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
If your Microsoft 365 email is different from your Catalio account email, you’ll receive a message asking you to update either your Teams profile or Catalio account to match.
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
assign the third requirement to me
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 assigned to me
@Catalio what requirements were created last week?
@Catalio find requirements tagged with "security"
The bot understands filters like priority, status, assignee, tags, and date ranges.
Updating Requirements
@Catalio mark requirement #123 as in progress
@Catalio assign requirement #456 to sarah@example.com
@Catalio add tag "urgent" to requirement #789
@Catalio update the description of requirement #234 to include API rate limiting
Viewing Details
@Catalio show me details for requirement #123
@Catalio what are the use cases linked to requirement #456?
@Catalio who is working on requirement #789?
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. Assign it to someone
4. Set priority and tags
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:
✅ **Requirement #1234 created successfully!**
**Title:** Password Reset via Email
**Status:** Draft
**Priority:** Medium
**Description:** Users should be able to reset their password...
[View in Catalio](https://catalio.ai/requirements/1234)
What would you like to do next?
- Assign this requirement
- Add tags or labels
- Create a use case scenario
- Link to a policy
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** (#1234)
Status: In Progress | Priority: High
Assigned to: john@example.com
2. **Refund Processing Workflow** (#1235)
Status: Draft | Priority: Medium
Assigned to: sarah@example.com
3. **Payment Method Management** (#1236)
Status: Active | Priority: Medium
Assigned to: mike@example.com
4. **International Payment Support** (#1237)
Status: Backlog | Priority: Low
Unassigned
5. **Payment Security Compliance (PCI-DSS)** (#1238)
Status: In Review | Priority: High
Assigned to: alex@example.com
To see more details, say "show me #1234" or "tell me more about the first one"
Filtering Requirements
By assignee:
@Catalio list my 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 assigned to me that are in progress
Bot understands complex queries:
I found 3 high-priority requirements assigned to you that are currently in progress:
1. **User Authentication Redesign** (#2001)
Priority: High | Status: In Progress
Started: 3 days ago
2. **API Rate Limiting** (#2045)
Priority: High | Status: In Progress
Started: 1 week ago
3. **Database Migration to PostgreSQL 16** (#2098)
Priority: High | Status: In Progress
Started: 2 days ago
Need help with any of these?
Updating a Requirement
Change status:
@Catalio mark requirement #1234 as complete
Bot response:
✅ **Requirement #1234 status updated**
**Before:** In Progress → **After:** Complete
**Title:** Payment Processing with Stripe
**Completed by:** john@example.com
**Completed at:** 2026-01-22 10:30 AM CT
[View in Catalio](https://catalio.ai/requirements/1234)
Great work! 🎉
Assign to teammate:
@Catalio assign requirement #1235 to sarah@example.com
Add tags:
@Catalio add tags "security" and "urgent" to requirement #1234
Update priority:
@Catalio set requirement #1236 to high priority
Getting Requirement Details
View full details:
@Catalio show me requirement #1234
Bot response:
**Requirement #1234: Payment Processing with Stripe**
**Status:** Complete ✅
**Priority:** High
**Created:** 2025-12-15
**Assigned to:** john@example.com
**Tags:** #payments #stripe #integration
**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 Policies:** 1
- PCI-DSS Payment Security (Mandatory)
**Comments:** 7
**Last updated:** 2026-01-22 10:30 AM CT
[View in Catalio](https://catalio.ai/requirements/1234)
[Edit Requirement](https://catalio.ai/requirements/1234/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 requirement #1234
Bot guides you through Gherkin format:
I'll help you create a use case scenario for **Payment Processing with Stripe** (#1234).
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:** Requirement #1234 (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!
Linking Policies
Link a compliance policy to a requirement:
@Catalio link the GDPR policy to requirement #1234
Bot response:
I found **"GDPR Data Subject Rights"** policy in your organization.
**Policy Type:** Compliance
**Enforcement:** Mandatory
**Owner:** Chief Privacy Officer
**Why should this policy apply to requirement #1234 (Payment Processing with Stripe)?**
Please provide a brief rationale explaining the relevance:
You respond:
Payment processing collects and stores user email addresses and billing addresses, which are personal data under GDPR. Article 17 requires implementing Right to Erasure, so users must be able to delete their payment information.
Bot links policy:
✅ **Policy linked to requirement #1234**
**Policy:** GDPR Data Subject Rights
**Requirement:** Payment Processing with Stripe (#1234)
**Rationale:**
"Payment processing collects and stores user email addresses and billing addresses, which are personal data under GDPR. Article 17 requires implementing Right to Erasure, so users must be able to delete their payment information."
**Compliance Impact:** Mandatory policy now applies to this requirement. Ensure all acceptance criteria address GDPR compliance before approval.
