O365 overview

iO 365 Space 

Space 365 is a feature that allows Office 365 tools such as Teams, OneDrive and Sharepoint to be linked to Constellio. Espace 365 offers centralization of information in a single platform. From Constellio, it becomes possible to identify and carry out actions on documents or folders found in the different applications of the Microsoft suite. As a result, Espace 365 makes it easier to search and import your files and documents classified with these tools.

When installing the feature, two new options become available: The Office 365 tree at home and unified search.

1. Overview

2. Office 365 tree

With Espace 365, a new tree becomes available at the reception: the Office 365 tree. The Office 365 tree allows you to navigate SharePoint, One Drive, Teams, and Exchange tools. 

It is also possible to consult the elements and perform some actions.

2.1 Actions on a document

Action Name	Description	Footage
Consult	This option allows you to view the document in a new window.
Create a link	Use this option to link an Office 365 item to a folder or directly to the root of a topic to create a unified folder.
Edit online	This option allows you to edit the cloud document in your SharePoint personal space.
Import into Constellio	This option allows you to import the document into an existing folder in Constellio. It is also possible to check the option "Remove from Office 365 after import?".
Add to favorites	This option allows you to add the Office 365 document and add it to your favorites in Constellio.
Message in teams	This option allows you to share the document in the Teams channel of your choice, mention users, and "tag" the message as important.
Download	This option allows you to download the latest version of the document to your workstation.
Rename	Use this option to rename the title of the document.
Delete	This option deletes the document.
Copy	This option allows you to copy the document to another folder.
Move	This option moves the document to another folder.

3. Unified search

Search in Office 365 works with the simple search engine in Constellio. For more information on simple research: see the article on simple search of the documentation. 

3.1 The Office 365 Tab

The search is divided into two tabs: 

1. Constellio : Search results in the " Constellio " tab refer to records already filed in Constellio;
2. Office 365 : Search results in the " Office 365 " tab refer to documents filed in your SharePoint, OneDrive, and/or Teams.

3.2 View a document

By clicking on a document, it opens in a split panel window. 

Two tabs appear: 

1. Visualization: this tab allows you to view the document;
2. Metadata: This tab contains metadata that is associated with documents such as title, author, origin, and link to the document.

4. Unified Records

Unified folders are used to create a logical link between Constellio content and Office 365 content. The Constellio folder then transforms to contain references to Office 365 objects. This makes it possible to work quickly with Microsoft's suite through Constellio's interfaces and to repatriate content if desired. 

4.1 Actions on a file

 4.1.1 Consult a unified file

When a folder is unified, you can see Office 365 objects in the Contents tab of the folder. It is then possible to tap on one of the elements to view a document or to get the subtree for other types of objects. External links are represented by a cloud icon.

4.1.2 External links

Use this option to configure Office 365 objects that are linked to the Constellio folder. It is through this action that a file becomes unified. 

1. Go to the Office 365 tree;
2. Click on a folder;
3. In the folder, click on "Create Link". You must choose whether you want to link the folder to a folder or topic in the classification plan. Subsequently, click on "Continue";
4. This window appears. You must choose whether you want to create an "archive link" or a "view link" and then "Save";
5. A message confirms that the link has been created. It is also indicated in the tree that the folder is linked.

4.1.3 Add to favorites

It is possible to add your folders to your Constellio favorites.

4.1.4 Repatriate content