Microsoft Teams integration
Microsoft Teams is a common tool for collaborating on documents and allows multiple users to edit documents at the same time. The FileHold integration with Teams allows you to apply normal controls to these documents as though you were working with them on your local workstation, but they exist in Teams.
Many scenarios are possible when working with FileHold and Teams. Start project documents in Teams and when they are ready for full records control, add them to FileHold in one step. Get to a review step in a workflow and check the documents out of FileHold and into Teams to allow collaborative revisions before checking them back in and completing the workflow activity. Automatically synchronize changes between FileHold and Teams in both directions.
Team integration is available for FileHold version 17.0 and higher. In version 17.0 the Teams integration requires a separate installation. Contact the the FileCare team at [email protected] for more information. Your users will need to log in to FileHold using Microsoft 365 to use the Teams integration.
Teams in the library tree
Once the user is successfully logged in using an Azure account which has permission to Teams, the “Teams” node will show in the FileHold library tree.
To reduce number of requests sent to Microsoft, our system caches information about teams, channels, and folders which the current FileHold user can access. To begin, right click on the Teams node in the library panel and choose the option. It will be necessary to select this option for first use and after any changes to the structure within Teams.
Every time a user joins a new team, or if the channel or folder structure has changed, the Teams node should be reloaded to see the changes.
After reloading Teams, the new structure will be available.
The FileHold library panel will show a maximum of 8 levels of folders in a Teams channel.
The view in the library panel corresponds to the Your teams section and Files tab in the Teams application.
Session maintenance
FileHold maintains a session to Microsoft Teams that is independent of the user session in FileHold. The Teams session is fairly short and may need to be refreshed during your session in FileHold when the icon becomes gray. Right click on the Teams node and choose to refresh the session with Microsoft.
Adding documents to Teams
Users with access to Teams can copy, or check-out FileHold documents to Teams.
Checking out one or more documents to Teams allows using the multi-user editing tools in Teams to collaborate on the documents.
Once selected, the Teams location browser is displayed.
When the operation is complete, FileHold automatically displays selected Teams directory and the status of the documents.
Every time document is transferred between FileHold and Teams an association is created and remembered inside of FileHold.
A single document in FileHold can only be added to a single location in Teams.
Working with Teams’ documents
When a user opens a team directory, they see all documents available to them.
Available grid columns:
- Name in Teams – document name in team; name of the same document in FileHold and team may be different in some scenarios,
- Ver – specific number of FileHold document version, which is linked to team,
- Status – FileHold document status; it can be Checked In, or Checked Out, or empty if not linked,
- FileHold – status of document in FileHold; it can be Latest version, or Old version, or Not added,
- Teams – status of document in team; it can be Modified, or Unmodified, or empty if not linked,
- Created By – name of user who created document in team,
- Created On – date when document has been created in team,
- Last Modified By – name of user who recently modified document in team,
- Last Modified On – date when document has been recently modified in team.
Add to library
Use the toolbar or context (right click) menu.
One or more documents can be selected and added to the FileHold library by using “Add to library” option from toolbar or context menu. This operation uses the add document wizard to complete the document details. When more than one document is being added, they will all share the same location and metadata.
Quick check-in
Use the toolbar or context menu.
Checked out documents can be easily checked-in directly from team. It works like quick check-in option in FOC (FileHold Office Client). Document name and metadata values are copied from previous version.
Get latest version
Use the toolbar or context menu.
Get latest version option allows you to overwrite linked documents in Teams using the newest version from FileHold. If there is an existing modified version in Teams an appropriate warning is displayed.
Remove old or duplicate files
Use the toolbar or context menu.
The FileHold user can remove selected files from Teams where the version in the Teams is older than the version in the FileHold library or where the version in Teams is the same as the version in the library. Documents that are checked-out or modified are ignored.
Remove link to FileHold
Use the context menu.
This option disconnects the tracking between Teams and FileHold for the specified file.
Go to document
Use the context menu.
This option allows to locate the selected document in the FileHold library. There screen will change to the folder containing the selected document.
