Project Overview:

Sprintale received a formal request from our client to enhance cooperation and democratize certain functions within the organization. They demanded a tailored Microsoft Teams Chatbot scenario integrated to its backend running Ruby on Rails. The purpose of the project was to assist in the performance of some critical activities, provide access to some essential information, and notify the user of the action which was not performed – timesheet in this case. A chatbot application which was designed by Sprintale on Node.js was integrated with the existing backend application using a chat interface.

Technology stack in use:

Backend Application - Ruby on Rails based application.
ChatBot Development - Application based on Node js.
Platform Integration - Integration with Microsoft Teams using Microsoft Bot Framework.
API Integration - Secure external API Requests between the Chatbot and the backend to send data to each other.
Data Security - Supports OAuth and Role Based Access Control mechanisms
Notifications - MS Teams reminders and custom notifications - scheduling these for users of the system.

Project Challenges:

Client require a system which could easily work within the Microsoft teams ecosystem enhancing the internal communication and the workflow processes. Make API calls to a complex real-time backend component developed in Ruby on Rails and fetch the required data.

send notifications to the team members in the form of reminders, for example to remind them to submit their timesheet. Handle Personnel, Projects, and Timesheets’ information securely and accurately while those data are being processed.

The Solution by Sprintale:

Using Node.js, Sprintale could visualize and implement a unique chatbot interface and embed it within Microsoft Teams. Thus, this satisfies the need to maintain interaction with Ruby on Rails, ensure data access through real-time API calls, and the control of user access.

Main Functionalities of the Solution:
- Development of Chatbot with help of Node.js: Building the Platform: Node.js was the technology used in developing the Chatbot which was integrated to Microsoft Teams through the Microsoft Bot Framework. The Chat incorporated technical reports in a more engaging and user-friendly manner enabling the entire team who had different functionalities to perform within the team without leaving Teams to mark 'done' tasks that they had worked on.
- High Level Interaction with the users: Moreover, the Chatbot enabled the users to query in text, and also tap on buttons in order to select different parameters such as project status, team information, timesheets, and etc.
- Ruby on Rails Backend: APIs Through which The Chatbots Interacts with the backend application runs on ROR are protected: The integration of the Chatbot with the ruby on rails backend application was done using secured api's. Each session was established by the means of oauth. Here accountability and control of the data was user dependent.
- Use of Data Service: One illustration of data services in action was the on demand run time retrieval of different data like timesheets, projects etc. from the respective servers. The information was displayed back to the user in teams.
Automated Notifications and Reminders:
- Daily Timesheet Reminders: In Sprintale, the Chatbot system was so efficient that it was able to send those timesheet reminders automatically to the team members at a configured time. This lead was important concerning the tasks performed.
- Custom Notification Triggers: A part from timesheets, the Chatbot was able to notify of other works and the deadlines for them and as such the team was able to work on their assignments well and in a more organized manner.
Event-Triggered Actions and Data Search:
- Text Search Commands: Users were able to ask for specific information in natural language, and the robot would respond greatness within that span. The commands fired promptly and such data were returned which included the project status, details of team members and the pending tasks list.
- Automated Triggers: The Chatbot could fire the triggers based on the pre-arranged events of approaching deadlines or even tasks that were missing, thus triggering a message to the respective team member.
Security and Compliance:
- Role-Based Access Control: Instead, a role based access system was phased in to protect the information from being accessed by unauthorized personnel. However, in the end, the sensitive information could only be accessed through the chatbot by the high ranking individuals. This was critical for the organization to lose neither the timely data nor the sensitive information carried by this medium.
- Encrypted Data Communication: All chat logs from the Chatbot that interfaced with the backend were encoded for massage’s sensitive information transmission.

Results:

The incorporation of Chatbot application in the systems integration was the most crucial component in the improvement of the company's internal technology operations:

Increased Efficiency: Such a Chatbot quickly became the only information access means in Microsoft Teams, its utilization spanning from automation to day to day activities.
Improved Task Management: The automation of reminders and notifications in turn helped the team members keep up with quite a number of activities such as submission of timesheets which in the long run reduced any delays in occurrence and increased accountability to sighted levels.
Enhanced Collaboration: The Chatbot served as the link for the team members operating within the Microsoft Teams to reach out and pull information from each other, with it the project team met less and did more of the work effectively.
Data Security: Sprintale's stick to security and role based interface was so strong, that all the data retrieved from the Chatbot was clearly secured and also the internal structures were fully adhered to.

Conclusion:

Through the collective capabilities of the involved individuals, Sprintale was able to complete the process of design, development and deployment of extremely complex systems of systems. As a result, such tools were provided to the team which contributed to enhancing the collaboration, efficient management of the presentation of resources and their protection.

Here you see a very good example of Sprintale's unique approach to the needs and desires of our clients.

Would you want your daily routine to be automated and simplified?

Sprintale has identified the growing demand from IT businesses for the development of customized Chatbots capacity. Hence, contact us at the earliest possible time and begin the process of transformation of your organization.