Capturing MS Teams content to Content Manager

IMPORTANT: For Server side filing of documents, configuration of the document store in EmailLink determines whether files will be Managed in Place or checked in to Content Manager document store. In the EmailLink, navigate to Configuration > Authentication tab, perform one of the following: 

  • Leave the Manage in Place Store option blank for filing documents to Content Manager document store

  • Enter the store name in Manage in Place Store option for filing documents to Manage in Place store.

To switch between Content Manager document store and Manage in Place store, delete the entry and add a new one, accordingly.

IMPORTANT: If you are upgrading from prior version, then the Edit Status of already captured file or document in Content Manager is set as Managed By Integration. You can modify the captured document but Check In to Content Manager is controlled by Email link and only the record Revision will be updated but the Edit Status will remain as Managed By Integration.

NOTE: For Channels, Sites and My files page (Server Side), even if Serve Side filing is enabled, you can manually capture the content from the Client Side also.

NOTE: When filing channel post(s) or user chat(s) containing document(s), if Manage In Place store is not configured, the document(s) will be stored in Content Manager document store and the Edit Status will be Checked Out. And if Manage In Place store is configured, then the document(s) will be stored in OneDrive and the Edit Status will be Managed In Place.

NOTE: The default Check In Style you choose in MS Teams integration or in MS Office integration, will be respected by both the MS Teams and MS Office integrations.

NOTE: The MS Teams integration supports capturing subject line for your post in channel(s). If your post includes a subject line, then the record title is auto populated with the subject line of the post. Otherwise, body is auto populated as record title when you capture the post in Content Manager.

Points to note when Checking in records with multiple datasets configured

  • If you have multiple datasets configured on your system and you are trying to Check In a record that is already Checked In to other datasets, an alert is displayed. For example, One or more of the selected Records already exist in database MultipleDataSets_DS002_10.2. Do you wish to also create them here?.

    Click Yes and continue with the Check In steps. Otherwise, click X on the task pane.

    Also, you can Check In a record to a particular dataset only once.

  • When multiple databases are supported in the Teams integration the Check In action will act in the following ways for files, chats and posts:

    • if Show from all databases is not selected then Check In will create a new Record if there is no Record in the current database or update the Record if there is a Record in the current database.

    • if Show from all databases is selected then Check In will create a new Record if here is no Record in the currently selected database otherwise it will update the Records that exist in all the databases, if there is a Record for this item in one or more databases.

Capturing files in a channel

To capture file in a channel, perform the following:

  1. Navigate to the Client side channel (Teams) which you want to capture file(s).

  2. Click Content Manager tab and then click Files.

    A list of all the files is displayed.

    Use the Search option to quickly search for the file(s) your are looking for.

  3. Select the file(s) you want to capture in Content Manager, click More option and then click Check In or click Menu and then select Check In.

    The record entry form is displayed in the task pane. The tabs and fields displayed in the record entry form will be different based on the configuration done by the Content Manager Administrator and there may be several sections that require completing.

    You can tag multiple files to capture in Content Manager. See Capturing multiple files.

  4. Select the Record Type or Check In Style from the drop-down.

    If the required Record Type or Check In Style is not displayed, enter the Record Type or Check In Style name in the text box or click the KwikSelect and select from the list displayed.

  5. Complete the record entry form (see Record entry form fields for more details).

  6. Click Save or Manage In Place.

    A record is created in Content Manager and the record properties are displayed in the task pane.

    Click Open and select Web Client or Content Manager from the drop-down to view the record in Web Client or Content Manager.

    If the file is already captured in the Content Manager and an updated version of the file is available, clicking Check In creates a new revision of the record in Content Manager.

Capturing posts in a channel or chat

To capture post in a channel, perform the following:

  1. Navigate to the Client side channel (Teams) or Chat for which you want to capture post(s).

  2. For channel, click Content Manager tab and then click Posts.
    For chat, click Content Manager tab.

    A list of all the posts is displayed.

    If the post is already Checked In to Content Manager, a record number is displayed.

  3. Select the post you want to capture in Content Managerand click Check In.

    The record entry form is displayed in the task pane. The tabs and fields displayed in the record entry form will be different based on the configuration done by the Content Manager Administrator and there may be several sections that require completing.

  4. Select the Record Type or Check In Style from the drop-down.

    If the required Record Type or Check In Style is not displayed, enter the Record Type or Check In Style name in the text box or click the KwikSelect and select from the list displayed.

  5. Complete the record entry form (see Record entry form fields for more details).

  6. Click Save.

    A record is created in Content Manager and the record properties are displayed in the task pane.

    Click Open and select Web Client or Content Manager from the drop-down to view the record in Web Client or Content Manager.

    If the post is already captured in the Content Manager and there is new conversation(s) available for the post, clicking Check In creates a new revision of the record in Content Manager.

