21 Apr 10 Reasons Why You Need Automatic Provisioning for Microsoft Teams
10 Reasons Why You Need Automatic Provisioning for Microsoft Teams
22 April 2020 · 4 min read
Microsoft Teams now boasts 44 million daily users with a total of 900 meeting minutes per week. The application has excellent functionality, allowing organizations to continue business as usual during these unusual times. It increases both, collaboration and productivity. However, as with all other applications, its functionality can be further enhanced to ensure extended capabilities.
Organizations use a variety of systems of records, including Document Management Systems (DMS). They provision projects or matters in those systems, including Microsoft Teams. Currently, most organizations provision manually, with only a few of them automating this process.
Here are 10 reasons why you should consider automatic provisioning for Microsoft Teams:
1. Locating a Team or Channel for a Project
When organizations create workspaces in their DMS, they typically assign a client or project/matter number to it from a lookup list. This enables content location to take action on it. Microsoft Teams does not currently provide the ability to automatically assign a client or project/matter number to a Team. This makes locating content in Teams difficult, significantly decreasing efficiency and governance.
Automatic provisioning allows organizations to have a Team and respective Channels created whenever a project/matter is provisioned in the DMS. This enables consistent client and project/matter numbers for easier content location.
2. Matter and Client Name and Number Changes
Client and project/matter numbers can change for various reasons, but they should be reflected in the organization’s records, including the DMS and Microsoft Teams. With automatic provisioning, organizations can also benefit from automatic name changes to a client or project/matter, ensuring consistency in document naming.
3. Ability to Transfer a Project/Matter on Client Request
Efficient content location makes it easier to fulfill client requests for their data. When the Team and Channels are related to a particular project/matter in the DMS, the risk management team can easily identify appropriate content for transfer to a client.
4. Apply Ethical Walls/Information Barriers & Need-to-Know Security
Maintaining governance across all systems of records is challenging for organizations. They should ensure that sensitive information is protected in Microsoft Teams too.
When a Team contains the client or project/matter number, ethical walls or information barriers can be automatically applied. This enables need-to-know security and keeping security in sync across various systems, including Teams.
5. Provisioning Systemically with More Consistency in Less Time
Automatic provisioning in Teams increases efficiency within the organization, allowing for consistent naming conventions for Teams and the DMS and structural improvements.
If an organization has a template in the DMS through which they provision projects/matters of a certain type, they can carry it over to Teams as well. Having a tab linked to the appropriate workspace in the DMS is also helpful.
Manual structuring could take up to 15 minutes per project/matter, depending on its complexity. Automation increases organizational efficiency and structural consistency between the DMS and Microsoft Teams.
6. Folder Structure and Security for the Files Tab
To allow for DMS integration, the folder structure of the DMS and Teams needs to be parallel, or near parallel. This allows for smoother content movement between Teams and the DMS, and effortless data transfers to the client.
The parallel structure also enables consistent security between folders and documents. When using Teams as an extranet, the folders in the files tab may have different security. Typically, external users will have more limited access.
7. Team Ownership
Manual provisioning makes an employee a Team owner, presenting several challenges, such as:
- The employee can change security in violation with ethical walls and outside counsel guidelines
- If the employee leaves the organization, the Team is orphaned
Automatic provisioning eliminates this problem by making a system account the Team owner.
8. Litigation Hold Based on Client & Matter
Automatic provisioning provides for smoother content location. This eliminates the need to call the project team or partners to find where the data is located.
9. Tracking Guest Users to Matters
Integrating Microsoft Teams and the DMS enables easier access management. This is important when expert witnesses and other third parties are given access to multiple projects/matters from different clients.
When a Team is identifiable with its client or project/matter number, an organization can efficiently decrease the likelihood of inappropriate access for guest and internal users.
10. Geo-location of Teams for Global Organizations
Multinational organizations need to comply with privacy requirements that data for a particular client or project need to be stored in the appropriate geo-location (e.g GDPR in the EU or UK, appropriately). Microsoft provides the ability to have different locations to store data for larger organizations known as data residency. But the information is stored based on the home location of the user creating the Teams.
With automatic provisioning, the systems account provisions all Teams and Channels, and organizations can set up the location to comply with relevant privacy requirements.
How Prosperoware Helps
Prosperoware CAM solves Microsoft Teams challenges through the association of Teams and Channels to a directory of projects/matters and other content systems, including the DMS. We’ve developed best practices and a guide for rapid Teams deployment to help organizations leverage Microsoft Teams.
CAM is an enterprise privacy management platform for content systems designed to improve processes around management of office documents and reduce risks related to privacy & cybersecurity.
With CAM, organizations using Microsoft Teams can benefit from:
- Automatic provisioning of Teams, Channels, and Tabs based on templates, reducing provisioning time to a few seconds
- Easier content location through the project/matter directory
- Eliminating Team ownership and geo-location challenges by setting the System Account as a Team owner
- Ability to integrate Microsoft Teams with IntApp Walls and iManage SPM to apply ethical walls and information barriers
- Efficient tracking of access for guest, external, and internal users
- Management of internal and external users through automatic membership updates
- Scheduled or manual transfer of Microsoft Teams content to the DMS, and more.