tab icon from the top bar.
6. Select Lucidspark from the list of apps.
7. Select the Lucidspark board you want to attach to the meeting.

To add a Lucidspark board to an ongoing meeting, follow these steps:

1. Navigate to the top bar.
2. Select the three-dot More actions icon from the top menu.
3. Select + Add an app.
4. Select Lucidspark from the list of apps.
5. Select the Lucidspark board you want to attach to the meeting.

The Lucidspark board will appear on the side panel of your Teams meeting. From the side panel, you can select Share to Stage to open the app for the other participants in the team meeting. They will then be prompted to sign in to access your board.

FAQ

Why aren’t users seeing the app even though an admin pre-installed it?
 

If you pre-installed the app but your users still aren’t seeing it in Microsoft Teams, follow these steps to make sure that third-party apps are enabled in your organization:

1. Navigate to the Microsoft Teams admin center.
2. Select Teams apps from the left-hand panel.
3. Select Manage apps.
4. Click Actions in the top-right corner.
5. Click Org wide app settings.
6. Under the “Third-party apps” header make sure the third-party apps toggle is toggled to “On”.

Why am I receiving a message about access links when I try to insert a document in a Team channel?
This means your organization’s Lucid admin has access links disabled for your account. Please reach out to them to ask if they can enable them.

Where is the File menu (how do I export my document)?
It is not possible to access the file menu from Microsoft Teams. If you are trying to access export functionality, open the document directly in Lucid.

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