Microsoft 365 Activation for WhatsApp Capture

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Activating the TeleMessage WhatsApp Capture for Microsoft 365

This document explains the functions enabled by the TeleMessage WhatsApp Capture, how to order, activate and use it with Microsoft 365.

Overview of using the TeleMessage WhatsApp Capture

The TeleMessage WhatsApp Capture connector for Microsoft 365 enables capture of WhatsApp calls, chats, attachments, files and deleted messages. Messages are stored and archived in the Microsoft 365 mailbox and you can run advanced searches and eDiscovery of the WhatsApp communication.

The TeleMessage WhatsApp Capture can be activated in two modes:

  • WhatsApp Phone Capture– A wrapped WhatsApp version installed on the phone to capture chats & calls. It requires an app installation on the employee device.
  • WhatsApp Cloud Capture– A parallel web session used to capture WhatsApp chats. Can capture WhatsApp and WhatsApp Business chats. No special app installation required.

Companies can choose any of the different modes as well as the ability to combine those for different employees.

TeleMessage can enable the deployment of two WhatsApp instances on the same phone for full separation between the employee private and business chats.

The capabilities and steps to enable the WhatsApp Capture connector are detailed below:

  1. To enable the connector, you will need an Microsoft 365 account with an E5 license or the compliance capabilities.
  2. You will also need to order the service from TeleMessage and get a valid company administration account.
  3. By using the service, you agree to the TeleMessage terms and conditions and privacy policy.
  4. Be aware that the messages your employees exchange are still flowing via the WhatsApp/Facebook servers and are subject to their T&Cs.
  5. Then you will need to activate the TeleMessage connector in your Microsoft 365 account
  6. In parallel, you will need to onboard the employees for the TeleMessage WhatsApp Capture
  7. You will be able to view the stored employee WhatsApp communication in:
  • The WhatsApp Capture folder in the employee’s Microsoft 365 mailbox (or another mailbox allocated to capture WhatsApp conversations).
  • You can also search on the WhatsApp communication through the Microsoft 365 solutions like the advanced eDiscovery.

You can contact the TeleMessage Support to get assistance in setting up and configuring your account or onboarding your company employees for WhatsApp Capture.

Before you begin

Activating this connector will allow you to capture the WhatsApp communication of your employees.

  • This service should be used for compliance and governance, with full employee awareness that their communication is being archived and stored.
  • To activate the service you will require Microsoft Office Compliance Administration roles.
  • You will also need to acquire a TeleMessage Admin account as explained below.
  • Your employees will be required to activate the service on their mobile devices.

Step 1: Ordering a TeleMessage account for the WhatsApp Capture

The first stage in activating your WhatsApp Capture connector requires companies to get an administrator account and user licenses from TeleMessage.

  1. You will have to fill out the order the WhatsApp Capture from on the TeleMessage website.
  2. The TeleMessage team will get back to you and explain to you the options available to capture WhatsApp communication for your employees, and the differences between the WhatsApp Phone Capture and WhatsApp Cloud Capture.
  3. The TeleMessage team can recommend to you the best product and features based on your governing regulations as well as the phone-ownership type in your company (corporate owned phones or BYOD devices).
  4. If needed, they can also provide you with additional phone numbers which will allow you to activate a 2nd WhatsApp application on the employee’s phone.
  5. At this stage, you will have to order and pay for the service to TeleMessage.
  6. Once your order is fulfilled, you will receive a Username and Password to connect TeleMessage to the Microsoft 365 portal, as explained below.
  7. In parallel, the TeleMessage team will send you the necessary information to start onboarding your employees with the WhatsApp Capture.
  8. The TeleMessage team can assist you with the employee onboarding process, or do it for you. They can also help you with the configuration of the Microsoft 365 connectors in your Microsoft account.
  9. You can request the TeleMessage team to enable two-factor authentication on your account, or disable it for any access.

Step 2: Connecting the TeleMessage WhatsApp Capture to your Microsoft 365 Account

This section will detail the steps to connect the WhatsApp Capture inside your Microsoft 365:

  1. To start this process, you will need to have a valid TeleMessage company admin username and password.
  2. You should have an Microsoft 365 compliance role and access to the Microsoft 365 compliance portal.
  3. Follow the steps described in this link to connect the TeleMessage WhatsApp Capture with your Microsoft 365 company accounts.
  4. Once the connector is ready, all WhatsApp communication of your employees will start flowing into the Office account
  5. In parallel, you will need to onboard the employees for the TeleMessage WhatsApp Capture

You can contact the TeleMessage Support to get assistance in setting up and configuring your account or onboarding your company employees for WhatsApp Capture.

Step 3: Employee onboarding for the WhatsApp Capture

By now, you already ordered the WhatsApp Capture service with the Microsoft 365 connector from TeleMessage, and you have a valid TeleMessage company administration account.

In this step, we will explain how to configure the users in the TeleMessage Admin account, and activate the WhatsApp Capture for your employees. Your employees will still have to download and activate WhatsApp on their phone after this stage.

To activate the WhatsApp Capture for your employees they must be registered in your TeleMessage account:

  1. You can either signup your employees yourself, via the TeleMessage admin portal as explained here.
    (Please alert the TeleMessage Support once you uploaded new users to verify routing into Microsoft 365).
  2. Or you can do it by filling this Excel sheet as specified here, and sharing it with the TeleMessage team.

Note: If you did this step before Step 2, you must make sure that you activate the TeleMessage connector in your Microsoft 365 account.

Step 4: Activation of the WhatsApp Capture on the phone of the employee

In this stage we will explain the employee experience on their mobile when you activate the WhatsApp Capture on the phone.

Activation is slightly different if you use the WhatsApp Phone Capture or WhatsApp Cloud Capture:

  1. If you are using the WhatsApp Phone Capture, you will need to install the app on the phones of your employees. The installation version will be provided to you by the TeleMessage team. You can download it from the TeleMessage portal or by receiving an APK/IPA file to push via an MDM/EMM or application store.
    Your employees will have to install and activate the app on their mobile phone.
    You can find the installation instructions when activating from the TeleMessage application store below:
    • iOS installation instructions
    Android installation instructions
  2. If you are using the WhatsApp Cloud Capture, you will need to install and activate the WhatsApp or WhatsApp business apps from Google Play or the AppStore.
    The employee will then have to activate the TeleMessage service by following these instructions.
  3. Once the service is activated on the phone, mobile messages from the WhatsApp Capture on the employees’ mobile phone will flow into the Microsoft 365 designated account and be stored in Microsoft 365 ready for display, search and eDiscovery.

Once the service is activated for an employee, his WhatsApp communication will be captured from the mobile device and archived in Microsoft 365.

You can contact the TeleMessage Support for assistance with setting up and configuring your account or onboarding your company employees.

You can contact TeleMessage in case you need to purchase additional users for Whatsapp archiving.

Note: If you did this step before Step 2, you must make sure that you activate the TeleMessage connector in your Microsoft 365 account.

Step 5: Viewing WhatsApp Capture Messages in Microsoft 365

The WhatsApp communication of your employees will be stored in Microsoft 365 and you can search for it using Microsoft 365 solutions like the advanced eDiscovery.

You will also be able to search for and view all the employee WhatsApp communication in the Inbox of the employee’s Microsoft 365 mailbox (or another mailbox allocated to capture WhatsApp conversations).

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