[View Requirement](https://catalio.ai/requirements/1234)
Advanced Features
Bulk Operations
Assign multiple requirements at once:
@Catalio assign requirements #1234, #1235, and #1236 to john@example.com
Update multiple statuses:
@Catalio mark requirements #1234, #1235, and #1236 as complete
Add tags to multiple requirements:
@Catalio add tag "sprint-23" to all requirements assigned to me
Generating Reports
Weekly summary:
@Catalio show me a summary of what was completed this week
Bot response:
**Weekly Summary: Jan 15 - Jan 22, 2026**
**Completed Requirements:** 8
- 3 High Priority
- 4 Medium Priority
- 1 Low Priority
**Top Contributors:**
1. john@example.com - 3 completions
2. sarah@example.com - 2 completions
3. mike@example.com - 2 completions
4. alex@example.com - 1 completion
**By Category:**
- Payments: 3
- Authentication: 2
- UI/UX: 2
- Infrastructure: 1
**Notable Completions:**
✅ Payment Processing with Stripe (#1234)
✅ User Authentication Redesign (#2001)
✅ Database Migration to PostgreSQL 16 (#2098)
Great work, team! 🎉
Personal progress:
@Catalio what have I worked on this month?
AI-Powered Assistance
Generate requirement descriptions:
@Catalio suggest a description for requirement #1234
Get quality feedback:
@Catalio assess the quality of requirement #1234
Bot provides AI quality assessment:
**Quality Assessment for Requirement #1234**
**Overall Quality Score:** 8/10 (Good)
**Strengths:**
✅ Clear, specific title
✅ Well-defined acceptance criteria
✅ Linked to relevant policies (PCI-DSS)
✅ Use cases cover key scenarios
**Areas for Improvement:**
⚠️ Missing estimated effort or story points
⚠️ No mention of error handling edge cases
⚠️ Could benefit from security testing criteria
**Suggestions:**
- Add story point estimate (1, 2, 3, 5, 8, 13)
- Document error scenarios: declined cards, network timeouts
- Include penetration testing requirement for payment flow
Would you like me to update the requirement with these suggestions?
Semantic search:
@Catalio find requirements similar to "user authentication"
Bot uses AI embeddings to find semantically related requirements, not just keyword matches.
Tips & Tricks
Be Conversational
Don’t overthink it! Catalio understands natural language:
❌ "list requirements where status=in_progress AND assignee=me"
✅ "show me what I'm currently working on"
❌ "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 requirement #1234
Follow-up (in thread):
assign this to sarah@example.com
add a tag "urgent"
create a use case for this
The bot knows “this” refers to requirement #1234 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 quick action buttons:
- ✏️ Edit: Open requirement in Catalio web app
- ✅ Mark Complete: Update status to complete
- 👤 Assign to Me: Assign requirement to yourself
- 🏷️ Add Tag: Quick tag picker
- 🔗 Link Policy: Link compliance policy
Click buttons for instant actions without typing!
Keyboard Shortcuts (Coming Soon)
Future releases will support slash commands:
/create- Create new requirement/search [query]- Search requirements/assign [req] to [user]- Assign requirement/status [req] [status]- Update status
Notifications
Catalio can send proactive notifications to keep you updated:
Notification Types
- Requirement Assigned to You: Get notified when a requirement is assigned to you
- Requirement Completed: Know when requirements you’re watching are completed
- Comment Mentions: Get alerted when someone @mentions you in a requirement comment
- Policy Compliance Warnings: Alerted when a requirement violates mandatory policies
- Use Case Updates: Notified when use cases linked to your requirements change
Configuring Notifications
- In Catalio web app, go to Settings → Notifications
- Under “Microsoft Teams Notifications”, toggle which events trigger Teams messages
- Choose notification destination:
- Direct Messages: Private notifications to you
- Channel: Post in a designated notification channel
Notification example:
🔔 **Requirement Assigned to You**
**Requirement #2045:** API Rate Limiting
**Assigned by:** john@example.com
**Priority:** High
**Due:** This week
[View Requirement](https://catalio.ai/requirements/2045)
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 requirement #3001 to **High** priority based on feedback from @teammate.
Another teammate:
assign this to the mobile team
Bot:
✅ I've assigned requirement #3001 to @mobile-team members (3 people).
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 requirement #3001 for review
Bot posts requirement details
Team members add feedback:
@teammate1: The description needs more detail on error handling
@teammate2: This needs to be linked to the Security Policy
@teammate3: Looks good, but increase priority to High
You can update in real-time:
@Catalio update the description to include error handling details
@Catalio link the Security Policy 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 (#1234) 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: teams-support@catalio.ai
- Documentation Questions: docs@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
- Linear Integration: Sync requirements with Linear issues
- 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