Microsoft Teams File Migration, Backup and DATA Synchronization

 

Documents or other files on traditional file servers or NAS, such as department shares or user home drives, can be synchronized to or from Microsoft Teams with the Layer2 Cloud Connector. The tool can be used for document and file migration, backup, and permanent two-way sync. It runs as a Windows Service locally in your network, or on your own Azure Virtual Machine - no 3rd party vendor or cloud is involved. The Layer2 Cloud Connector can also be used to keep Microsoft Teams 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 in a structure called Team, which can be e.g. projects or company departments. By providing an integrated experience that links together chat conversations, document storage, meetings, and calendar events in Channels, Microsoft Teams create a better experience for workgroups to focus on team activity and knowledge sharing. Team members are able to find all information in one place - without the need to switch between the different apps like e.g. OneNote (note taking), Planner (task management in teams) or SharePoint (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 document 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 File 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 using Office 365

Do you still own your files in your new cloud system? Stay compliant with Microsoft Teams with a simple but powerful backup to local file shares or your own Azure storage. 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

3 fully-featured product editions are available: Personal Edition (for one connection only), Professional Edition, and Enterprise Edition as our one-stop-shop solution. Have a look at the Buy Now Page.

Microsoft Teams Connection Settings & Intro tutorials

You can find here the Connection Settings for Microsoft Teams differentiated according to their provider. Click on the respective intro tutorials to get the whole "how-to-connect" documentation on a concrete example with SharePoint.

 

 

Connection Settings for the File System (Layer2) Provider:

 

 "How-to-connect" documentation of File Server & Microsoft Teams (SharePoint online) with the File System (Layer2) Provider:

 

Intro Tutorial

 

Connection String Example

 

Directory=\\l2nas\Firma\User\csantos\Examples;
 

Select Statement Example

 

No Select Statement needed, in this case. Please note: You will need the Url of your SharePoint document library as shown above to connect to the library of your team channel.

 

Connection Settings for the Microsoft Teams (Layer2) Provider:

 

 "How-to-connect" documentation of Microsoft Teams & SharePoint with the Microsoft Teams (Layer2) Provider (one-way):

 

Intro Tutorial

 

Connection String Example

 

WebHookUrl=<your_webhook_url>
 

Select Statement Example

 

SELECT Title
 

Microsoft Teams File Synchronization - Known Issues and Workarounds

 

  • For possible SharePoint restrictions, see software boundaries and limits for SharePoint 2013, 2016 and 2019 and online as well as 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 File Synchronization

 

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

 

  • Microsoft Teams file migration: Migrate existing Windows file server shares or NAS to Microsoft Teams Team Channels to enable cloud-based collaboration. You can run the Layer2 Cloud Connector locally in your network for this.
  • Microsoft Teams file backup to local shares: Backup documents in Microsoft Teams Team Channels to any local file server or NAS. You can apply your backup software as a next step to be on the save side regarding Disaster Recovery (DR) and also for compliance requirements. 
  • Microsoft Teams file backup to Azure Storage: Backup documents in Microsoft Teams Team Channels to any Microsoft Azure-based Windows VM or you can use your own Azure Storage for backup.
  • Microsoft Teams two-way file sync: Keep your local file server shares in permanent sync with Microsoft Teams Team Channels. Users can work with file shares while at the office, and with Microsoft Teams while working remote. 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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