Aware - Integrations

Updated

This article contains information on various integrations with Aware, including setup steps, supported features, and analytics.

Prerequisites

  • You have a subscription to the Aware platform.

Microsoft Teams

Prerequisites: You are a Microsoft 365 Global Administrator.

You can set up the Microsoft Teams integration with Aware by using the following steps:

  1. Log in to Aware.
  2. Click on System Settings in the lower left corner.
  3. Set your preferred time zone and time/date format, then Save Changes.
  4. Navigate to the Integrations tab.
  5.  Select Microsoft Teams.
  6. A new window opens, with a prompt from Microsoft, to log into your Microsoft account.
  7.  Follow through with your two-factor authentication flow, if it's enabled for your account.
  8. Upon successful login, you will then be directed to the permissions requested page. Click Accept, and the Microsoft window will automatically close.
  Permissions Required Microsoft Teams
  1. Within Aware, a prompt will display asking to complete your integration setup, and select Save.
  2. Once you have received the confirmation in Aware, navigate to the Azure Portal | Enterprise Apps | Aware for Teams | Permissions and click on Grant Admin Access at the top of the page.
Azure Porta; Microsoft Teams Permissions

Once integration is complete, send the tenant ID to Aware Engineering to confirm we are receiving content.

 

Zoom 

Prerequisites: You need an Admin account in Zoom.

Set up the Zoom integration with Aware using these steps:

  1. Log in to Aware:
    • Go to System Settings | Integrations.
  1. Connect Zoom:
    • Click Connect Zoom.
    • You’ll be redirected to Zoom’s authentication screen.
  1. Authenticate in Zoom:
    • Sign in with your Zoom Admin account.
    • Review and approve the permissions requested by Aware.
  1. Complete Integration:
    • After approval, you’ll be redirected back to Aware.
    • Zoom should now appear as a connected integration.

Verification

  • Confirm that Zoom appears under Connected Platforms in Aware.

Removing the Aware App from Zoom

This section explains how to remove the Aware app from your Zoom instance, either for all users or individual accounts.

Prerequisites:

  • You’re an Account Owner or Admin in Zoom.
  • You have access to the Zoom App Marketplace.

Steps to Remove the Aware App:

  1. Sign in to Zoom Marketplace
  1. Locate the Aware App:
    • Use the search bar to find “Aware”.
    • Click the app name to open its management page.
  1. Remove the App:
    • Click Remove.
    • When prompted, confirm by selecting a reason (optional) and clicking Remove again.
    • The app will be uninstalled from your Zoom account.

Considerations

  • Only Owners/Admins can remove account-level apps.
  • Removing the app revokes its access to Zoom data, but does not delete data stored by Aware outside Zoom.

Microsoft Viva Engage (Yammer)

Prerequisites: You are a Microsoft 365 Global Administrator, and a Yammer Verified Admin.

You can set up the Microsoft Teams integration with Aware by using the following steps:

  1. Log in to Aware.
  2. Click on System Settings in the lower left corner.
  3. Set your preferred time zone and time/date format, then Save Changes.
  4. Navigate to the Integrations tab.
  5. Select Microsoft Yammer.
  6. A new window opens, with a prompt from Microsoft, to log into your Microsoft account.
  7.  Follow through with your two-factor authentication flow, if it's enabled for your account.
  8. Upon successful login, the Microsoft window will automatically close.

  9. Within Aware, a prompt will display asking to complete your integration setup, and select Save.

Slack Enterprise Grid / Select

Confirm that the compliance and eDiscovery setting is turned on in your Slack Workspace, or reach out to Slack Support, and ask them to enable the compliance and eDiscovery setting, so that you can use a DLP Partner.
If the you would like to view edits/deletes, ensure you have enabled tracking revisions within Slack settings.
This is not an additional charge, and is not on by default. Once this is enabled, you will be able to set up the integration.

Prerequisites: You are the Slack organization owner, for Slack Enterprise Grid / Select.

