How to connect microsoft teams with file systems

This "how-to-connect" documentation will explain the initial configuration of an example connection from File System to a Microsoft Teams Document Library.

This guide presupposes that you have installed the Layer2 Cloud Connector and that you are familiar with its basic functionality. The Layer2 Cloud Connector User Documentation will provide you with all necessary information.

Contents

1. Configuring Microsoft Teams

2. Configuring the Layer2 Cloud Connector

2.1 Creating a new connection

2.2 Configuring the Data Entity 1

2.3 Configuring the Data Entity 2

2.4 Running your connection

3. Hints and known issues

3.1 Connection direction

3.2 Bandwidth

3.3 Limit of files

3.4 SharePoint view threshold

3.5 UNC notation

3.6 Domain account

1. Configuring Microsoft Teams

Behind every Microsoft Teams channel is a SharePoint Online page. In order to sync files to our Microsoft Teams channel we will need to retrieve the underlying SharePoint Online library URL.

The screenshot below shows where to find the URL, copy it as we will need it later for the connection string. 

2. Configuring the Layer2 Cloud Connector

2.1. Creating a new connection

Create a new connection by using the  Create New Connection option in the Actions pane (right-hand side). The new connection will appear at the bottom of the Connection Manager List (left-hand side). Click on your newly created connection to open the connection configuration settings.

Choose a meaningful name for your connection and replace the current "New Connection"  Connection Title with it.

Connections to File Server can be bi-directional. An initial connection should always be uni-directional to assure that both data entities are identical before switching to bi-directional. Therefore, choose Left to Right as  Direction. You can change this setting after your initial synchronization finished successfully.

2.2. Configuring the Data Entity 1

We will now set up our Data Entities. Go to the data entity “Data Entity 1” to open the configuration settings.

Choose a Data Entity Title. It is recommended to give your entities meaningful names to maintain an overview when you decide to set up multiple connections.

Select the Data Provider for File System from the data provider list. You can search for File System by typing into the selection box.

For the Connection String, we need the in step 1 mentioned information. You can copy the below connection string and adjust it to match your gathered information. Use the  Verify Connection String option to evaluate if the provided connection string is valid.

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

• "Directory=path;" this property defines the folder where the files are in you want to synchronize.

The Select Statement text box is used to define specific data queries, e.g you can filter for specific filetypes. We do not need it in this case. Save your changes by using the right-hand pane option  Save Changes .

To check if all necessary columns are received, you can use the  Preview Data option on the right-hand pane which will provide you with a pop-up window showing your sample data from your File Server entity.

2.3. Configuring the Data Entity 2

We are going to send the data to your Microsoft Teams channel. It's required that you set up this library prior to the next steps. Your channel should contain matching columns according to your source entity.

Use the left-hand pane to switch to the data entity "Data Entity 2".  We will be using the Layer2 SharePoint Provider for this setup. 

For more information about the SharePoint provider visit:

https://www.layer2solutions.com/support/cloud-connector-faqs/layer2-csom-sharepoint-ado-net-provider .

You can copy the below Connection String which contains the minimum of required properties to connect to your custom SharePoint Online Document Library.

URL=https://your_custom_sharepoint_library_url/Forms/AllItems.aspx;Authentication=Microsoft_Modern;

• "URL=https://your_custom_sharepoint_url/Forms/AllItems.aspx;" this property defines the URL of your custom document library that will be addressed.
• "Authentication=Microsoft_Modern;" this property will determine the authentication method used. Microsoft_Modern is the default authentication method to access Microsoft Office 365 / SharePoint Online and should work in most cases, even if the SharePoint site is connected to an ADFS. This authentication does not need any further connection string settings, other than the URL of the connected system.

Save your changes by using the right-hand pane option Save Changes .

In the next step, we will configure our mapping settings. Click on the  Mappings option on the left-hand pane.  If your fields from SharePoint are named identical to the fields from your source system, the  Enable Auto Mapping option will match those columns. Disabling this option allows you to match your columns as needed. We enabled auto-mapping in our setup. Save your changes by using the right-hand pane option  Save Changes.

2.4. Running your connection

To run your connection switch back to the main connection configuration node and use the Run Now Button located on the bottom of the setup page. The Run Synchronization Toolbox will also display the synchronization process. 

Below is a data preview of the information we have accessed in our source entity:

This will be the result in our Microsoft Teams channel after our initial successful synchronization:

If you want to use a bi-directional syncronization, you can now switch your connection directon after our first initial synchronization run finished successfully. After adjusting the direction, you should check your Mappings settings again because some systems might include read-only columns that cannot be mapped directly.

We also recommend to choose a Conflict Resolution that matches your enviroments needs. You can find out more about the different conflict resolutions in our Layer2 Cloud Connector User Documentation.

3. Hints and known issues

3.1. Connection direction

As far as tested, this connection supports uni-directional as well as bi-directional synchronizations.

3.2 Bandwidth

Take care about bandwidth limitations and Office 365 throttling, especially for the first sync. Estimations are displayed if using the toolbox for first sync. Estimations can change during the sync process, stay patient. You can stop and restart the sync whenever you want.

3.3 Limit of files

While there is no hard limit for the amount of files to sync, keep the number of documents per library (connection) as low as possible. To keep 100.000 documents in sync should not be problem, a powerful configuration can do much more. But consider the SharePoint / OneDrive limitations, and your Office 365 plan.

3.4 SharePoint list view threshold

Be aware of the SharePoint list view threshold (above 5.000 / 20.000 documents per library). This is not an issue for the sync - but could be an issue for some SharePoint features and apps. Users will still be able to page through a library, use search to find specific files. There can be issues with using specific views, filters, grouping etc. See Microsoft documentation for more details.

3.5 UNC notation

If you are using a source path similar to H:\myPath and got a "not found" error, please make use of UNC notation, such as \\myServer\myPath.

3.6 Domain account

Note that the sync is processed by the Layer2 Windows Service. If it runs under a local service account, it will not have access to shared drives. You can run under a domain account to fix this issue. In this case you don't need to give access data in the connection string.

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