Attendance Reporting for Microsoft Teams Meetings

  • Browser
  • CRM Desktop (Windows)
  • iPad

To report on attendee data, administrators can track meeting attendance and meeting length for Microsoft Teams meetings started from Veeva CRM.

Attendance reporting enables admins to review attendee display names, duration, and start and end times for each meeting. Additionally, the meeting outcome status is captured so admins can easily see whether a meeting was started and whether attendees joined. From the Engage Meeting Process Administration tab, admins can review processing status for the last ten attendance reporting jobs.

Who Can Use This Feature?

  • Platforms – Browser, CRM Desktop (Windows), iPad
  • Licensing – Available to users with Engage licenses. Users do not need to be assigned to Engage groups.
  • Users – Admin Users, Integration Users

Configuring Attendance Reporting for Microsoft Teams Meetings

  1. Ensure Scheduling and Starting Microsoft Teams Meetings is enabled.

  2. Enable the Process Scheduler utility. The Process Scheduler must be set to run daily.

  3. Grant Engage post-processing integration users the following permissions:

    4. Object

    OLS

    Record Types

    Fields

    FLS
    Call2_vod CRUD n/a
    • Call_Datetime_vod
    • MS_Teams_Remote_Meeting_vod
    		 Read

    Remote_Meeting_vod

    CRUD

    MS_Teams_Call_Meeting_vod
    • Attendance_Report_Process_Status_vod
    • Engagement_Minutes_vod
    • VExternal_Id_vod

    Edit
    • Meeting_Duration_vod (optional)
    • Meeting_Outcome_Status_vod
    • MS_Teams_External_Id_vod
    • RecordTypeId
    		 Read

    Remote_Meeting_Attendee_vod

    CRUD

    MS_Teams_Call_Meeting_vod
    • Join_Time_vod
    • Leave_Time_vod
    • Meeting_Duration_vod
    • Meeting_End_Time_vod
    • Meeting_Start_Time_vod
    • Name_vod
    • RecordTypeId
    • Remote_Meeting_vod
    • VExternal_Id_vod

    Edit
  4. Grant admins the following permissions to view attendance reporting data (optional):

    Object

    OLS

    Record Types

    Fields

    FLS

    Remote_Meeting_vodCRMS_Teams_Call_Meeting_vod
    • Attendance_Report_Process_Status_vod
    • Engagement_Minutes_vod
    • Meeting_Duration_vod (optional)
    • Meeting_Outcome_Status_vod
    • MS_Teams_External_Id_vod
    • RecordTypeId
    • VExternal_Id_vod
    		Read

    Remote_Meeting_Attendee_vod

    CR

    MS_Teams_Call_Meeting_vod

    • Join_Time_vod
    • Leave_Time_vod
    • Meeting_Duration_vod
    • Meeting_End_Time_vod
    • Meeting_Start_Time_vod
    • Name_vod
    • RecordTypeId
    • Remote_Meeting_vod
    • VExternal_Id_vod

    Read

  5. Grant Engage post-processing integration users access to the View All Data Administrative Permission.

  6. Grant administrators access to the Engage Meeting Process Administration tab so they can enter integration user credentials.

  7. Grant administrators access to the Engage_Meeting_Process_Admin_vod Visualforce page.

  8. Ensure either the MS_Teams_Call_Meeting_Attendee_vod page layout or a custom page layout is assigned to the MS_Teams_Call_Meeting_vod record type on the Remote_Meeting_vod and Remote_Meeting_Attendee_vod objects.

  9. Set None as the default picklist value for the Attendance_Report_Process_Status_vod field on the Remote_Meeting_vod object for the MS_Teams_Call_Meeting_vod record type.

Using Attendance Reporting for Microsoft Teams Meetings

Through the existing Engage reporting process, attendance data is pulled in to Veeva CRM for all call reports with a Microsoft Teams meeting associated and a call datetime in the previous two weeks. This includes call reports which are not submitted.

The reporting process can be scheduled to run at certain intervals or performed immediately by selecting the Run button on the process administration page. In the Microsoft Teams attendance reporting process, only Remote_Meeting_vod records with the MS_Teams_Call_Meeting_vod record type are updated.

If an Engage meeting was previously scheduled for the call, attendance data is pulled for both the Engage meeting’s Remote_Meeting_vod record and the Microsoft Teams meeting’s Remote_Meeting_vod record. For more on switching meeting types, see Switching Remote Meeting Types.

The following data is captured on a Remote_Meeting_vod record for each Microsoft Teams meeting started from Veeva CRM:

  • Engagement_Minutes_vod - Captures the total number of minutes where the host and at least one attendee were in the meeting together
  • Meeting_Duration_vod (optional) - Captures the total meeting duration
  • Meeting_Outcome_Status_vod - Indicates the meeting outcome using the following values:
  • Meeting_Not_Started_vod - Displays if the meeting never started
  • Meeting_Not_Started_and_Attendees_Joined_vod - Displays if attendees join the meeting but the host never starts the meeting. Whether attendees can join a meeting before the host depends on the organization’s Microsoft Teams configuration.

    If waiting rooms are enabled for Microsoft Teams and an attendee joins the waiting room, but does not join the meeting, they are not counted as an attendee.

  • Meeting_Started_Without_Attendees_vod - Displays if the meeting started but attendees did not join
  • Meeting_Started_With_Attendees_vod - Displays if the meeting started and at least one attendee joined
  • Attendance_Report_Process_Status_vod - Indicates the status of the reporting process:
  • Success_vod - Displays when the record is successfully processed for the last time
  • Retry_vod - Displays if the admin manually sets the field value to Retry_vod
  • Empty (no value) - The field is empty if this record is still in the two-week processing window or the record is set to a date in the future

The following data is captured on a Remote_Meeting_Attendee_vod record for each device joining the meeting:

  • Join_Time_vod - Datetime when the device joined
  • Leave_Time_vod - Datetime when the device left
  • Meeting_Duration_vod - Number of minutes the device was in the meeting
  • Meeting_End_Time_vod - Datetime when the meeting ended
  • Meeting_Start_Time_vod - Datetime when the meeting started
  • Name_vod - Attendee’s display name in Microsoft Teams
  • Remote_Meeting_vod - Lookup to the Remote_Meeting_vod record for the meeting joined
  • VExternal_Id_vod - Engage record ID for the attendee

If an attendee rejoins a meeting after leaving or being disconnected for any reason, a new Remote_Meeting_Attendee_vod record is created each time they join or rejoin the meeting.

Reviewing Reporting Process History

From the Engage Meeting Process Administration page, admins use the Microsoft Teams Attendance Report Process History table to review the following information from the ten most recently run reporting processes:

  • Start and end timestamps - Process start and end datetime. The end timestamp only displays when the process is finished.
  • Status - Indicates whether the process is currently running
  • Type - MS Teams
  • Success - Number of records successfully processed. To download the success log as a .CSV file, select the number in the Success column. If the number is zero, users cannot download the log.
  • Error - Number of records that encountered an error during processing. To download the error log as a .CSV file, select the number in the Error column. If the number is zero, users cannot download the log.
  • Message - States successes and failures that occurred during the run

Retrying Record Processing

To re-run the reporting process for a remote meeting after the two-week time period, manually set the value of the Attendance_Report_Process_Status_vod field on the appropriate Remote_Meeting_vod records to Retry_vod. Records are re-run during the next attendance processing job, and remote meeting and remote meeting attendee data is updated accordingly.

Related Topics