How to Set Up a Microsoft Teams Site Using DocDrive365

   Words by Paul McQuillan

   on 15/06/2021 15:18:00

Within SharePoint Online we can create modern Team sites, and these can be integrated into Microsoft Teams to support multiple channels of collaboration in Teams.

This can be driven from Dynamics 365 using DocDrive365 – so that each record in Dynamics results in a New Team, or contributes to an Existing Team.

Please Note: The following steps aim to show how this can be configured, taking a Custom Entity in Dynamics (Engagement) and showing how the configuration to create a new Team for each Engagement record.


STEP 1 – Open the DocDrive365 entity definition

We can use the DocDrive365 App to browse the list of Dynamics Entities that we have configured to work with SharePoint, and open the Entity that we want to synchronise with MS Teams:

Engagement_Entity


STEP 2 – Add a record rule to specify a new Microsoft Team site for each record

We look at the DS4 – Record Rule for what SharePoint concept should be created for a new Record of this Entity.

Team_Site_per_Engagement

In this case, we want to set this Rule to a modern SharePoint site – this instructs DocDrive365 to create a New Modern Teams Site for each Engagement added to CRM.

The usual DocDrive365 configuration works for us here in basing the Name of the MS Teams Site from a Field in CRM, or giving a Fixed Name if we want multiple records in Dynamics to use the same Team Site.


STEP 3 – Check the site rule

We need to make sure that we have a DS1 – Site Rule that connects up to (typically the root of) a Site Collection that we will use to create new Modern Teams Sites.

With these rules in place, we can then create a new Engagement Record to result in a New Modern Teams Site in SharePoint.

Engagement_in_CRM

This will then create a New Teams Site for:

Teams_Site

Which can (either manually or automatically) appear in Microsoft Teams

Teams

This gives a basic example of how to integrate Dynamics with Microsoft Teams – using the example where we may want each new Engagement to be reflected as a new Team for collaboration.

In future articles, we will look at practical examples of hooking elements of Dynamics into Teams and how we can put Teams to use.

  • Having multiple records in Dynamics connected to same Microsoft Team – using the example of having each Support Case connected to one central Team for that Client
  • Building an Activity Feed into the Teams Site based on updates in Dynamics – so each Case or Opportunity contributes to the Chat Feed in the Team
  • Synchronizing Security / Team Membership from Dynamics to the Team

This allows to take the core Document Management concepts of using Dynamics and SharePoint together, and apply these to Collaboration in Teams.


Further Reading: From the beginning, learn more about DocDrive365 >>

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