Riva Meeting Intelligence Follow-Ups: Enable Meeting Notes from Teams Transcripts (add CAP)

Prerequisites & Setup: Application Access Policy for Riva Meeting Intelligence Teams Integration 

Before You Begin

Client Environment Requirements:

• Microsoft 365 tenant and Teams enabled
• Entra ID Premium P1 or P2 license (for Conditional Access)
• Teams Administrator or Global Administrator role
• PowerShell execution capability (Windows PowerShell 5.1+ or PowerShell 7+)

Riva Meeting Intelligence Application Requirements:

• Riva Meeting Intelligence application already deployed and accessible to users (see How to Install Riva Meeting Intelligence for Multiple Users).
• Admin consent granted for standard Riva Meeting Intelligence permissions
• Users experiencing "Application is not allowed to perform operations" errors when accessing data

Pre-Steps

Pre-Step 1: Verify Riva Meeting Intelligence Application Details

Pre-Step 2: Install Required PowerShell Modules

Pre-Step 3: Gather Required Information

Pre-Step 1: Verify Riva Meeting Intelligence Application Details

Find Your Meeting Insight Application ID:

1. Go to Entra admin center > Enterprise applications
    
2. Search for "Riva Meeting Intelligence"
    
3. Click on the Riva Meeting Intelligence application
    
4. Note the Application (client) ID - you will need this for the policy

Example: ba3a7bf4-955e-4b3e-8dba-1c4f1cec3b1a

Verify Admin Consent:

1. In the same Enterprise application > Permissions tab
    
2. Ensure these permissions have green checkmarks:
   • OnlineMeetings.Read.All
   • OnlineMeetingTranscript.Read.All
   • Other Microsoft Graph permissions as needed
3. If missing, click "Grant admin consent for [your organization]"

Pre-Step 2: Install Required PowerShell Modules

Install Microsoft Teams and Microsoft Graph PowerShell Modules: 

# Check if module is installed
Get-Module -ListAvailable -Name MicrosoftTeams
 
# Install if not present
Install-Module -Name MicrosoftTeams -Force -AllowClobber
 
# Install Microsoft Graph module (for group management)
Install-Module -Name Microsoft.Graph -Force -AllowClobber

For Linux/AWS Workspaces: 

# Install PowerShell 7 first
curl -L https://github.com/PowerShell/PowerShell/releases/download/v7.4.0/powershell-7.4.0-linux-x64.tar.gz -o /tmp/powershell.tar.gz
sudo mkdir -p /opt/microsoft/powershell/7
sudo tar zxf /tmp/powershell.tar.gz -C /opt/microsoft/powershell/7
sudo ln -s /opt/microsoft/powershell/7/pwsh /usr/bin/pwsh
 
# Then install modules in PowerShell
pwsh
Install-Module -Name MicrosoftTeams -Force -AllowClobber

Pre-Step 3: Gather Required Information

Collect These Details Before Starting:

Steps

Step-by-Step: Create the Application Access Policy (CAP)

Step 1: Connect to Microsoft Teams PowerShell

Step 2: Create the Application Access Policy

Step 3: Verify Policy Creation

Step 4: Grant Policy to Users

Step 5: Verify Policy Assignments

Step 1: Connect to Microsoft Teams PowerShell

# Connect to your tenant
Connect-MicrosoftTeams -TenantId "YOUR_TENANT_ID_HERE"
 
# You'll be prompted for authentication - use your Global Admin or Teams Admin credentials

Step 2: Create the Application Access Policy

# Create the policy with your Meeting Insight application Client ID
New-CsApplicationAccessPolicy -Identity "MeetingIntelligenceAppPolicy" -AppIds "YOUR_MEETING_Intelligence_CLIENT_ID_HERE" -Description "Policy for Meeting Intelligence application to access Teams transcripts and recordings"

Example with actual values:

New-CsApplicationAccessPolicy -Identity "MeetingIntelligenceAppPolicy" -AppIds "ba3a7bf4-955e-4b3e-8dba-1c4f1cec3b1a" -Description "Policy for Meeting Intelligence application to access Teams transcripts and recordings for enhanced CRM integration"

Step 3: Verify Policy Creation 

# Check that the policy was created successfully
Get-CsApplicationAccessPolicy -Identity "MeetingIntelligenceAppPolicy"

Expected Output:

Identity    : Tag:MeetingIntelligenceAppPolicy
AppIds      : {ba3a7bf4-955e-4b3e-8dba-1c4f1cec3b1a}
Description : Policy for Riva Meeting Intelligence application to access Teams transcripts and recordings for enhanced CRM integration

