Using SoterAI in Microsoft Teams
SoterAI is available as a bot directly inside Microsoft Teams — so your team can ask safety questions, run workflows, submit records, and get AI-powered insights without leaving Teams.
Once set up by your IT administrator, every user in your organisation can interact with SoterAI by sending it a direct message or @-mentioning it in any channel or group chat.
Getting started — setup overview
Setting up SoterAI in Microsoft Teams is a two-step process involving your IT administrator and your SoterAI account.
Step 1 — Request the Teams app package from Soter support
Contact the Soter support team at help@soteranalytics.com to request the SoterAI Teams app package. The support team will send you a zip file containing the app package, ready to install in your Microsoft Teams tenant.
Step 2 — Your Teams IT administrator installs the app
A Microsoft Teams administrator at your organisation needs to install the app package into your Teams tenant. Follow these steps in the Teams Admin Center:
Open Microsoft Teams Admin Center
Navigate to admin.teams.microsoft.com
Dashboard
Overview of your Teams environment
Active users
1,284
Active teams
47
Installed apps
12
Go to Teams apps → Manage apps
Select "Manage apps" from the submenu
Manage apps
View and manage all apps for your organisation
Click "Upload new app"
Select the .zip file provided by Soter support
Manage apps
View and manage all apps for your organisation
App package (.zip)
SoterAI_Teams_App.zip
Drag and drop or browse files
Set Publishing status to "Published"
Change the status on the app detail page
SoterAI
by Soter Analytics
Version
1.0.0
Publisher
Soter Analytics
Uploaded
Today
Publishing status
Go to Teams apps → Setup policies
Open the policy that applies to your users
Setup policies
Manage app setup policies for your organisation
Under "Installed apps", add SoterAI
This ensures it appears automatically in users’ sidebars
Global (Org-wide default)
Edit setup policy settings
Pinned apps
Apps pinned to the sidebar for all users
Installed apps
Apps installed automatically — they appear in users' sidebars without any action needed
Note: You can also find and pin SoterAI manually from the Apps menu in Teams once it has been installed to the tenant.
Note: Account linking happens automatically. Your Microsoft Teams account is linked to your SoterAI account using your work email address — no manual step or separate login is required. Just start a conversation with the SoterAI bot and it connects to your workspace immediately. If you have access to multiple SoterAI workspaces, the bot will ask you to select one on your first message.
How to use SoterAI in Teams
Once installed, you can interact with SoterAI in three ways:
- Direct message (DM) — Open the Apps section in Teams, find SoterAI, and send it a direct message. This is a private, one-on-one conversation.
- Team channels — @-mention SoterAI in any channel it has been added to. The bot replies in a thread, keeping the conversation organised.
- Group chats — Add SoterAI to a multi-party chat and @-mention it when you need it.
How to navigate the bot
The bot is button-driven. Every reply card contains action buttons:
- Select Workspace — switch to a different SoterAI workspace
- Browse Workflows — pick a workflow to start
- Start New Workflow — same workflow picker, accessible from inside an answer
- New Chat — start a fresh conversation
- Back to Chat — leave a workflow and return to general chat
- Open in SoterAI — open the conversation in the web platform
If you don't see a button you need, send any message and the bot will reply with one.
What can you do in Microsoft Teams?
The SoterAI Teams bot mirrors the core capabilities of the SoterAI web chat interface.
Ask safety and compliance questions
Ask any EHS, regulatory, or compliance question in plain English and get instant, cited answers covering OSHA, Cal/OSHA, MSHA, EPA, SafeWork Australia, and more.
Example prompts:
- "What are the fall protection requirements for residential construction under OSHA?"
- "What PPE is required when working with asbestos?"
- "What are the confined space entry requirements in California?"
Analyse photos and videos
Attach images or videos directly in Teams and ask SoterAI to analyse them for hazards. Get AI-powered safety assessments from site visit footage and workplace photos.
Example: "Here's a photo from today's site visit — what hazards can you identify?"
