Microsoft Teams Agent Usage Guide
The Catalio Microsoft Teams bot is a conversational AI that understands natural language. You don’t need to memorize specific commands. Simply describe what you want in plain English, and Catalio will help you manage requirements directly from Microsoft Teams.
Getting Started
Finding Catalio in Teams
- Open Microsoft Teams
- Click Apps in the left sidebar
- Search for “Catalio” in the Apps directory
- Click on the Catalio app to open it
If Catalio isn’t installed in your workspace, see the Microsoft Teams Integration Administration guide or contact your Teams administrator.
App Home Tab
When you open the Catalio app, you’ll see the Home tab with:
- Welcome Message: A personalized greeting with your name
- Your Account: Your email address and role in the organization
- Connection Status: Whether your Teams workspace is connected to Catalio
- Getting Started: Quick reference for common commands
The Home tab also provides:
- Switch Organizations button: Link to sign into a different Catalio organization
- Open Teams Settings button: Navigate to the Teams integration settings in Catalio
- Connect/Disconnect: Manage your workspace connection
Account Linking
Your Microsoft 365 email must match your Catalio account email for the bot to recognize you.
Important
To verify your email:
- In Teams, click your profile photo → Settings → About me → Check your email address
- In Catalio, go to Settings → Account to see your registered email
- Ensure both emails match exactly
How to Communicate with Catalio
You can interact with the Catalio bot in three ways:
Method 1: @Mention in Channels
Mention @Catalio in any channel where the app is installed to start a conversation:
@Catalio create a requirement for user login with email and password
@Catalio list my recent requirements
@Catalio what requirements are in progress?
Use @mentions when you want to:
- Collaborate with teammates who can see the conversation
- Keep a record of requirements discussions in a specific channel
- Get quick answers visible to the whole team
Method 2: Direct Message (Private Chat)
Open a direct message with Catalio for private conversations:
- Click Chat in Teams left sidebar
- Search for “Catalio”
- Start a conversation
list all high-priority requirements
create a new requirement for the checkout process
In DMs, you don’t need to @mention Catalio. Just type your message directly.
Use DMs when you want to:
- Have a private conversation with the bot
- Avoid cluttering team channels
- Work on requirements without interruption
Method 3: Thread Replies
After your initial interaction with @Catalio, you can continue the conversation in the thread without mentioning the bot again:
Initial message in channel:
@Catalio list requirements from this week
Follow-up in thread (no @mention needed):
show me more details on the first one
set the third one to high priority
Threads keep conversations organized and prevent channel clutter.
Natural Language Understanding
Catalio uses advanced AI to understand your intent. You can phrase requests in many different ways:
Creating Requirements
@Catalio create a requirement for two-factor authentication
@Catalio I need a new requirement: users should be able to export their data
@Catalio add a requirement called "Payment Processing with Stripe"
All of these work! Catalio understands the intent and will guide you through the requirement creation process.
Searching and Filtering
@Catalio show me requirements related to authentication
@Catalio list high-priority requirements
@Catalio what requirements were created last week?
@Catalio find requirements tagged with "security"
The bot understands filters like priority and status, and matches keywords from your message against requirement titles and content.
Updating Requirements
@Catalio mark REQ-019a2b as in progress
@Catalio set REQ-019a4d complexity to complex
@Catalio update the user_want of REQ-019a3c to include API rate limiting
Viewing Details
@Catalio show me details for REQ-019a2b
@Catalio what are the use cases linked to REQ-019a4d?
@Catalio what personas are linked to REQ-019a5e?
Common Actions
Creating a Requirement
Basic creation:
@Catalio create a requirement for password reset via email
Bot response:
I'll help you create a new requirement. I need a few details:
**Title:** Password Reset via Email
**Description:** (optional, or I can suggest one)
Would you like me to:
1. Create it with this basic info
2. Add a detailed description
3. Set the priority
4. Link a persona
Follow-up in thread:
2. Add a detailed description
Bot creates description:
Here's a suggested description:
"Users should be able to reset their password by clicking a 'Forgot Password' link on the login page. An email containing a secure reset link should be sent to the user's registered email address. The reset link should expire after 1 hour for security."
Does this look good, or would you like me to revise it?
Confirm:
Looks good, create the requirement
Bot creates requirement:
✅ **REQ-019be7 created successfully!**
**Title:** Password Reset via Email
**Status:** Draft
**Priority:** Medium
**User Want:** Users should be able to reset their password by clicking a "Forgot Password" link
**User Benefit:** regain access to their account without contacting support
[View in Catalio](https://catalio.ai/requirements/019be7a2-3c14-7d88-b512-6f0a91c4e733)
What would you like to do next?
