Coming from file server: Idea for file and folder structure in Teams / SharePoint

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Contributor

Dear all,


we're working with Teams for a year now and are now considering to move some parts of our files and folders from a file server to Microsoft Teams. Or organization structure is as follows:

 

                               Company

                                      |

        Division A                           Division B    

               |                                          |                    

 Department A 1,2,3            Department B 1,2,3

 

1. Every organization unit (divisions, departments) creates their own team in which they place all their files within the default document library. Files are placed directly in the channels where they belong to. If one or few individuals from one department need access to a folder or file within the team of another department users provide each other access via sharing links.

 

2. For the case an department has files or folders that are regularly used by other departments we create an additional document library within the team of each division. That is, each division gets one document library that is used for "public documents" for all its departments. Within that additonal document library we can break pemission inheritance and assign permissions independently from the team.

 

3. We create one (maybe an org-wide) team for the whole company where each division gets its own channel. Within each divisions channel we are creating a link to its public document library as cloud storage shortcut within the file tab. Users in the company can then easily find each divisions public document folder and synchronize it with OneDrive if needed.

 

So the general idea is:

 

1. Each organization unit (department) places its private files that are mostly relevant only to the departmet within its own team.

2. Files and folders that are of regular interest for other departments are placed within the public document library of the divisions team where the department belongs to. The public libraries are made accessible through shortcuts in an org-wide team.

 

We also thought of placing the public folders for all divisions within one document library in a dedicated SharePoint site but given the limitations we think it might be a better approach to distribute the data across multiple sites and document libraries.

 

Do you see any cavehats in our approach or could we actually implement it that way?

 

Any input or experience on this is highly appreciated!

 

Thanks
Michael

2 Replies

@layer9de 

 

The approach in  1 + 2 is pretty standard. The only thing to note is that the folders that are used for storing channel files are used for any file that is attached in the respective channel and dumped in the folder at the top level so you may end up with a bit of a mess if users share files that way. 

 

3 - if I was doing it I would create an Intranet for that and create a navigation structure in SharePoint. With the new functionality that is coming out you will be able to add an "Home Site" app to teams for all users.  Other people may have other opinions but for cross-company communications I still think an Intranet in SharePoint is the way to go rather than org-wide Teams. 

 

https://techcommunity.microsoft.com/t5/microsoft-teams-blog/what-s-new-in-microsoft-teams-microsoft-... 

@Andrew Hodges Thanks Andrew. Regarding 1 +2 and your hint: I guess we could overcome this if we recommend to place the departments / divisions private folder structure in a folder within the general channel. This would also solve issues with access to files that might arise when channels are being renamed. That means:

 

1. All private files of a department / division are placed in a folder structure within the General channel

2. For public files we create the additional document library as described

3. We distribute links to the public document libraries via an org-wide Team or Intranet (maybe via Home App when available).

 

Thanks

Michael