May 28, 2020

Merging Microsoft Teams using TeamsHub by Cyclotron

In this article, we will show how we merge different Microsoft Teams which till now is not possible. You got to know it first from us!

So if you have been using Microsoft Team or have been an administrator of Microsoft Teams, it is pretty much well known that two different Teams cannot be merged.

There have been various discussions, technical resource articles, and Microsoft Community questions. However, the answer is consistently the same- it is not possible as of today and we need to wait for Microsoft to provide a solution in the near future.

Well folks, the wait is over. Our flagship product – TeamsHub by Cyclotron now makes the impossible possible.

It is as easy as selecting the Team you want to migrate aka the “source” and moving it to the intended Team aka the destination. We also provide two flavors to merge – you can merge it this very instant or you can schedule a time for this merge to happen – say over the weekend.

All the data, channels and artifacts such as permissions, guest members are carried over to the merged Team.

In addition to this awesome feature, check out TeamsHub by Cyclotron for more which is a unified platform providing ease of administration and governance, employee engagement and adoption and training using expert video instructions and help center for Microsoft 365 workloads such as SharePoint, OneDrive and Outlook in addition to Teams

For more information or to schedule a demo please reach out to sales@cyclotrongroup.com

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April 29, 2020

Automate Site Provisioning with Dynamic Forms using TeamsHub by Cyclotron

Introduction

Dynamic request forms offer a robust team creation process that enhances governance and accountability for Microsoft Teams using TeamsHub by Cyclotron. In dynamic forms, the number of columns is not fixed but changes during runtime. By offering flexibility to vary columns, dynamic forms streamline data gathering, and storing. In this article we will see how to automate dynamic forms using TeamsHub by Cyclotron.

Automate dynamic forms in TeamsHub by Cyclotron, to allow capture team profile data as they come in. Before a team starts to function, the user submits a form so that administrator gets all vital details for verification. Also, users can submit team requests in various situations. For example – launching a new project, updating a project, commencing a new task, adding a new work scope, etc.

In TeamsHub by Cyclotron, administrators can create completely customizable dynamic forms without writing a line of code. Isn’t that great! They can modify the form template whenever they want as per organizational needs.

Let’s explore the benefits and technicalities of dynamic forms offered by TeamsHub by Cyclotron in the next few sections.

How Dynamic Forms Help

  • Firstly, dynamic forms help in process and workflow management.
  • Secondly, a dynamic request form clarifies the purpose of a team to an administrator.
  • Thirdly, it can trigger additional information and follow-up questions considering the requester’s input.
  • Lastly, it can help assign additional members or owners to a request considering the project for which the team is created.

Creating Dynamic Forms

To create a dynamic request form in TeamsHub by Cyclotron, click ‘Site Provision Settings’ in Settings. Then, click the link ‘Click here to update the form’. A pop-up form appears where custom columns can be added.

Dynamic forms for site provisioning

Now, click ‘Add Field’ icon to add a column, choose its type, and enter a value. You can also provide a tool tip for reference. Besides, you can mark the column as mandatory by ticking the ‘Required’ checkbox at the end.

Accessing Request Form

Now, to access dynamic form, click ‘Create a Team’ button. Thereafter, the team creation process will lead you through a few steps before you finally get team request form. The following columns are currently available in the form by default:

  • Name – It specifies team name
  • Description – It specifies a description of the team
  • Alias Name – It specifies group email id
  • Member – It specifies member(s) of the team
  • Owner – It specifies the owner(s) of the team
  • Classification – It specifies organizational classification to which team belongs

Besides, once you add dynamic columns, the team request form will look like this:

Team request form

Finally, the new request created by the user awaits the administrator’s approval.

Summary

Automating team request form is must-have functionality of modern collaboration tools. With TeamsHub by Cyclotron, administrators can automate workflows simply using a visual wizard. Creating and customizing powerful dynamic forms has never been easier.

For more information on TeamsHub by Cyclotron please visit our blog or our main site at https://teamshub.io

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April 20, 2020

Advanced Search using TeamsHub by Cyclotron

Introduction

Avoiding Teams sprawl and finding relevant information is an important consideration for Microsoft Teams governance. In this article we take a look at finding information using Advanced Search using TeamsHub by Cyclotron.

Performing an acute search in an organization that has thousands of collaborative teams is often overwhelming for administrators. TeamsHub by Cyclotron introduces smarter ways to find teams. We have integrated filters to streamline your search and render high quality matches in your results.

In this blog, we will discuss the following topics:

  1. Key Points
  2. How to Access Search and Create Hubs
  3. What are Filters
  4. What is Advanced Search and How to Access it
  5. Example Scenarios

Key Points

In TeamsHub by Cyclotron –

  • Search is performed based on team name, tags, and classification.
  • Advanced search can be used by both administrator and user.
  • Advanced search does not support hub creation.

