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Using Content Types in Teams

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Tom Hamilton
New Contributor

We're exploring the idea of using Microsoft Teams (instead of creating individual team sites directly in SharePoint) and using the Files area of teams to save files. However, we want to use Content Types to classify our files (set retention periods, group files). I've added our content types to the SP site the Teams has created but when I upload files to Teams it doesn't prompt me to select a content type, nor does it flag up there are mandatory columns to complete before it can be saved. Is there a way to force selection of a content type when uploading files through Teams? Or is the only alternative having to then open the document library in SP and amend the file properties that way?

10 Replies

This functionality is not yet available in Teams. However, it looks like they have plans to integrate more SharePoint functionality into it. Check out the Office 365 Roadmap website (https://www.microsoft.com/en-us/microsoft-365/roadmap). You can search for Teams and find that there is a feature that is In Development called "SharePoint and Microsoft Teams: new Files experience". 

 

Here is the description: 

Manage files in Microsoft Teams with the full power of SharePoint. With the new Files experience, you will be able to add and manage custom columns, sort and filter files with custom views, trigger workflows, and sync files to your PC or Mac. Available this summer.

 

The roadmap says it is due for release in November 2018. Hopefully we start seeing this update soon!

Solution

Hi Tom and Kevin,

 

Got some slides from the PAC yesterday on exactly this subject,

 

Fall PAC 1.PNGFall PAC 2.PNGFall PAC 3.PNGFall PAC 4.PNGFall PAC 5.PNG

Hope that helps to make a decision. I would recommend using Teams going forward but appreciate you need to wait for the functionality to come in within the next month or so to make a final decision.

 

Hope that helps

 

Best, Chris

Full metadata support in Teams is coming, but until is there you have two options:
(1) Work with your metadata in the SPO site
(2) Add ccess to the document libraries in Teams using the Web Site Tab
Thanks Chris,
Our plan was to migrate our file shares into SharePoint team sites (each with 1000s of files, hence the need for content types), would you still recommend we do this using the sites created as part of the MS Teams?
You can use the team sites which is teamified either by putting the files in the teams folders ( ending up in channels ) or outside the context of teams! The entire library can later be added to teams via a tab or as a shortcut in the files tab, if you don’t want to move the files again into teams folders!
Hi Tom,

I agree with Adam here - there are a few ways to do it. If you are moving with a migration tool such as ShareGate or AvePoint, migrating these to SharePoint Online, and the files are all on premise on a share, you can either go with building the team sites and migrating the data, building the Teams and importing the libraries into Teams (https://blogs.technet.microsoft.com/skypehybridguy/2017/10/28/microsoft-teams-use-an-existing-sharep...) or build the teams which create the Team Sites and Libraries.

You will find different opinions and experiences from the experts on here on how to achieve that. If it were me personally, there are a few factors to weigh up to put a strategy in place such as how long it takes to migrate/upload the data vs the organisations desire to use Teams,, how long it would take to build the Teams/SharePoint structure and auditing to see whether all the data is even necessary to migrate going forward (I have worked with organisations who have legacy of up to 60% of their entire file estate). What I think is critically important are two things: the first is establishing and agreeing what Teams and Teams sites you need for the business Day 1 which will help you determine which option you choose. The second is to decide how users work with files - some files you may only want to be on SharePoint not in Teams (such as security documentation).

Whilst I can't say with certainty unless I was actively managing this migration, and others will certainly have their own opinion from their own experiences and knowledge, my gut would be to create the team structure, and then migrate into the corresponding folders created by the Teams. This is because you can get quicker adoption of Teams, and they can leverage other functionality within those Teams. I would do this when the added compliance functionality is introduced in the near future in order to have to go back and retrospectively do it.

Hope that helps

Best, Chris
Thanks for this article it helped a lot! its nice to know that we can use content types with teams if we need them. Our heavy use case for content types right now is that we need them to meet government standards for retention polices. Problem: staff hate filling out a ton of meta dat fields and they often classify it incorrectly. So for retention would you continue with Content types or try to move away from them to just using 365 labels and retention polices that search for keywords and apply all the meta data atomically in the background? I just don't want to introduce the same problem in Teams and end up lowering user adoption but I have to meet these requirements.
Do you have any help articles that show how to add column's in Teams?

@Sandy_valleeHi! Interesting that you didn't get any response to your quesiton. I'm wondering the same. Labels or content types..

The new features in Teams that were referred to above have not arrived yet, we still have the original file experience which can not be customized. The update is still in the development systems prior to release. One workaround is to add the page of the SharePoint document library using a website tab.

 

I would always now use Labels to define retention rules, it's the tool that has been built for the job.

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