24 Nov Take Microsoft Teams to the Next Level with DMS Integration & Provisioning
Take Teams to the Next Level with DMS Integration
24 November 2021 · 4 min read
There are many ways for organizations to make Microsoft Teams go the extra mile when it comes to safe and efficient collaboration in a hybrid work environment.
In previous posts, we’ve talked about the lessons we’ve learned on Microsoft Teams adoption and collaboration over the last year and a half, as well as the roles that Channel design and secure collaboration play in adopting and utilizing Teams. Another strategy we view as vital for taking your Teams experience to the next level, is full integration with your organization’s existing DMS.
In need of integrating Teams with your DMS and other systems? Want to elevate your Teams experience to the next level through provisioning? Read on and start your integration and provisioning journey now!
Adoption and Integration with Your DMS is Key
With Teams expansive feature set and ability to integrate with other Microsoft products and even other collaboration systems, rolling out the platform can be a massive undertaking. Organizations that underestimate the resources necessary to adopt Teams usually face several challenges throughout the adoption process.
Last time, we talked about why starting small is important – as you don’t want to scare away users. Teams with only a few Channels at a time can help your users explore and discover the real value of Teams.
While Teams alone brings value to organizations it still doesn’t come close to leveraging the full value of the platform integrated with other systems. That’s why eventually, organizations will have to leave the nest to reap the full benefits.
A great first step for your organization is adopting Teams for full integration with Microsoft 365, as well as your existing systems, such as the Document Management System (DMS).
Integration with your other virtual collaboration systems is huge, but in order to ensure safe and efficient collaboration between internal and external users, provisioning of your Teams Channels and workspaces is a must.
Eliminate Data Chaos and Mitigate Cyber Risks
Organizations often rely on more than one collaboration platform – like the DMS, CRM, and more – to carry out matters and projects. As the number of matters grows, so too does the risk of a cyberattack.
This is because when left to their own devices, users will create numerous Teams for one matter with names and Channel structures most convenient to them. This creates immense data chaos and leaves data floating vulnerable around your systems. When carried out across multiple collaboration systems, this practice can quickly spiral into chaos and become a nightmare for any organization’s risk, privacy, and compliance professionals.
That’s where the integration between Teams and the DMS becomes most valuable. How, might you ask?
Standard and Consistent Naming Conventions
When projects are provisioned in the DMS, they contain client or project numbers to improve content location. Teams lacks the ability to automatically assign such numbers. This makes content location and identification with a project in the DMS a challenge. So, 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.
Luckily this provisioning process can be automated.
Through automated 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. Ultimately creating logical storage locations for users to save data through provisioning. And if the client/project number changes during the project, automatic updates follow.
Integration at its finest? We agree!
Rich Custom Metadata to the Rescue
But logical data location is not all there is needed for provisioning to be effective. Users and risk teams must still be able to understand data context to be able to reap the benefits of such integration. This is enabled only through rich custom metadata.
This metadata includes unique identifiers assigned to a project or relationship when automatically provisioned across systems. Ultimately enabling users to easily search a project by name, client name, ID, department, office, and more, and risk management teams to understand it’s context across collaboration systems, while applying proper security & minimization policies.
As Teams currently offers limited metadata, there’s no other choice but to satisfy this need elsewhere.
Strong Data Governance Equals Proper Provisioning
Provisioning and governance go hand in hand. This has been a rather obvious case with the rapid adoption of new technology during the pandemic exposing key organizational vulnerabilities and leaving them open to brazen hackers and cybercriminals. These attacks aren’t just localized to high profile cases like SolarWinds, Microsoft Exchange, and Colonial Pipeline, but smaller organizations as well.
Numbers show that 75% of organizations that deploy Microsoft Teams do so without proper governance and security policies in place. It should come as no surprise that any organization, regardless of size, can be hacked or fall victim to what we call “the bad day.”
To mitigate cybersecurity challenges organizations must apply need-to-know or Zero-Trust security across systems for internal and external users. Through this, users can only access data that is necessary to do their jobs. Not only does this prevent users from accessing irrelevant data to their position, but the organization can also detect malicious activity and take actions towards it.
Applying this structured level of access is no piece of cake, especially if done manually. To avoid any errors along the way and make the process more efficient, organizations need a third-party solution that automates the process and mitigates privacy challenges.
With all of this, it’s clear that proper provisioning & governance aren’t just methods of increasing efficiency, but also a way of bolstering your organization against the ever-growing threats of cybercrime, cyberattacks, and cyberespionage. Especially when Teams is integrated with your DMS and other systems.
All in all, Teams capabilities to address these challenges for organizations is limited. So, the choice is obvious, a third-party solution. And we’ve got just the right one for you, Prosperoware CAM. A solution that enables proper provisioning and governance for your data, while integrating with your DMS and other systems.
How Prosperoware Helps
Prosperoware CAM is a Software-as-a-Service platform (SaaS) for adoption and governance of multiple collaboration systems. It allows organizations to provision, classify, protect, move, and govern data, mitigating data chaos and reducing risks related to privacy & cybersecurity.
CAM enables organizations to create logical locations for users to place data. It provides rich custom metadata, empowering users to locate documents, and risk management teams to understand business context in order to apply the right security & data minimization policies.
CAM integrates with Microsoft 365 (Microsoft Teams, SharePoint Online, OneDrive, OneNote, Planner, Lists), iManage, NetDocuments, HighQ, files shares, and more to come.
Here is what CAM can do for you:
- Provisioning of workspaces, Teams, Channels, Lists, users & groups, and folders from Project Portfolio Management, CRM etc., or through a human workflow using readily available templates.
- Rich, custom metadata for project or document context.
- Unified project directory for content location for end users and risk management teams.
- Gain advanced templating ability to support complex business processes.
- Provision automatically or on-demand internal & external users, manage permissions across collaboration systems, and integrate with leading ethical wall systems.
- Data Loss Prevention (DLP) with activity monitoring and bulk security & metadata changes.
- Data protection by creating a separate archive of documents to access in case of incidents.
- Minimize data by setting automatic data disposition policies or apply litigation hold.