3 Reasons Organizations Need Automatic Provisioning for Microsoft Teams with OneNote & Planner

3 Reasons Organizations Need Automatic Provisioning for Microsoft Teams with OneNote & Planner

9 September 2020 · 7 min read
The popularity of Microsoft Teams has skyrocketed in the new normal. The application’s robust set of features efficiently facilitate remote collaboration and productivity. Microsoft has developed Teams to offer organizations a new way of collaborating, by organizing projects into Teams and Channels. It has taken it one step further by enabling integrations with Office 365 and other applications, effectively making Teams a single source of collaboration for organizations.
Organizations have quickly taken advantage of Teams’ advanced collaboration features. The application’s deployment increased tremendously, especially during the first few weeks of lockdown as organizations scrambled to provide intuitive workflow solutions. Many of them have also adapted to integrations with other apps, such as OneNote and Planner.
OneNote can quickly boost collaboration within Teams through having a single repository for users to place their commentary, findings, and annotations on a particular project (Team) or Channel. Microsoft Planner is also a popular integration allowing organization to provide a visual way for users to plan their workloads.
But while Microsoft Teams and its integrations are a quick solution to collaboration, there are still improvements that can be made, particularly in automating processes around its management and governance. One specific improvement which organizations can make is enabling automatic provisioning of Microsoft Teams with OneNote and Planner as tabs.
What is Automatic Provisioning for Microsoft Teams with OneNote & Planner as Tabs? 
Automatic provisioning entails the automatic creation of a Team and its corresponding Channels based on a project or client. Instead of users creating ad-hoc Teams and Channels within Microsoft Teams or manually adding OneNote and Planner tabs, risking content sprawl, automatic provisioning allows the creation of processes around when and how to create Teams as well as who creates them.
With automatic provisioning, administrators can create Teams and Channels with structured templates, naming conventions, and automatic tabs linking to OneNote and Planner. They can also attach rich metadata to enable advanced searching capabilities and data context for administrators, users, and risk management teams.
Here are 3 reasons why automatic provisioning will be beneficial to organizations using Microsoft Teams.

Avoid Content Sprawl

As organizations use an increasing number of content systems, content is dispersed across those systems. Without proper management of where content is stored and located, organizations run the risks of:

  • Inefficient collaboration as users cannot find the appropriate documents
  • Data breaches due to misplaced content
  • Regulatory fines for ungoverned personal data
  • Loss of clients due to non-compliance, and more.

Automatic provisioning mitigates these risks by creating processes to store and locate content across systems, including Microsoft Teams. When a Team and its corresponding Channels are provisioned automatically, the project team knows where to collaborate on documents.
When a Team is automatically provisioned, tabs for OneNote and Planner can also be automatically created to facilitate collaboration. Otherwise, project members will have their own OneNote and Planner data, depriving the rest of the team of important project information and risking sensitive information being accessed by those who do not need to know.
Automatically provisioning Teams, Channels, OneNote, and Planner creates a single repository of data related to a particular project. Users will know where they can locate important project information and the risk management team can properly govern content and manage access within the Team. The application of rich, custom metadata takes it one step further and allows advanced search capabilities to locate content across systems and easily understand data context.

Boost Administrative & User Efficiency

Whenever a project team wants to collaborate through Microsoft Teams, someone will have to create the Team and become the owner. The owner manages the security and administrative capabilities of the Team. This places immense responsibility over the Team owner, running the risk that the person will mistakenly provide inappropriate access or that the Team will be rendered ownerless in case the owner leaves the organization.
Additionally, manually creating Teams and Channels with OneNote and Planner tabs is time-consuming and prone to error, especially across hundreds or thousands of projects. Depending on the complexity of the Team, manually creating and naming Channels and tabs can take up to 15 minutes, which will balloon into needing several full-time staff to simply create and manage these Teams.
Automatic provisioning removes these inefficiencies. With a click of a button, administrators can provision Teams and their respective Channels with OneNote and Planner tabs, in a matter of seconds. They can quickly select amongst different Team and Channel templates and naming conventions with prefixes, suffixes, or custom names, as well as OneNote and Planner templates with various sections and buckets. Finally, they can efficiently select members of a Team to provide access to, implementing a robust need-to-know security or carrying existing ethical wall systems into the Team.
As for Team ownership, automatic provisioning creates a System Account Owner which is not tied to an individual owner. This removes the risk of ownerless Teams and inappropriate or un-administrated access and allows organizations to comply with various client geo-location requirements.