- Set the priority
- Link a persona
- Create a use case scenario
- Archive this requirement
Searching Requirements
Search by keyword:
@Catalio show me requirements about payment processing
Bot response:
I found 5 requirements related to "payment processing":
1. **Payment Processing with Stripe** (REQ-019a1f)
Status: Active | Priority: High
Complexity: Complex
2. **Refund Processing Workflow** (REQ-019a6f)
Status: Draft | Priority: Medium
Complexity: Moderate
3. **Payment Method Management** (REQ-019a70)
Status: Active | Priority: Medium
Complexity: Simple
4. **International Payment Support** (REQ-019a81)
Status: Draft | Priority: Low
Complexity: Moderate
5. **Payment Security Compliance (PCI-DSS)** (REQ-019a92)
Status: Active | Priority: High
Complexity: Complex
To see more details, say "show me REQ-019a1f" or "tell me more about the first one"
Filtering Requirements
By priority:
@Catalio list high-priority requirements
By status:
@Catalio show me all requirements in progress
By priority:
@Catalio what are the high-priority requirements?
Combining filters:
@Catalio show me high-priority requirements about authentication that are active
Bot understands complex queries:
I found 3 high-priority active requirements matching "authentication":
1. **User Authentication Redesign** (REQ-019aa3)
Priority: High | Status: Active
Started: 3 days ago
2. **API Rate Limiting** (REQ-019ab4)
Priority: High | Status: Active
Started: 1 week ago
3. **Database Migration to PostgreSQL 16** (REQ-019ac5)
Priority: High | Status: Active
Started: 2 days ago
Need help with any of these?
Updating a Requirement
Update the user benefit:
@Catalio update the user_benefit of REQ-019a6f to include faster refunds
Update priority:
@Catalio set REQ-019a70 to high priority
Getting Requirement Details
View full details:
@Catalio show me REQ-019a1f
Bot response:
**REQ-019a1f: Payment Processing with Stripe**
**Status:** Active
**Priority:** High
**Created:** 2025-12-15
**Complexity:** Complex
**Description:**
Integrate Stripe payment processing to handle credit card payments. Support major card brands (Visa, Mastercard, Amex, Discover). Implement PCI-DSS compliant tokenization to avoid storing card data directly.
**Acceptance Criteria:**
- Users can enter card details securely
- Payment processing completes within 3 seconds
- Failed payments show clear error messages
- PCI-DSS compliance verified via security audit
**Linked Use Cases:** 2
- Checkout Payment Flow (#UC-101)
- Saved Payment Methods (#UC-102)
**Linked Personas:** 1
- Returning Shopper (primary)
**Comments:** 7
**Last updated:** 2026-01-22 10:30 AM CT
[View in Catalio](https://catalio.ai/requirements/019a1f4c-7b21-7c44-9e21-4b6d8f2a9c11)
[Edit Requirement](https://catalio.ai/requirements/019a1f4c-7b21-7c44-9e21-4b6d8f2a9c11/edit)
What would you like to do next?
Creating Use Case Scenarios
Create a use case for a requirement:
@Catalio create a use case for REQ-019a1f
Bot guides you through Gherkin format:
I'll help you create a use case scenario for **Payment Processing with Stripe** (REQ-019a1f).
Use cases follow the Gherkin format (Given/When/Then). Let's start:
**Use Case Title:** (What scenario are we testing?)
You respond:
User completes checkout with valid credit card
Bot continues:
Great! Now let's define the steps:
**Given** (Preconditions - what's the starting state?)
You respond:
Given the user has items in their cart and is on the checkout page
Bot:
**When** (Action - what does the user do?)
You respond:
When the user enters valid credit card details and clicks Pay Now
Bot:
**Then** (Expected outcome - what should happen?)
You respond:
Then the payment is processed successfully, the order is confirmed, and the user receives a confirmation email
Bot creates use case:
✅ **Use Case #UC-150 created successfully!**
**Title:** User completes checkout with valid credit card
**Linked to:** REQ-019a1f (Payment Processing with Stripe)
**Scenario:**
```gherkin
Given the user has items in their cart and is on the checkout page
When the user enters valid credit card details and clicks Pay Now
Then the payment is processed successfully, the order is confirmed, and the user receives a confirmation email
This use case is now linked to your requirement and can be used for testing!
Tips & Tricks
Be Conversational
Don’t overthink it! Catalio understands natural language:
❌ "list requirements where status=active AND priority=high"
✅ "show me the high priority ones that are active"
❌ "create requirement title=foo description=bar"
✅ "I need a new requirement for user profile pages"
Use Context
The bot remembers recent conversation context:
First message:
@Catalio show me REQ-019a1f
Follow-up (in thread):
set this to high priority
create a use case for this
The bot knows “this” refers to REQ-019a1f from the earlier message.