Step 4: Grant Policy to Users

Option A: Grant to Individual Users

# Grant to specific users
Grant-CsApplicationAccessPolicy -PolicyName "MeetingIntelligenceAppPolicy" -Identity "user1@company.com"
Grant-CsApplicationAccessPolicy -PolicyName "MeetingIntelligenceAppPolicy" -Identity "user2@company.com"

Option B: Grant to All Users Globally

# Grant to all users in the tenant
Grant-CsApplicationAccessPolicy -PolicyName "MeetingIntelligenceAppPolicy" -Global

Option C: Grant to Security Group Members (Batch Process)

# First, get users from your security group
Connect-MgGraph -Scopes "Group.Read.All", "User.Read.All"
$group = Get-MgGroup -Filter "displayName eq 'MeetingIntelligence-Teams-Access'"
$members = Get-MgGroupMember -GroupId $group.Id
 
# Extract UPNs and grant policy
$users = @()
foreach ($member in $members) {
    $user = Get-MgUser -UserId $member.Id
    $users += $user.UserPrincipalName
}
 
# Grant policy to each user
foreach ($user in $users) {
    Grant-CsApplicationAccessPolicy -PolicyName "MeetingIntelligenceAppPolicy" -Identity $user
    Write-Host "Granted policy to: $user"
}

Step 5: Verify Policy Assignments

# Check specific user's policy assignment
Get-CsUserPolicyAssignment -Identity "user@company.com" -PolicyType ApplicationAccessPolicy
 
# Check multiple users
$testUsers = @("user1@company.com", "user2@company.com")
foreach ($user in $testUsers) {
    $assignment = Get-CsUserPolicyAssignment -Identity $user -PolicyType ApplicationAccessPolicy
    if ($assignment) {
        Write-Host "✓ $user has policy: $($assignment.PolicyName)" -ForegroundColor Green
    } else {
        Write-Host "✗ $user has no Application Access Policy" -ForegroundColor Red
    }
}

✅Initial Setup Complete. 🏁

Expansion Steps

Follow these steps when you are ready to expand the policy beyond the pilot stage. 

Step 1: Connect to Required Services

# Connect to Microsoft Graph and Teams PowerShell
Connect-MgGraph -Scopes "Group.Read.All", "User.Read.All"
Connect-MicrosoftTeams -TenantId "6c8bc6e8-8cab-4422-b1c3-55d338779ad6"

Step 2: Extract All Users from Riva Meeting Intelligence Pilot Group

# Get the MeetingIntelligence-Pilot group and all its members
$group = Get-MgGroup -Filter "displayName eq 'MeetingIntelligence-Pilot'"
Write-Host "Found group: $($group.DisplayName) (ID: $($group.Id))"
 
$groupMembers = Get-MgGroupMember -GroupId $group.Id
Write-Host "Group has $($groupMembers.Count) members"
 
# Extract UPNs from all members
$allMeetingIntelligenceUsers = @()
foreach ($member in $groupMembers) {
    $user = Get-MgUser -UserId $member.Id
    $allMeetingIntelligenceUsers += $user.UserPrincipalName
}
 
Write-Host "Extracted $($allMeetingIntelligenceUsers.Count) user principal names"
Write-Host "First 5 users: $($allMeetingIntelligenceUsers[0..4] -join ', ')"

Step 3: Batch Grant to the remaining 100 users

$successCount = 0
$failCount = 0
$failedUsers = @()
$totalUsers = $allMeetingIntelligenceUsers.Count
 
Write-Host "`n=== Starting MeetingIntelligenceAppPolicy Rollout to $totalUsers Remaining Users ===" -ForegroundColor Cyan
 
foreach ($user in $allMeetingIntelligenceUsers) {
    try {
        Grant-CsApplicationAccessPolicy -PolicyName "MeetingIntelligenceAppPolicy" -Identity $user
        $successCount++
        Write-Host "[$successCount/$totalUsers] ✓ $user" -ForegroundColor Green
    }
    catch {
        $failCount++
        $failedUsers += $user
        Write-Host "[$failCount failures] ✗ $user - $($_.Exception.Message)" -ForegroundColor Red
    }
     
    # Progress indicator every 20 users
    if (($successCount + $failCount) % 20 -eq 0) {
        Write-Host "Progress: $($successCount + $failCount)/$totalUsers completed" -ForegroundColor Yellow
    }
}