You can set up the Slack Enterprise Grid / Select integration with Aware, by using the following steps:

  1. The Slack organization owner needs to log into the Slack organization, via the browser, that will be integrated. Be sure to log out of any other Slack organization via the browser.
  2. Log in to Aware.
  3. Click on System Settings in the lower left corner.
  4. Set your preferred time zone and time/date format, then Save Changes.
  5. Navigate to the Integrations tab.
  6. Select Slack Enterprise Grid.
  7. The page will automatically refresh to your Workplace Community where it may prompt the Slack organization owner to login and/or default to the Slack permission request page for the Aware app integration.
  8. Double-check you have the intended organization selected from the dropdown at the top right.
  9. Review the app permissions, and click on Allow.
  10. The page will briefly refresh to Aware, and then to a new Slack permission request page for the Aware Slack bot integration.
  11. Select any Slack workspace that is a part of your organization from the dropdown at the top right.
  12. Review the Slack bot permissions, and click on Allow.
  13. The page will refresh to your Aware Integrations, with a prompt asking to complete your integration setup, and select Save.

Slack JSON Upload

Prerequisites: You have access to the Slack instance you are integrating. 

You can set up the Slack JSON Upload integration with Aware by using the following steps:

  1. Log in to Aware.
  2. Click on System Settings in the lower left corner.
  3. Set your preferred time zone and time/date format, then Save Changes.
  4. Navigate to the Integrations tab.
  5. Click on Connect, on Slack JSON Imports.
  6. Complete the dialog for Add Slack JSON Import Integration:
  •  
    • Integration Type: Keep “Slack JSON Import” selected.
    • Display name: Name your Slack-Aware platform, e.g. the same name as your Slack instance.
    • Find the Slack Team ID of your Slack instance.
      The easiest way to get this is by following these steps:
      • Open any web browser, and log into your Slack account.
      • Go to your workspace main page, and look at the URL in the search bar at the top.
      • The URL will be in the format "https://app.slack.com/client/T..." and the numbers that follow this represent your Slack Team ID.
  • If you don’t know your Slack browser URL, you can find it by from the Desktop app:
    Enter this Slack URL in the browser, and proceed with the "Find the Slack Team ID of your Slack instance” steps, above.
  Desktop app
  1. Refresh the page, when complete. You should see your Slack platform on the Connected Platforms Table in System Setting | Integrations tab | Slack JSON Import.

Cisco Webex Messaging

Prerequisites:

  • Integrating user must have the administrator role of "Compliance Officer".

You can set up the Cisco Webex Messaging integration with Aware by using the following steps:

  1. Log in to Aware.
  2. Click on System Settings in the lower left corner.
  3. Set your preferred time zone and time/date format, then Save Changes.
  4. Navigate to the Integrations tab.
  5. Click on Webex connect.
  6. You will be prompted to sign in with your Webex login (this step gives us the user token to fetch messages).
  7. You will be redirected back to Aware for the final step, creating the Webex Platform on Aware.
  8. After you name and Save the integration, ingestion should begin.

Workvivo

The Workvivo integration enables real-time ingestion of content from Workvivo into the Aware platform, using a webhook-based approach. Whenever users post content in Workvivo, the platform pushes this data to Aware products.

Once you've set up a Workvivo Webhook integration and have integrated the platform in Aware, you'll then be able to view Workvivo Analytics & Reporting metrics on content, activity, engagement, and adoption across the platform. This allows you to understand how well the platform is doing in your organization, as well as identifying any areas for focus or improvement.

Key features of the Workvivo integration:

  • Real-time content ingestion: Posts and comments are delivered to Aware as soon as they are created in Workvivo.
  • Configurable webhook: You can control which content types are sent (though all should be enabled for full functionality).

Prerequisites

  • You have an Administrator or Analytics Viewer role for Workvivo.
  • You need to contact Workvivo, to enable the webhook for the Webhook Settings menu option to be available in the Workvivo UI.
  • You have a Workvivo Developer Role. This grants access to:
    • Webhook Settings.
    • API Keys and JWT Settings (needed to obtain the Workvivo instance ID and to create API keys).

Overview of Integration Process

This process will require you to:

  • Go into Workvivo to create app permissions.
  • Create an Aware integration with information from the previous step, in Aware.
  • Create a Webhook for Workvivo, to set up sending Aware data.