Ask for Help
Not sure what to do? Just ask:
@Catalio help
@Catalio what can you do?
@Catalio how do I create a requirement?
Quick Actions with Adaptive Cards
Some bot responses include Adaptive Cards with interactive buttons:
Example: Requirement Details Card
When you view a requirement, you’ll see an Adaptive Card with a quick action button:
- ✏️ Edit: Open requirement in Catalio web app
Click the button for instant access without typing!
Keyboard Shortcuts (Coming Soon)
Future releases will support slash commands:
/create- Create new requirement/search [query]- Search requirements/status [req] [status]- Update status/priority [req] [priority]- Update priority
Collaboration Features
Team Channels
Use Catalio in team channels for collaborative requirements management:
@Catalio create a requirement for mobile app offline mode
Teammate replies in thread:
this should be high priority
Bot responds:
✅ I've updated REQ-019ad6 to **High** priority based on feedback from @teammate.
Another teammate:
link the Mobile Shopper persona to this
Bot:
✅ Linked persona **Mobile Shopper** to REQ-019ad6.
Meeting Integration
Capture requirements during Teams meetings:
- During a meeting, open Chat panel
- @mention Catalio to create requirements in real-time
- Bot creates requirement and shares link in meeting chat
- All meeting participants can see and collaborate
Example:
@Catalio create requirement: implement dark mode for mobile app
Bot creates requirement instantly, and the link is shared with all meeting attendees.
Requirement Reviews
Use Teams threads for requirement reviews:
@Catalio show me REQ-019ad6 for review
Bot posts requirement details
Team members add feedback:
@teammate1: The user_want needs more detail on error handling
@teammate2: This should be linked to the Security Reviewer persona
@teammate3: Looks good, but increase priority to High
You can update in real-time:
@Catalio update the user_want to include error handling details
@Catalio link the Security Reviewer persona to this requirement
@Catalio set this to high priority
Everyone sees updates instantly in the thread!
Privacy & Security
What Catalio Can Access
- Your Messages: Only messages where @Catalio is mentioned or DMs to Catalio
- Your Profile: Microsoft 365 email, name, and profile photo
- Channel Membership: Which channels you’re in (to determine permissions)
What Catalio CANNOT Access
- ❌ Messages in channels where Catalio isn’t mentioned
- ❌ Private chats between other users
- ❌ Files shared in Teams
- ❌ Calendar events or meetings
- ❌ Other Teams data unrelated to Catalio
Data Storage
- All conversation data stored in Catalio’s secure database (not in Microsoft servers)
- Messages encrypted at rest (AES-256)
- Data subject to Catalio’s data retention policy
- You can request data export or deletion via Catalio Settings
For detailed security information, see Catalio Security Whitepaper.
Troubleshooting
Bot Not Responding
Problem: @Catalio doesn’t respond to messages
Solutions:
- Check connection status: Verify Teams workspace is connected in Catalio Settings
- Verify account linking: Ensure your Microsoft 365 email matches Catalio account email
- Check channel permissions: Bot must be added to the channel
- Wait a moment: Bot may be experiencing temporary delays
“I couldn’t find your account” Error
Problem: Bot says it can’t find your Catalio account
Solutions:
- Check email match: Microsoft 365 email must exactly match Catalio account email
- Verify organization: Ensure you’re in the correct Catalio organization
- Contact admin: Ask your Catalio admin to verify your account exists
Slow Responses
Problem: Bot takes >10 seconds to respond
Solutions:
- Check Catalio instance: Verify Catalio web app is responsive
- Complex queries: Large search results may take longer to process
- LLM provider: OpenAI/Azure OpenAI outages can cause delays
Commands Not Working
Problem: Bot doesn’t understand your requests
Tips:
- Try rephrasing in simpler language
- Use requirement IDs (REQ-019a1f) when referencing specific requirements
- Break complex requests into multiple steps
- Ask “@Catalio help” for command examples
Support & Resources
Need Help?
- Catalio Support: support@catalio.ai
- Teams Integration Issues: support@catalio.ai
Documentation
- Teams Admin Guide: Installation and configuration
- Requirements Documentation: Understand requirement concepts
- Use Cases Guide: Learn about Gherkin scenarios
- Policies Guide: Compliance and governance
Related Integrations
- Slack Integration: Similar AI bot for Slack workspaces
- GitHub Integration: Link requirements to GitHub repositories
Document Version: 1.0 Last Updated: 2026-01-22 Next Review: 2026-07-22 Maintained By: Catalio Documentation Team
