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Purpose:
Notify each Certified Local Public Agency (LPA) and ODOT subject matter resources of the following:
- Certified LPAs are invited to collaborate with ODOT via guest access to pertinent areas of Microsoft Teams.
- To collaborate with ODOT in Microsoft Teams, external guests will need to complete an online request form.
- External guests will have to read and accept ODOT’s Terms of Use agreement and must also use Microsoft Authenticator or equivalent technology and multi-factor authentication; this requires a mobile device such as a cell phone.
Bulletin Information:
1. Background: Becoming an external guest user will allow agencies to access select MS Teams channels within ODOT. This means that ODOT and Certified LPAs should be able to efficiently coordinate document reviews and allow Certified LPAs access to additional resources that are not available on our website.
2. Action Needed: Each Certified LPA should have their Program Liaison and Primary Contact gain access if possible and invite other Certified LPA staff involved with the Certification User Group to register for guest access. Please complete this action by Friday, March 15, 2024.
3. Sign-up Process:
a. Click on the link to complete the Microsoft Teams External Guest Access Request Form.
b. External guest receives an email invitation from ODOT. No response is required.
c. A second invitation email will be received from Microsoft Teams. External guest clicks the button to Open Microsoft Teams.
d. External guest is presented with a message to sign in but must first confirm the invitation with a code. The guest clicks the Send code button.
e. External guest retrieves code from email. Note: This code is only good for 30 minutes.
f. External guest enters code, then clicks the Sign in button.
g. External guest reads the permissions requested and clicks the Accept button.
h. External guest is asked whether to open Microsoft Teams in the browser or the client app. Depending on the guest’s system, the browser is likely to be the more straightforward connection. Opening an In-Private/Incognito browser session is recommended.
i. External guest is asked to log in. The guest must log in using the same email address to which the invitation was sent.
j. External guest once again retrieves and enters the code, then clicks Sign in.
k. External guest is asked for more information to keep the account secure.
l. External guest is asked to get the Authenticator app.
m. External guest is asked to scan the QR code.
n. External guest is asked to test the Authenticator app.
o. External guest approves the notification they receive on the Authenticator app.
p. External guest is informed that the Authenticator test is successful.
q. External guest is asked to read and accept the ODOT Terms of Use. The guest must expand the Terms of Use, they cannot just click the Accept button.
r. External guest is asked if they want to be signed in to all their apps. They should click No, and sign in to this app only.
s. External guests may receive a message that there is a problem. Often the problem resolves itself if the guest remains patient.
t. External guest is finally able to access Microsoft Teams.
3. Webpage links: Microsoft Teams External Guest Access Request Form
4. Technical Assistance: For questions regarding the Microsoft Teams external guest process or technical issues with the online request form, contact the ODOT Certification Program Office (information listed below).
Questions, concerns, or need an ADA accommodation or alternate format? Please contact us at:
Online Posted version of policy
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