Organization chats and groups in Kaizala

Organization chats and groups

You can interact with your coworkers in secure organization chats and organization groups. Organization chats and groups include people in and outside your organization. This lets people from multiple organizations easily collaborate. Anyone at your organization who has a valid Microsoft 365 work account can participate. Some features include:

• Data ownership    Your company owns all the data in an organization group or chat, including any images, videos, and audio files. Only a single entity can own the data. For example, if you have a group with colleagues from partner organizations, the group data belongs to only one organization. (For more information, see the Microsoft Privacy Statement.)

• Enhanced security    Kaizala helps prevent data leakage and unauthorized access, including:

  • Data belonging to organization groups and chats can't be accessed outside the Kaizala app. For example, you can’t access your organization’s photos in your phone gallery. People can only export their own data.

  • If someone leaves your organization, the organizational group and chat data are cleared from their device.

  • Organization admins can set policies to restrict copying, sharing, and forwarding from organization chats. To set policies, go to Kaizala Management Portal > Settings> Tenant Policy > select a policy.

    Both organization admins and group admins can set policies for organization groups. To set policies at the group level, go to Kaizala Management Portal > Groups > select the group > select More next to the group name > Edit Policies > select the relevant policies to be applied to that group.

• Access control    Your organization admin or group admin can set policies to allow only people who have signed into their Microsoft 365 work accounts to access their organization groups. Organization chats require people to be signed in at all times. In addition, organization admins can disable use of Kaizala in their organization. (For more information, see Enable or disable Kaizala Pro for your organization.)

• Access to powerful technologies from the Microsoft ecosystem    You can integrate Kaizala with other technologies in the Microsoft ecosystem. Workflows are a popular way to increase your security and productivity inside Kaizala. For more information, see integration with Microsoft Intune and integration with Microsoft Flow.

Private chats and groups

Private chats and groups are never linked to an organization. The data belong only to the participants. Organization admins can’t control private chats and groups.

Create organization chats

You can create organization chats with anyone in your organization who has a valid Microsoft 365 work account. Follow these steps:

1. Sign in to your Microsoft 365 work account on Kaizala (Profile > linked account > sign into your work account.)

2. Open the People tab or tap New Chat.

3. Search for someone in your organization by using their name or alias.

4. Search results are from both your personal contacts and your organization’s directory. Tap the result from your organization’s directory, which always have:

   • An Office icon on the avatar.

     

   • Organization email address will be displayed under the name.

   • Tap the avatar to see the full profile of the person. You’ll also see additional Azure Active Directory (Azure AD) attributes such as Azure AD display name, designation, and e-mail address.

5. You’ll see a box indicating that you are creating an organization chat, which you have the option to cancel.

   

6. Once created, this chat appears on the Chats list with an Office icon.

7. Tap the person's name in the chat to show Azure AD attributes such as email and designation. The organization name and a tooltip explaining organization chats and groups will also be visible.

8. To create a private chat with this person, save their contact information to your contacts list, and then tap the contact in your contacts list.

9. Private chats can't be converted to organization chats.

Create organization groups

You can create organization groups in two ways:

• By using the Kaizala management portal: All groups created through the portal are automatically added to the organization. For more information about how to create groups in the portal, see Kaizala groups.

• By using the Kaizala app:

  • By default, any group that you create on the app is private. As a group admin, you can add these groups to your organization if you are signed in to your Microsoft 365 work account on the Kaizala app (Profile > linked account > sign into your work account.)

  • To add a group to an organization, go to group profile > tap More on the upper right of the group picture > tap Add to organization. This converts the private group to an organization group.

  • Organization mapping will be applicable from the point of conversion. Messages sent or received before the mapping will continue to remain private.

When a person joins or is added to an organization group, they will see a message indicating that the group is owned by the organization. Organization ownership is also reflected in the group profile via a tooltip:

All organization groups show up in the Kaizala management portal. To see all your organization groups, go to Kaizala Management Portal > Groups.

Private and organization chats

Private and organization groups