iO Channel content manager

Channel Content Manager

The Teams " Channel Content Manager " app allows you to manage the documents in a Microsoft Teams channel as well as it's linking in Constellio. The features are mostly the same as in Constellio's web portal. Creation, management, and searches are available in each tab for convenient document management.

The app is made up of three tabs: the " Files " tab, the " Favorites " tab, and the " Tasks " tab.

1. Tabs

1.1 Files

The " Files " tab is the main tab of the app. The tab allows you to create, manage, and link Constellio and Office365 content while allowing you to locate the information. It is possible to navigate through folders and perform a contextualized search, both in the Microsoft Teams environment and in the Constellio environment. A navigation menu is also available in the file tab to navigate through SharePoint, One Drive, Teams, and Exchange tools.   

1.2 Favorites

The favorites tab lists all the folders or documents that have been added to the favorites. It is possible to add folders and documents to favorites, whether from Constellio or Office 365.

The favorites tab is the same as in Constellio. For more information on favorites, see the "Favorites" article.

1.3 Tasks

Tasks are activities that need to be performed. They allow you to track and assign these activities to yourself or other users. Tasks are also used for request management in Constellio.

The tasks tab is the same as in Constellio. To learn how to manage tasks in Constellio, see the article " Tasks ." 

2. Action Menu

The "Files" tab consists of three main actions: New, Upload, and Link. There is also a drop-down menu that offers several options related to folders and documents.

2.1 New

This option allows you to add a subfolder, a blank document, or a new document from an existing master page.

1. Press the "New" button;
2. Choose what you want to create;
3. Enter the title of the element to be created;
4. Complete.

2.2 Upload

This option allows the same choices as the "New" action, but by uploading already existing content that is located on the user's computer. It is possible to add one or more documents by the file browser or by dragging and dropping.

1. Press the "Upload" button;
2. Drop documents by the "..." button or by dragging and dropping. By default, the title of the document will be the same as that of the file being uploaded.

2.3 Linking

This option allows you to link an Office 365 item (Sharepoint, One Drive, Teams, and Exchange) to a Constellio folder and/or channel. It is also possible to create a shortcut from one Constellio folder or document to another Constellio folder.

1. Press the "Link" button;
2. Navigate through the trees and choose what you want to link to the file;
3. For Office 365 items, choose whether you want to create an "archive link" or a "view link";  
4. Press "Create" when the choices are made.
   Archive link

   The archiving link will allow the data to be repatriated during decommissioning.
   Consultation link

   The lookup link will link the item to multiple places for viewing and work but will be archived elsewhere.

2.4 The Action Menu

The menu offers various actions to be taken on folders and documents. These are the same actions that can be done in Constellio, but in the Teams environment. 

2.4.1 Actions on the file 

For the details of each action, please refer to the Folder Overview page.

2.4.2 Document Actions

For more details on each action, please refer to the Document Actions page.  

2.5 Research

The search box allows you to find your Constellio or Office 365 documents in a single search, in a contextualized way to adapt to the user's current position in the "Files" tab. 

3. Liaison between Teams and Constellio

To use the Channel Content Manager, please follow these guidelines to set up your Teams with your Constellio.

3.1 Create a Team and Channel Plan

To prepare your project, don't hesitate to create a team and channel plan. In the example below, you'll be able to see what you need to consider for your preparation. (Example only in French)

3.2 Folder VS Heading

When linking your channels, a blue folder will be created at the folder or heading level in Constellio. The section illustrates the view of your environment in a more concrete way. So you'll have this vision during your preparation. In case the folder is only used via Teams, this is not a problem, but in the Constellio view you have to think about some details.

3.2.1 Folder-level liaison

Here in my environment, I've linked my "Website" channel to a folder already created in Constellio. This is how it is represented in Constellio's virtual space.

However, as you can see in the screen printout, folders and documents are linked under the "Website" folder and not in the blue "Marketing & Sales - Website" folder. So to be able to see these items in the Constellio tab of Teams, I made a shortcut from the "Website" folder to the hybrid folder. Thus, during the consultation via Teams, we will be able to see all the files and documents.

3.2.2 Classification Plan Heading Level Linking

When the folder is linked to the classification plan topic, the blue folder will appear like any Constellio-native folder. 

At this point, any folder created directly in that folder will appear in both Teams and Constellio. It is also possible to move native Constellio folders to the blue folder. These will then appear in both the blue folder in Constellio and the Teams tab.

3.3 Create teams and channels in Teams

In Teams, go and create the channels and teams of your choice. 

1. To create a team, click on "Join or create a team";
2. In this team, click on the three dots, then on "Add Channel";
3. Fill out the creation form and "Save";
   Confidentiality

   You have three kinds of privacy:
   
4. The channel is created.

3.4 Link via Teams

When you link your Channels Content Manager through Teams, you'll need to link it to the correct folder or topic. 

1. Create a Teams team;
2. Create a channel;
3. In the plus, search for "Constellio Channel Manager" and then select it;
   
   
4. In the window, add the URL of your Constellio, then "Save";
5. In the "Constellio" tab, log in with your information to Constellio;
6. In the window, choose the collection you want to link to the Channel, as well as the folder or topic of the classification plan;
   Blue Folders

   Linking your channel to the root will create a blue folder at the root of your Constellio. If it is linked to the folder, your blue folder will appear in the yellow folder.
7. Once you've made your choices, "Save." An authentication window will open. Teams will display this message;
8. Click on the page when the authentication is successful. The channel is now ready.

3.5 Linking via Constellio

When you link your channels through Constellio, you don't need to select the linked topic or folder, as this is already determined in Teams. 

1. Make sure your teams and channels are created;
2. Log in to Constellio;
3. In the "Office365" tab, navigate to the "Teams" icon;
4. If a channel is not already linked, it will not have a link symbol;
5. Right-click on this channel and click "Link in Constellio";
6. This window will appear. Choose between the folder or a topic you want to link;
7. The link is created.

4. Security 

When making your preparations, you need to think about how safe to apply. Depending on the security applied in your Constellio, you will need to give the right access to Teams teams. The two go hand in hand. 

Constellio's accesses will follow on the official folder types. For example, if a user has access to an Administrative Unit but not the channel whose recordings are linked to it, they won't be able to see those items through Teams. When connecting to Constellio, he will have access. If, in the same vein, the user has access to a channel that is linked to records that the user does not have access to, they will not see these items. Access to administrative units and read/write/delete follows these guidelines. The same is true for Security Clearance. For more access information, you can also consult the Security Management or the O365 Security page.

The security that will apply for co-authoring folder types will be Office365.