You can also capture attachment(s) in the posts of the channel or chat. By default, the option Not Include attachments is selected and therefore, you will not be able to see any attachments shared in the posts. To view the attachments associated with the posts in the channel or chat, click Menu and then select Include attachments.

Capturing channels

To capture channel(s), perform the following:

  1. Navigate to Server side Content Manager app, click Channels and then click the Teams folder name.

    A list of all the channels is displayed.

  2. Select the channel(s) you want to capture in Content Manager and click More option (three dots).
  3. Click Capture in Content Manager. A pop-up dialog is displayed.

  4. Select the Check In Style for Files and/or Posts from the drop-down.

    If the required Check In Style is not displayed, enter the Check In Style name in the text box or click the KwikSelect and select from the list displayed.

    If you want to create a new Check In Style to capture the channel, click Create new Check In Style. For details, see Creating new Check In Style.

  5. Click Save.

    A record(s) is created in Content Manager for the channel(s) you captured.

    You can view details, such as teams name, channel name, date created, message, replies to the message, number of members in the channel, and attachment(s) shared with the message, etc. The attachment(s) are filed as separate record(s) in Content Manager.

    In a channel, a new conversation is captured as a new record in the Content Manager. If there are responses or replies to the conversation, the record in Content Manager is incremented with a new revision.

    A new Check In Place gets created for each Channel. See Viewing Check In Places.

Capturing chats

To capture chat(s), perform the following:

  1. Navigate to Server side Content Manager app and click People.

    A list of all the users is displayed.

    You can sort, remove a column, and add or remove a property to the displayed columns. See Filtering and sorting MS Teams content.

  2. Select the user(s) for whom you want to capture chats in Content Manager and click More option (three dots).
  3. Click Capture in Content Manager. A pop-up dialog is displayed.

  4. Select the Check In Style for Files and/or Chats from the drop-down.

    If the required Check In Style is not displayed, enter the Check In Style name in the text box or click the KwikSelect and select from the list displayed.

  5. Click Save.

    A record(s) is created in Content Manager for the chat(s) you captured.

    In a chat, each conversation is captured as a new record in the Content Manager.

    You can set a silent interval in Content Manager to create groups of the conversation. When this is set, new groups of the chat conversation is created once the specified silent interval is lapsed. The minimum value for the interval is 1 and can go upto 120 minutes. You can view each of the groups along with its conversation in the Content Manager tab of MS Teams. You can file a specific group as a single record or select required groups and then file them as a single record in Content Manager.

    To set the interval, in Content Manager, navigate to System Options > Email and Chat. Set the value for When creating a record from a Teams conversation option.

Syncing files

A sync icon appears next to the record number if the file or electronic document is modified but not yet Checked In to the Content Manager. If you hover the mouse over the icon, a message appears indicating that the file or electronic document is out of date and requires syncing.

To sync the file, click More option and select Check In. A pop up is displayed with a message that file is checked in with a new version. Click OK.

NOTE: The Sync functionality works with Office 365 files or documents only. If the file or document is created in any other source than Office 365, the Sync functionality does not work.

NOTE: The sync icon is displayed for records that are captured in Content Manager document store and not for the records that are Managed In Place store.

Capturing documents to Manage In Place store

You can capture documents or files to Manage In Place store. Only Microsoft 365 stores are supported. Channel posts and user chats continue to be captured to Content Manager document store.

For details see Capturing files in a channel, Checking in files in My Files (OneDrive), and Capturing content in Sites to Content Manager.

NOTE: The option to capture documents to Manage In Place store is available only when the Manage In Place option is enabled in System Options > Features tab in Content Manager client and all the required configurations are complete. For details, see Content Manager Help.

Capturing multiple files

You can tag multiple files from Channels, OneDrive or SharePoint sites and capture them to Content Manager.

The Check In option for capturing multiple files is not enabled in the following scenarios:

  • If the file(s) is already checked in.

  • If the file or document is Managed In Place.

  • If the file(s) you are trying to capture is a container or folder object.

  • If any of the tagged file is in Checked Out state.

When capturing multiple files, if you have not selected the If possible suppress data entry form for second and subsequent items option, the record entry form will be displayed for each of the file you have tagged. Fill in the required details in the record entry form and once all the records are created, links to record name for each of the record captured in Content Manager are displayed. Click respective link to display the record property.

In case, you have selected the If possible suppress data entry form for second and subsequent items option, a status of processing the records is displayed. Once processed, links to record name for each of the record captured in Content Manager are displayed. Click respective link to display the record property.

Troubleshooting checking in multiple huge file

Issue: Checking in multiple bulky files displays a network error.

Solution: To overcome this issue, increase the size of maxQueryString and maxQueryStringLength parameters in web.config file located in your installation folder, for example, C:\Program Files\Micro Focus\Content Manager\Service_API\.