Microsoft approval for administrators

Note: This page describes the one-time admin consent. It only needs to be carried out once per organization. If an individual user has problems with their Microsoft 365 integration (e.g. emails, calendar, or Teams no longer work), this is usually not due to the admin consent, but to the user’s personal integration. In that case see Set up tool — Connect Microsoft 365.

To connect 9brains with your Microsoft 365, a one-time approval by an administrator in your company is required. This guide walks you through the process.

What is being enabled?

9brains offers three Microsoft integrations:

1. Sign in with Microsoft: your employees can sign in to 9brains with their Microsoft 365 account
2. Microsoft 365 integration: 9brains can access emails, calendar, OneDrive, Teams, and other Microsoft 365 services to support your employees in their daily work
3. Data sources (RAG): 9brains can index SharePoint libraries so that your company knowledge becomes searchable in the chat

Prerequisites

• Your company uses Microsoft 365 Business (no personal Microsoft accounts)
• The approval must be granted by a Global Administrator or Application Administrator of your Microsoft tenant

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Step 1: Enable sign in with Microsoft

Click the following link and sign in with your administrator account:

Enable sign in with Microsoft

This step grants the following permissions:

• View email address
• Sign in users
• View basic profile
• Read user profile

Review the requested permissions and click “Accept”.

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Step 2: Enable Microsoft 365 integration

Click the following link and sign in again with your administrator account:

Enable Microsoft 365 integration

This step grants the following permissions:

• Calendar (read/write, including shared calendars)
• Emails (read/write/send, including shared mailboxes)
• OneDrive files (read/write)
• OneNote (read/create)
• Tasks & Planner (read/write)
• Teams & channels (read/write)
• SharePoint sites (read/write)
• Contacts (read/write)

Review the requested permissions and click “Accept”.

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Step 3: Enable data sources (RAG)

Note: This step is only required if your company wants to use SharePoint libraries as a data source for the AI knowledge base. For the plain Microsoft 365 integration (emails, calendar, Teams), steps 1 and 2 are sufficient.

Click the following link and sign in again with your administrator account:

Enable data sources (RAG)

This step grants the following permissions:

• Read SharePoint sites and libraries (for indexing documents)
• Read files (for processing and searching content)
• Read group memberships (for permission-based access control)

Review the requested permissions and click “Accept”.

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Step 4: Verify approval (optional)

You can confirm a successful approval in your Azure Portal:

1. Open portal.azure.com
2. Navigate to Microsoft Entra ID → Enterprise applications
3. Search for “Octopus”
4. All three apps should appear there with the status “Granted”

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Restrict access to specific users (optional)

By default, all users in your company can use 9brains. If you want to restrict access:

1. Open portal.azure.com
2. Navigate to Microsoft Entra ID → Enterprise applications
3. Search for “Octopus” and open the respective app
4. Go to Properties and set “Assignment required?” to Yes
5. Under Users and groups you can then add specific users or groups

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Next step: users set up their own integration

The administrator approval is only the prerequisite. After that, each user must set up their personal Microsoft 365 integration themselves:

1. Go to Settings → Tools
2. Click ”+ Tool” → “From template” → “Microsoft 365”
3. In the “Parameters” tab, click “Connect with Microsoft”
4. Sign in with your own Microsoft account and grant permission

Only after this step can the AI access the user’s emails, calendar, OneDrive, Teams, and other Microsoft 365 services. Each user has their own personal connection.

Detailed instructions: Set up tool — Connect Microsoft 365

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Frequently asked questions

A user cannot use Microsoft 365 (emails, calendar, Teams are missing)

First check whether the user has their own Microsoft 365 integration under Settings → Tools. If not, they must set this up themselves (see “Next step” above). Admin consent alone is not enough, it only grants the organization-wide permission, but each user must additionally connect personally.

Users see the message “Administrator approval required”

The approval by an administrator has not yet been granted. Please carry out steps 1 to 3 of this guide.

Sign-in does not work after approval

1. Use an incognito window: open 9brains in an InPrivate or incognito window to rule out browser cache issues
2. Wait a moment: propagating the permissions can take a few minutes
3. Check permissions: in the Azure Portal under Enterprise applications → Octopus app → Permissions, verify that all permissions have the status “Granted”
4. Grant approval again: in the respective enterprise application under Permissions, click “Grant admin consent for [your tenant]“

Any other questions?

Feel free to contact us at support@9brains.de, we are happy to help with the setup.