With automatic provisioning, administrators can create Teams and Channels with structured templates, naming conventions, and automatic tabs linking to OneNote and Planner. They can also attach rich metadata to enable advanced searching capabilities and data context for administrators, users, and risk management teams.

Apply Consistent Governance

Project data is spread across systems, including Microsoft Teams, while client and regulatory requirements on privacy and cybersecurity are increasing. Manual creation of Teams and Channels with OneNote and Planner tabs is a high-risk activity as organizations will find it difficult to manage the sprawl, let alone apply governance to it.
Automatic provisioning directly enables risk management teams to create a comprehensive governance program and apply it to all content systems, including Microsoft Teams. As an increasing number of organizations move to zero-trust or need-to-know security, risk professionals need to think about the most efficient ways to implement these programs.
When a Team and Channel, with OneNote and Planner tabs are automatically provisioned, administrators can grant access only to members who need to know, whether they are internal or external. There is no need to password-protect OneNote sections or manually apply security to each Team, Channel, and tab.
For example, a project leader might have access to the Team, all its Channels, OneNote, and Planner, while a project member might only be able to access a few Channels, OneNote, and Planner. An external user such as a client, on the other hand, will only be able to access one particular Channel related to client collaboration and nothing else.
Automatic provisioning will lead to the ability to apply automatic governance as projects are consistently structured and named across systems. Granting and revoking access to internal and external users will be a piece of cake.

How Prosperoware Helps

Prosperoware CAM enhances productivity and collaboration within MS Teams while adding governance. CAM enables provisioning of Teams and Channels from templates with a set of tabs – now including Planner and OneNote – while assigning rich metadata to include identifiers to the Team or Channel. It also allows provisioning of external users while maintaining governance.
With CAM, organizations can now empower users to work in OneDrive while tracking folders to matters or projects. For organizations with existing investments in ethical wall and DMS systems, CAM extends the ethical wall solution onto Teams and SharePoint Online.
Key features of CAM for Office 365 include:

  • Automatic provisioning of Teams & Channels from Practice Management, Time & Billing, CRM and other source systems, or through an approval-based workflow using templates
  • Provisioning of SharePoint Online sites & folders to OneDrive
  • Provisioning of OneNote and Planner as Tabs in Channels
  • Ability to provision web page tabs
  • Support for creating pre-defined folder structure in the files tab
  • Ability for the end user to add additional folders as needed from a pre-defined list
  • Provision internal & external users, manage permissions, and generate reports
  • Automatic & consistent naming of Teams and Channels
  • Support for integration with leading ethical wall systems
  • Scheduled & manual document movement between MS Teams & DMS

How Prosperoware Helps

Prosperoware’s enterprise process & governance platform for content systems, CAM, integrates across systems, including iManage, NetDocuments, Microsoft Teams, Kira, HighQ and more. It empowers organizations to place content in the right place for increased adoption and then apply a governance layer to comply with privacy & cybersecurity regulations. CAM tackles Microsoft Teams challenges and how it works with the DMS, by providing automatic provisioning & governance capabilities:

  • Automatic provisioning of Teams and Channels from Practice Management, Time & Billing, CRM, etc. and through a workflow form with approvals
  • Automatic provisioning of OneDrive, OneNote, and Planner and the ability to add them as tabs to Teams and Channels
  • Effortless provisioning through CAM’s readily available templates
  • DMS integration with iManage & NetDocuments to keep track of your projects, clients, and users in a project directory
  • Efficient provisioning of internal and external users with the ability to automatically update Team membership
  • Automatic & consistent naming of Teams and Channels with prefix, suffix, or custom name
  • Quick application of need-to-know security & permissions from ethical walls and other systems of record
  • Scheduled & manual document movement between MS Teams & DMS

To see CAM for Microsoft Teams in action, watch this 3-min ONLY demo video here.

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