Run workflows
Trigger pre-built or custom safety workflows directly from Teams. The bot will guide you step-by-step:
- Hazard Inspection — Document and assess workplace hazards
- Site Audit — Comprehensive site assessment (supports up to 50 images or a 6-minute video)
- OSHA Recordability Assistant — Determine if incidents are recordable
- Incident Investigation — Guided root cause analysis
- Job Safety Analysis (JSA) — Create task-specific safety plans
- Corrective Action — Track and manage safety improvements
Submit and manage records
Submit safety records without leaving Teams. The bot will ask you for required fields conversationally:
- Hazard Reports
- Training Records
- Waste Management records
- Custom Workflow records
Create and draft documents
Ask SoterAI to draft safety documents, policies, and reports. Once drafted, you can review and download them from the web platform.
Example requests:
- "Write a toolbox talk on electrical safety."
- "Draft an emergency evacuation procedure for a 5-storey office building."
- "Create a JSA for crane lifting operations."
Access Risk Intelligence
Query your organisation's Risk Intelligence data:
- "What are our top 3 open risk scenarios right now?"
- "Summarise all high-priority risks at our Sydney site."
- "What risk scenarios are missing corrective actions?"
Search your Data Sources
Ask questions about your organisation's internal documents — policies, procedures, past audits:
- "What does our lone worker policy say about check-in intervals?"
Teams bot vs. web platform
| Feature | Teams Bot | Web Platform | Notes |
|---|---|---|---|
| Regulatory Q&A | Yes | Yes | Same AI, same answers |
| Photo and video analysis | Yes | Yes | Attach files directly in Teams |
| Workflow triggering | Yes | Yes | Bot guides you step-by-step |
| Record submission | Yes | Yes | Conversational form-filling in Teams |
| Document drafting | Yes | Yes | Draft in Teams, edit on web |
| Voice input | No | Yes | Microphone input only on web |
| Full document editing (Canvas) | No | Yes | Rich formatting, export to PDF/DOCX |
| Risk Intelligence dashboard | No | Yes | Visual charts and scenario explorer |
| Data Sources management | No | Yes | Upload, organise, publish documents |
| Workflow builder | No | Yes | Create and customise workflows |
| Admin and workspace settings | No | Yes | User management, integrations, branding |
| Full conversation history | No | Yes | Web stores all past chats |
| @-mention in team channels | Yes | No | Teams-only: use in any channel |
| Works without a browser | Yes | No | Teams works on mobile and desktop app |
Tip: Draft in Teams for speed, then open the web platform to polish and export when you need a formal deliverable.
Tips for getting the best results
- Be specific — include context like location, industry, or task type (e.g., "for a construction site in Texas")
- Attach files directly — photos, videos, and documents can be shared right in the Teams message
- Use natural language — no need for special commands; just talk to SoterAI like a colleague
- Switch workspaces — click the Select Workspace button in any bot reply
- Start a new thread — for a fresh conversation on a different topic, start a new message thread rather than continuing in the same one
Frequently asked questions
Who needs to set up SoterAI in Teams?
A Microsoft Teams IT administrator at your organisation handles the installation. End users don't need to do anything technical — once installed, just open the app and start chatting.
How does SoterAI know which account I am?
Your Teams account is linked to your SoterAI account automatically using your work email address. No separate login is needed.
What if my email isn't registered with SoterAI?
The bot will reply with "Account not found". Contact your SoterAI administrator to get a seat — then re-message the bot.
Can multiple team members use the bot?
Yes. Each user is linked to their own SoterAI account by email, so everyone gets personalised access based on their role and permissions.
Can I use the bot in channels, not just DMs?
Yes. Just @-mention SoterAI in any Teams channel or group chat where the bot has been added. The bot will respond in a thread.
What happens to my conversations?
Every conversation in Teams is also visible in the SoterAI web platform under your chat history, so you can navigate there to access Canvases, Records, and full document editing.
Will my data stay secure?
Yes. SoterAI is SOC 2 certified and all data exchanged through the Teams integration is encrypted and handled according to SoterAI's security standards.
How do I get the app installed in our Teams tenant?
Contact Soter support at help@soteranalytics.com to request the Teams app package. Your IT administrator will then install it via Teams Admin Center.
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