October 6, 2022

Microsoft Teams governance out of control? You're not alone.

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The good news is FYB 365|2CM can help and here's how:

Archive documents

The files tab within Microsoft Teams is a popular location to create and collaborate on documents. FYB 365|2CM can help you manage these files by automatically capturing them into Content Manager, removing the need to rely on end users to manually transfer these files.

When documents are archived into Content Manager they can finalised as part of the transfer and removed from Microsoft Teams. A tr5 reference file can automatically be uploaded in place of the original document.

Save revisions

For an ongoing project, you may wish to leave the documents in Microsoft Teams so users can continue to work on them and in the background, FYB 365|2CM is creating new revisions into Content Manager during the scheduled archive period.

On completion of a project administrators can easily enable the delete documents option to capture any new revisions and remove the documents from Microsoft Teams.

Capture folder structures

End users often create folders in the files tab to help them structure their information and as a 365|2CM administrator you can choose to replicate the folder structure found in Microsoft Teams by creating an Alternatively Contained relationship between parent and child folders in Content Manager. If this feature is not enabled, folders will not be created and all documents found within all folder levels will be uploaded to a single container within Content Manager.

Select single folders

FYB 365|2CM enables you to select specific folders to archive into Content Manager, this option may be useful to provide users with a choice on documents that are uploaded. For example you can create a "Ready for transfer" or "Final" folder within Microsoft Teams to allow users to move documents into these folders once the documents are completed and ready for archive.

Capture Channel Posts

Microsoft Teams channel posts are an easy way to communicate to all users within a channel and it's important to manage these posts to meet your compliance requirements.

FYB 365|2CM captures channel posts as a PDF format into Content Manager and the following data can be captured from the posts:

  • Name of the Team and the Channel
  • Teams Post subject and body content
  • Date created and date last modified of the Teams Post
  • The display name of the author of the Teams Post
  • Number of reactions that the Teams Post received
  • Id of the Teams Post
  • All replies to the Teams Post
  • All image/gif attachments of the Teams Posts

Capture Chat Messages

Similar to Microsoft Teams channel posts, chat messages are becoming a popular form of communication and should also be managed to meet your recordkeeping requirements.

Whilst every organisation's process will be different, FYB 365|2CM can support you by enabling users to configure connections for each individual chat or group chat and push the conversation to CM in PDF format. The chats can be archived automatically on a hourly, daily, weekly or monthly basis. Users can also manually select dates to capture chat messages into Content Manager.

See how FYB 365|2CM can get you back in control of Microsoft Teams

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