Create App permissions for Aware in Workvivo

You can create app permissions for Aware in Workvivo by using the following steps:

  1. Log in to Workvivo.
  2. Navigate to Admin Menu | API Keys and JWT Settings (in some menu options, this may be Admin | Tools | Platform | API Keys and JWT Settings).
    Here, you’ll create an application that will give Aware permissions to access your Workvivo data.
  3. Click Add new App, and name the app “Mimecast’s Aware”. Give the app permissions:
    • users.read
    • spaces.read
    • teams.read
    • updates.read
    • comments.read
    • events.read
    • kudos.read
    • articles.read

  4. In the Manage Keys section of the newly created app, click on Add new key.

    Go through the flow to create and save the key.

You will only have one opportunity to save this key. You will need it to configure in Aware in the next steps.

  1. On the API Keys Menu, note the Workvivo ID and the API URL.

Ensure you have safely saved these details, as well.

Creating the Aware Platform with Workvivo Information

You can configure the Workvivo integration in Aware by using the following steps:

  1. Log in to Aware.
  2. Navigate to the Integrations tab.
  3. Click on the Connect button for Workvivo.
  4. Configure the Platform Details:
  •  
    • Platform Name: e.g., “Workvivo [Your Org Name]”.
    • Workvivo Instance ID: Saved information from the previous step.
    • Workvivo API Region URL: Saved information from the previous step.
    • API Key: Saved information from the previous step.

After following these steps, you will be provided a Webhook Auth token. Save this! It is required for the final step.

Setting up the Workvivo Webhook

You can set up the Workvivo Webhook by using the following steps:

  1. Log in to Workvivo.
  2. Navigate to Administration | Webhook Settings (this may be in the Platform menu mentioned in the App setup steps).
  3. Create a New Webhook:
  •  
    • Click on Create Webhook.
    • Configure the Webhook:
      • Name: Use “Aware” for clarity.
      • Webhook URL: Provided by Aware:
        https://workvivo.wiretapapps.com/v1/documents
      • Subscribed Events: Change the content trigger radio button to “Send webhooks for all content” if you want all your data sent to Aware.
      • Custom Headers: input under Header Name “aware-key” and under that Header Value, insert the Webhook Auth Token saved from the previous step.
      • Content Scope:
        • Enable all content types.
        • Always check all boxes in the Scopes section.
  1. Save and Review:
  •  
    • Once created, the webhook will appear in the Webhook Settings list.
    • Webhooks are editable, and logs for triggers can be viewed for troubleshooting.

Recommendations

We recommend the following:

  • Enable All Content: Always configure the webhook to send all content types (except DMs).
  • Consistent Naming: Use clear, consistent names for webhooks and platforms (e.g., “Aware”).
  • Secure API Keys: Store API keys securely; you will only have one opportunity to copy them from Workvivo.
  • Monitor for Updates: Stay informed about new Workvivo features (e.g., Events, Kudos, Articles) and update your integration as needed.
  • Test Integration: Use the logs in Workvivo’s Webhook Settings and Aware’s platform logs to verify successful delivery and troubleshoot issues.

Analytics & Reporting with Workvivo

You can access Analytics & Reporting by using the following steps:

  1. Log in to the Workvivo platform.

    Navigate to Admin | Analytics.

Analytics & Reports Navigation
  1. The following dashboards are displayed:
  • Snapshot dashboard: This provides an overview of how well your platform is performing, and contains a sub-set of charts and graphs from the other dashboards.
  Snapshot dashboard
  • Content dashboard: This provides you with an understanding of how your content is performing on the platform, and what's performing best / worst, to help you shape your content strategy. It also provides a Competitions Dashboard, to help make running competitions as easy as possible, and provide analytics on Polls and Badges.
  Content dashboard

  • Usage dashboard: This gives you a better understanding of your organization's usage trends over time, allowing you to pinpoint teams with lower usage, so that you can take action when needing to encourage regular usage.

      Usage dashboard
  • Activation dashboard: This displays levels of profile activation across the organization. It identifies areas which might need additional support or change management, and recognizes users who are quick to activate and get on board.
  Activation dashboard

  • Governance dashboard: This assists you with the governance and ongoing management of the platform, and contains a collection of reports, including Roles and Permissions, Space Membership and Roles, Default Spaces, and Delegates.

      Governance dashboard

Data on all dashboards is updated daily, with the exception of the Governance Dashboard, which is updated on an hourly basis.

See Also:

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