Microsoft Teams and the DMS: How Will They Work Together?

Microsoft Teams and the DMS: How Will They Work Together?

28 August 2020 · 7 min read
Microsoft Teams is on its way to becoming a foundational collaboration application. Its new features and spike in usage following work-from-home initiatives have made it a go-to application for organizations looking to boost collaboration.
Teams offers advanced capabilities designed to reduce email clutter and improve organizational communication. It has good integration capabilities with third-party apps so users can improve their workflow. However, for organizations that use a Document Management System (DMS) in conjunction with Teams, several challenges arise.
With organizations using many content systems, adoption and governance across them become problematic. A large number of IT administrators are employed to ensure compliance with privacy & cybersecurity regulations and avoid a bad day of having a breach. But when administrators manually provision and try to apply governance across hundreds or thousands of projects at a time, manual work can become prone to human error, increasing the risk around content.
When it comes to Microsoft Teams and the DMS, the central question is how will these two systems work together?
The first hurdle is the integration itself. Teams has limited capabilities in integrating an organization’s DMS. To do it properly, advanced scripting is necessary. For users that have to collaborate on a particular project, it becomes challenging to provision it in Microsoft Teams while remaining identifiable as the same project in the DMS. And finally, in a world that is getting closer to zero-trust and need-to-know security, there is a need to ensure that only the appropriate people have access to content on Teams, similar to the DMS.
To address these challenges, organizations need to start looking into provisioning or creating projects automatically in Teams and the DMS, and then applying governance across these two systems and all others that they use. Automating these processes will increase organizational efficiency, collaboration, adoption, and compliance.
If you are wondering how automatic provisioning & governance improve the link between Teams and the DMS, we’ve highlighted some reasons and best practices below.

Identifying Teams with Projects

When projects are provisioned in the DMS, they contain client or project numbers and metadata to improve content location. Teams lacks the ability to automatically assign such numbers. This makess content location and identification with a project in the DMS a challenge. Organizations need to manually assign a client/project number to Teams. Doing this across hundreds or thousands of projects is inefficient and prone to human error.
With automatic provisioning, a project is created in Teams, the DMS, and any other system the organization needs it. The project will have the same client/project number with any set prefix, suffix, or custom name, which will be easily identifiable across systems. Users can then easily place content in the right project workspace and locate it with custom metadata. And if the client/project number changes during the project, automatic updates follow.
As such, IT administrators reduce the time it takes to create a project in Teams and users have a better link of Teams and the DMS.

Consistent Channel/Folder Structure

To maximize collaboration and content location, organizations usually have a set folder structure in their systems, especially the DMS. Creating such structures manually in Teams becomes time-consuming, impeding collaboration and increasing risk of placing content in the wrong location.
With automatic provisioning, organizations can create different templates for Folders and Channels and apply them automatically in Teams and the DMS. Whereas manually structuring a Team could take up to 15 minutes depending on its complexity, with automatic provisioning it can be done in seconds. Applying security to a set folder and channel structure is also streamlined while risk is reduced.

Applying Permissions, Information Barriers, & Ethical Walls

Once projects are created, organizations need to govern content and apply appropriate permissions. To ensure that governance and compliance policies are on par with privacy requirements, administrators are continuously providing, updating, and terminating access and placing information barriers & ethical walls. If done manually, this process is prone to error with the potential to cost organizations fines from regulatory bodies and reputation damage..
Automatic provisioning & governance allow seamless application of permissions and ethical walls. Administrators can manage access across systems, without manually going into each one and updating them. They can carry ethical walls in the DMS and in Teams to ensure a more compliant and governed experience for users.

Organizations need to start looking into provisioning or creating projects automatically in Teams and the DMS, and then applying governance across these two systems and all others that they use. Automating these processes will increase organizational efficiency, collaboration, adoption, and compliance.

Managing Internal & External Users

Organizations use Microsoft Teams not only for internal collaboration, but also external. Teams allows enrolling users with guest access or external collaboration. To ensure uniformity in internal and external access to folders in the DMS and Teams & Channels in Microsoft Teams, organizations engage in manual user provisioning. As a result, inefficiencies and risk around content increase.
To ensure efficient collaboration, organizations can automatically provision & govern internal and external users. Specifically, external users can be given access to only the content that they need, without exposing the organization to a potential breach. Similarly, organizations can then quickly terminate access when the project is over, strengthening their governance and efficiency.

Moving Content from Teams to the DMS

Depending on organizational policies, some might prefer to immediately move content from Teams to the DMS upon project ending. Whether organizations are responding to client requests for their data or are minimizing data, manual movement is an inefficient process.
With automatic provisioning and governance, organizations can quickly and automatically gather all content related to a project or client and effortlessly fulfill client requests. They can also set disposition policies for Teams, the DMS, and other systems so they do not hold data longer than necessary. For Microsoft Teams, we recommend automatically moving content to the DMS upon project ending and then setting other automatic disposition policies for archival and full deletion.

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 works with DMS to provide automatic provisioning and 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

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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