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Teams structure and SharePoint folder structure

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I still struggle with understanding how to use Teams without losing complete control of our folder structure.

 

One example of my challenges is a department which have several different Teams. One Team is a small group of people both from inside the department and from other departments, working on improving a report template. Another Team is a larger group of people collaborating on a report. And another Team is used for distributing the final report to a very large group of people. This means that they have conversations about the same report in three different teams, and they have their files in three different SharePoint sites. It is important that the larger group receiving the final report doesn't have access to the conversations about the ongoing development and creation of the report. This takes place on a monthly basis - we only started using Teams a couple of months ago, and already now it seems difficult to navigate in.

What is the best solution for a scenario like this?

6 Replies

Hi Anne,

 

I would ask the question do they all need to be a team? Or would it be better to use channels. as this makes more sense reading your post. this would also be easier to put the report in one place at the general channel

I will follow this discussion as we are struggling with that in our tenant, but we are still in the explore phase and are already having this kind of discussions.

Have you tried using extra tabs in the teams with a link to the library where the template report is situated?

If i am not misstaken it is possible to use versioning in documents with approval levels. In that case, a limited group of people can see proposed modificaties but, unless the document is approved, noboby else sees them. If every team uses the same document link, but has different levels of versioning approval you can maybe solve your problem with documents in your teams. Discussions can be held in the different teams but they all still work with the same document. (I am not sure I am making any sense here)

I do not know if this is how I should Enter a link but this is what I am referring to with my versioning remark. I have not tried it out myself, but it seems very promising.

 

https://support.office.com/en-us/article/how-does-versioning-work-in-a-sharepoint-list-or-library-0f...

 

 

 

 

 

 

Since you need to hide other conversations then currently you still need to keep the seperate Teams. However what you can do is have one of the three Teams or on another site all together host the file(s) in a library commonly shared by each other. Then add cloud storage option on your teams file tab and link back to this file. Then you can share a link in conversations of each team while editing.

I don’t know if each team can edit at the same time or not but if they can’t then it becomes way more complicated.

I think this is where my remark about versioning is useful. 

 

You can’t have different levels of approvals at the same time it would have to be one group then another and another. Some kind of flow would have to be attached to that. It might be able to be twisted into something useable but it’s definitely more complex setup than if they can just all work on the document at different times without security issues or overstep ;).

I would like to use channels, but I need different user groups in each channel, and that is the option that is currently not available. Maybe, we should just continue with the current setup and then change it, when the feature becomes available.

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