Create or select the dedicated Teams channel

Create or select a dedicated Teams channel. For the pilot, this is a manual step. The Port onboarding form configures your SmartOps team, owner, support model, rota, time zones, and notification preferences, but it does not create the Teams channel or install SmartOpsBot.

Have your team name, SmartOps assignment team, department, team owner, support model, rota-member count (if applicable), rota members and their time zones, notification preferences, and intended Teams channel in mind. You also need permission to upload a custom Teams app, or help from an approved Teams owner or administrator.

You do not need to provide technical JSON, Port entity IDs, ServiceNow sys_ids, region codes, manually typed email addresses, GitHub environment details, Keeper paths, app registrations, or bot credentials.

Complete the Port onboarding form

In Port, choose Onboard my team to SmartOps and complete the guided form:

• Team name, assignment team, department, team owner, and support model.
• Number of rota members, each rota member, and each person's time zone.
• Notification preferences and optional notes.

Review the team, owner, support model, rota, time zones, and notification preferences before requesting the preview.

Wait for Port preview and validation

Review the Port preview or validation result and resolve any issues before proceeding. Only after validation should the approved owner arrange package access and Teams installation.

The preview checks active users, membership in the selected team, duplicate or missing members, rota count, and canonical time zones.

Current status: The Development setup run succeeded, but we have not verified that the action is visible or that your account can select your team. The first PreProd plan is still pending. This is a preview only: it checks the request and prepares a plan, but does not create provider resources, schedules, or secrets, create a Teams channel, install SmartOpsBot, or send Teams messages.

Obtain the approved SmartOpsBot package

After Port validation, use only the approved package below.

The package contains the app configuration and icons only. The bot remains hosted by Platform Engineering.

Upload the package to Teams

After Port validation and package approval, an approved Teams owner manually uploads the package and installs the existing SmartOpsBot app. Use only the existing app identity; do not upload a modified package.

1. Open Microsoft Teams.
2. Select Apps, then Manage your apps.
3. Select Upload an app, then Upload a custom app.
4. Select the downloaded SmartOpsBot ZIP, review the app identity and permissions, then select Add.

Custom app upload depends on your Teams app policy. If Upload a custom app is missing, ask the approved pilot owner or a Teams administrator; organizational catalog publication is not part of this pilot unless separately approved. Do not unzip the package, edit its manifest or icons, or upload modified copies.

Add SmartOpsBot to the dedicated channel

The app supports Personal, Team, and Group chat scopes. Your Teams policy determines which scopes are available.

• An approved owner manually adds the existing SmartOpsBot to the dedicated channel selected in step 1, if that channel scope is supported by your Teams policy. Otherwise, coordinate an approved supported group chat or personal chat with the pilot owner.
• For a personal chat, find SmartOpsBot in Apps or Manage your apps, then choose Open.
• In a personal chat, type the command normally. In a group chat, @mention SmartOpsBot before sending it.
• For an approved group chat or team, choose SmartOpsBot in the supported chat or team scope when Teams offers it.

Private-channel support is not confirmed here.

Test @SmartOpsBot help

• SmartOpsBot appears with the expected name and icon, with no duplicate app.
• You can open the bot in the intended personal chat, group chat, or team scope.
• In an approved test chat, send @SmartOpsBot help and confirm the current Help response appears.
• Port onboarding completed or produced the expected dry-run preview.
• Installing the app does not change the existing Platform Engineering bot or perform a production write.

Confirm notifications and handovers separately

After the channel, Port validation, and app installation are complete, confirm expected notification recipients and delivery, plus rota handovers, separately with the pilot owner. Port records notification preferences; completing its preview or installing the app does not by itself verify notifications or handovers.

Common issues

• Upload a custom app is missing: your Teams app policy may block uploads; ask an approved Teams administrator.
• Teams rejects the ZIP: stop and ask the approved pilot owner to verify the package and its SHA-256 through the controlled process. Keep the ZIP intact; do not use an alternate package or URL.
• The app already exists or appears twice: use the existing SmartOpsBot identity and remove only a duplicate from your test location; do not create or upload a modified app.
• The bot does not reply in a group chat: @mention SmartOpsBot and confirm it was added to that chat or team scope.
• It works personally but not in the intended chat: check the chat scope and Teams policy; not every scope is available to every user.
• The Port action or a team/user choice is missing: Development setup succeeded, but your account's access and team selection are unverified; the first PreProd plan is still pending.
• The Port dry run rejects a rota member: confirm the person is active, belongs to the selected team, and has a canonical time zone.
• The hash does not match or the ZIP is unavailable: stop and contact the approved pilot owner; do not use a public or modified ZIP.

Rollback and support

• For a test, remove the app only from that test location through Teams > Manage your apps.
• Do not delete or alter the authoritative app registration, or remove the existing production bot from operational chats.
• Keep the previous approved package version. Revert Help changes through the normal review and deployment process.
• Roll back Port team onboarding separately; uninstalling the Teams app does not change Port setup.

For SmartOps help, send bug <short description> to SmartOpsBot. In a group chat, @mention the bot.