3 Reasons Why You Need Automatic Provisioning of Folders & External Users for OneDrive & Microsoft Teams

3 Reasons Why You Need Automatic Provisioning of Folders & External Users for OneDrive & Microsoft Teams

18 September 2020 · 7 min read
Office 365 provides an almost universal toolkit to improve the way individuals and teams work. Its applications are flexible and designed to boost organizational collaboration with a variety of ways to store or share documents, and have conversations with team members.
Many organizations have recently focused on deploying Microsoft Teams to adapt to the new normal. Teams is the ideal platform to reduce email clutter, store content, and enhance collaboration with clients and business partners.
Microsoft Teams works in conjunction with SharePoint Online. When an organization creates a Team, they also automatically create an Office 365 group and a SharePoint site. All documents shared within the Team and its Channels are stored in SharePoint Online, where users can collaborate.
Organizations also use OneDrive. The application is mostly utilized to store personal user files or document drafts that are not yet ready to be published. Many organizations encourage using OneDrive to store all work-related files and avoid storing them as local files on a computer. All files shared in a private Microsoft Teams chat are also stored in OneDrive, linking these three Office 365 applications together. When a user leaves the organization, their OneDrive files are erased after 30 days, encouraging team collaboration in SharePoint rather than OneDrive.
When a team is working on a project in Microsoft Teams, they might find it useful to store drafts in OneDrive too. If they are working across hundreds of projects at a time, users will face content sprawl making it difficult to locate files and collaborate successfully in SharePoint or OneDrive. Applying governance over content spread across systems becomes difficult and prone to error, exposing the organization to risk of non-compliance.
The solution to such a problem is automatic provisioning for Microsoft Teams and OneDrive.
Here are 3 reasons why automatic provisioning benefits organizations using these content & collaboration systems:

Efficient Content Location

Each individual works differently. They store and name their files and folders in OneDrive in a way that makes sense to them. But when working across different projects, it can become challenging to locate the needed files to collaborate efficiently.
With automatic provisioning, a Team and its respective Channels are created in Microsoft Teams and the same folder and sub-folders are created in OneDrive. The Team and Channels will have the same project names and numbers across different content & collaboration systems, including organization’s OneDrive, Document Management System (DMS), and others.
Automatic provisioning enables consistency in folder structures and naming conventions, empowering users to collaborate successfully and locate their content in a unified project directory.

Structured Collaboration

In an organization with hundreds or thousands of projects being on a monthly basis, content can spread out across systems quickly. Not only is it difficult to locate content, but its structure is inconsistent, and the inability to add metadata to OneDrive makes it challenging to identify its context or business purpose.
With automatic provisioning, organizations can apply folder templates across content & collaboration systems. Projects will have the same structure in Microsoft Teams, OneDrive, DMS, and others. Additionally, the ability to add custom, unlimited metadata enables users, administrators, and risk professionals to quickly understand document context and business purpose.
Automatic provisioning ensures that your organization is creating processes around managing content which enhance collaboration and productivity.

Enhanced Governance

When content is spread throughout content & collaboration systems with inconsistent folder structure & naming conventions, governance becomes difficult. Risk professionals spend time trying to understand the document context or business purpose while also manually granting and revoking access to workspaces, Teams, Channels, folders, and documents. This practice creates organizational inefficiencies and is prone to error, exposing the organization to risk.

Automatic provisioning enables organizations to create consistent workspaces, Teams, Channels, and folders across content and collaboration systems in a unified project directory. When rich, custom metadata is also added, risk professionals can quickly understand context and apply appropriate need-to-know security to content or carry over existing ethical walls.

Automatic provisioning also allows administrators to provision internal and external users to projects, including Microsoft Teams and OneDrive. If a user needs to collaborate on a document in Microsoft Teams or in OneDrive with a client, supplier, or vendor, they can do so successfully without the risk of inappropriate access to sensitive, internal documents.

How Prosperoware Helps

Prosperoware CAM enables organizations to leverage their content & collaboration systems for digital transformation while improving governance.
Our unique approach relies on adding context by applying rich metadata to identify projects, matters, engagements, etc. to workspaces, Teams, Channels, and folders in systems. This approach benefits end users and the risk management team. Users can leverage critical metadata to easily locate content, while risk professionals can focus on the security and disposition of data instead of trying to determine its context.
Key features of CAM for Microsoft Teams, OneDrive, OneNote, & Planner, 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

Our unique approach relies on adding context by applying rich metadata to identify projects, matters, engagements, etc. to workspaces, Teams, Channels, and folders in systems. This approach benefits end users and the risk management team. Users can leverage critical metadata to easily locate content, while risk professionals can focus on the security and disposition of data instead of trying to determine its context.
Key features of CAM for Microsoft Teams, OneDrive, OneNote, & Planner, 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

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

Want to see CAM & Microsoft Teams in action?

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