Microsoft Teams Document Migration, FILE Backup, and DATA Synchronization

 

Documents in Microsoft Teams can be kept in sync with Windows File Server shares (local or Azure-based) or SharePoint (local or Online) via the Layer2 Cloud Connector. The tool can be used for document migration, file backup, and permanent two-way document sync. It runs as a Windows Service locally in the customer's network, or in their own Azure - no 3rd party vendor or cloud is involved. The connector can also be used to keep Microsoft Team members informed about data changes in 100+ widely used IT-systems and apps code-free.

 

Microsoft Teams brings together people, conversations, and content across Microsoft Office 365. By providing an integrated experience that links together chat conversations, document storage, meetings, and calendar events, Microsoft Teams create a better experience for workgroups to focus on team activity. Team members are able to find all information in one place - without the need to switch from e.g. Yammer or Skype (for conversations) to SharePoint (for lists and documents) anymore.

 

Screen Document library in microsoft teams

Fig.: Microsoft Teams document library as an example. Highlighted in red the button to the SharePoint library.

 

 

Connection String Example

You can find the URL when you copy the SharePoint library link and insert into the connection string. (as on the screenshot)

Features & Benefits of Microsoft Teams Document Migration, Backup, and Sync

Migrate to MS Teams smoothly

Quickly migrate pre-selected documents from traditional Windows file shares or SharePoint to Microsoft Teams with flexible and advanced options, such as metadata mapping, or PowerShell automation.

Stay compliant in your new cloud

Do you still own your files in your new cloud? Stay compliant with Microsoft Teams with a simple but powerful backup to local file shares or your own Azure. You can continue to make use of your existing backup tools for disaster recovery or project archiving.

Keep your documents in sync

Your project team can continue to work as usual on the traditional file share or local SharePoint while in the Office. Team members can use their browser or apps to access the documents on any devices while traveling. Simply take the best of both worlds.

All under your full control

Run the Layer2 Cloud Connector as a centrally managed Windows Service in your network with flexible logging and alerting. No 3rd party, app or service involved - just you and your team.

Add process integration to Teams

File sharing is always the first step into a better collaboration. But wait: There is more! What about connecting your backend IT systems, such as SQL/ERP/CRM to Microsoft Teams to automatically keep team members informed about any data changes?

Cost-effective licensing

Just a one-time license fee per installation. No additional costs per user, tenant, connection, document, or data volume. Several editions available for different requirements.

Microsoft Teams Document Synchronization Specific Settings

 

To connect to a Microsoft Teams SharePoint library must be configured as follows in the Layer2 Cloud Connector Connection Manager. To configure a specific data source see here.

 

Screenshot how to connect to microsoft teams

Fig.: Example connection configuration to connect to Microsoft Teams SharePoint library 

 

The Layer2 Data Provider for SharePoint connects to the Microsoft Teams SharePoint library to sync data with your file system or Office 365 products. 

 

Please note the following specific settings.

 

  • Select the Layer2 Data Provider for SharePoint (CSOM) to connect. The provider is part of the Layer2 Cloud Connector ADO.NET provider package and should be already installed. You will find a SharePoint Data Provider specification here
  • You can use a connection string like this to connect:
    url=http://SharePointOnlineLibraryURL; List=MyList; View=MyView; User=myUser; Password=myPassword; Authentication=myAuthentication;
  • Choosing the right authentication method is very important. Windows, Office365, ADFS and others are supported. See specification linked above for more details.
  • Data queries are not supported. Please make use of views to select your data.
  • In case of SharePoint libraries, files are synchronized as well as metadata. List are for metadata only, attachments are not supported at this time
  • You can map your data fields to specific external fields in the Layer2 Cloud Connector. Please take care about data types (simple type conversions are supported). If fields are not available, please check your view.
  • The primary key will be set automatically to the SharePoint item ID.
  • You can use the connection for uni- or bi-directional synchronization. In case of inserts (full CRUD) via external systems please take care of the primary key.
  • No installation or changes are required at the data source or data destination, e.g. on SharePoint or Office 365.
  • Data synchronization can be started manually in the Connection Manager, per command line or scheduled in background by the Layer2 Cloud Connector Windows Service. Only data changes are processed (no delete / bulk import).
  • ​No programming required for setup a connection and sync.
  • No need to open your local network for access from outside.

Microsoft Teams Document Synchronization - Known Issues and Workarounds

 

  • For possible SharePoint restrictions, see Software Boundaries and Limits for SharePoint 2013 and Blocked File Types.​
  • Editor, Author, Created, Modified, ContentType, and HtmlFileType field can only be written to by a site administrator. If you get errors that these fields are read-only and the account being used is a site administrator, it may be due to a known SharePoint issue where it denies access if "AddAndCustomizePages" is set to Deny for the user. To fix this you must explicitly give "AddAndCustomizePage" permissions to the account. For more information, see this article.

Requirements Solved with Microsoft Teams Document Synchronization

 

The Layer2 Cloud Connector can solve the following business requirements regarding Microsoft Teams:

 

  • Microsoft Teams Document Migration: Migrate existing Windows file server shares or documents on NAS to Office Groups Document Libraries to enable cloud-based collaboration. You can run the Cloud Connector locally in your network for this.
  • Microsoft Teams Document Backup to local: Backup documents in Office Groups Document Libraries to any local file server or NAS. You can apply common backup software as a next step, or even make use of the Windows File History to keep older versions. You are on the save side regarding Disaster Recovery (DR), and also compliance requirements. The Cloud Connector runs locally in your network for this.
  • Microsoft Teams Document Backup to Azure: Backup documents in Office Groups Document Libraries to any Microsoft Azure-based Windows VM. No 3rd party involved - as a customer you can use your own Azure for backup. The Cloud Connector must be installed in Azure for this.
  • Microsoft Teams Two-Way File Sync: Keep your local file server team shares in permanent sync with Microsoft Groups document libraries in the cloud. Users can work with file shares while in the Office, and with Groups while on the road. Legacy systems like DMS and others can be easily integrated.
  • You will find 100+ more systems to connect to Microsoft Teams here.

 

Can't find what you are looking for? Take a look here or contact [email protected] for any help.

FREQUENTLY ASKED QUESTIONS (FAQ)

Please find answers to frequently asked questions about Microsoft Teams document synchronization with local Windows file shares or SharePoint below. Learn more in the FAQ section of the Layer2 Cloud Connector.

How to manage a large number of file shares and team workspaces?

You don't have to create all connections manually. Make use of PowerShell automation to create your connections together with the workspaces, or based on the file shares. It's simple XML to define the data source, destination, and authentication.


How to manage access rights and file permissions?

While you can't directly transfer or translate permissions from a Windows file system (such as NTFS) to Microsoft Teams, you can keep access rights on library level. It will be applied to library subfolders and documents automatically.


What about software boundaries and known limitations?

There are no hard limitations with the connector. Typically 100+ connections and up-to 100.000 documents per connection can be managed with one installation, depending on configuration and settings. Please also note possible limitations of Microsoft Teams.


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