How to Access Search and Create Hubs

  1. Sign in to TeamsHub by Cyclotron using appropriate user account and password.
  1. To search teams, go to All Teams and enter a search criteria in search input box.
Search criteria
  1. Use a search term – team name, tags or classification to search a team. For convenience, TeamsHub by Cyclotron provides tool tip in standard search.
Search Tags and Classification
  1. Now save the derived results as hub by giving a hub name after clicking Save Hub button.
Advanced Search: Save favorites as Hubs

Henceforth, if new teams are added to your Office 365 environment matching any search criteria in existing hubs, they get automatically added to appropriate hubs.

Filters

Filters are a set of parameters used to customize your search query to eliminate irrelevant content from your results. Filters help in finding exact information that you are looking for.

In TeamsHub by Cyclotron, to apply filters, you need to specify:

  • An Attribute to filter on
  • An Operator to set the filter condition
  • A Value to filter by

There are five types of attributes:

  1. Name – it specifies team name.
  2. Visibility – it is either public or private.
  3. Member/Owner – it specifies team member or owner name.
  4. Tags – it specifies tags used for labelling teams based on attributes such as team role, project, skill etc. For example – HR, IT, and Audit.
  5. Classification – it specifies classification labels used to categorize teams based on purpose, location or organizational structure. For example – Internal and External.

Now, there are three types of operators:

  1. Equal – this operator is used to match specified attribute with a specified value.
  2. Not Equal –this operator is used when specified attribute must not match a specified value.
  3. Contains –this operator is used to match a specified attribute with a specified value in the same sequential or contiguous order.

What is Advanced Search and How to Access it

Advanced search is a set of filters used to perform complex searches by creating a search query. A search query is formed by combining a field and a query operator as discussed above. To access advanced search in TeamsHub by Cyclotron, go to All Teams and click the Advanced Search icon next to search input box on top of the screen.

Advanced search button

Example Scenarios

Let us consider creating a search query using three different filters:

[Filter 1: Attribute=Classification; Operator=Contains; Value=”aud”]

Advanced Search Example 1

Now the results will fetch all teams with classification ‘Audit’. 

[Filter 2: Attribute=Member/Owner; Operator=Not Equal; Value=”Anton Adamson”]

Advanced Search Example 2

Now, the result returns a list of teams where ‘Anton Adamson’ is not a member. 

Let us use a combination of two filters now:

[Filter 3: {Attribute=Visibility; Operator=Equal; Value=”private”}{Attribute=Tags; Operator=Not Equal; Value=”it”}]

Advanced Search Example 3

Here, the result returns all those teams that are private and do not contain ‘IT’ tag. 

Similarly, you can refine your searches using two or more than two filters at a time.

Summary

TeamsHub by Cyclotron ensures that searching is an awesome experience for you. Gain control over your searches and get what you want in no time. If you are looking forward to make your searches straightforward, TeamsHub by Cyclotron is a perfect tool for you.

For more information on TeamsHub by Cyclotron please visit our main site at https://teamshub.io or our blog for more articles.

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April 19, 2020

Administration Management using TeamsHub by Cyclotron

In this article, we dive into managing administration using TeamsHub by Cyclotron.
Administration Management using TeamsHub by Cyclotron

Introduction

IT Administrators are an important part of any company especially as organizations grow. Similarly, a global administrator in Office 365 also plays an important role. Administration Management using TeamsHub by Cyclotron plays an important role to help ease the burden and streamline governance.

A global administrator, using TeamsHub by Cyclotron can automate collaboration settings, assign owners, manage licenses and domains, manage users and teams, customize policies, and perform many other operations.

However, a global administrator’s role can be too centralized. Therefore, dividing the administrator role can greatly ease the team workload and set up the organization to scale easily. Also, delegating rights and privileges to specific tasks can help organizations expand administration capabilities for efficient management.

Administration Management using TeamsHub by Cyclotron

In this regard, TeamsHub by Cyclotron simplifies governance through automation without complex Powershell commands and by using a unified interface to streamline governance. Additionally, TeamsHub by Cyclotron puts a structure around administration by providing three administrator roles.

  • Global Administrator
  • Teams Service Administrator and
  • Reports Reader.

Let’s explore each role one by one in the following sections

Global Administrator

In TeamsHub by Cyclotron, a global administrator can perform the following tasks:

  • Firstly, manage Teams’ creation using automated workflows. Besides this administrators can manage guests, naming policies based on standard blocked words and custom blocked words and assign organization-specific classification.
  • Secondly, global administrators can set up expiration policies for each team via a set of rules. This sends notifications to team owners on certain actions that need to be taken and provides alerts during the period of inactivity before Teams can be disposed of or archived.
  • Thirdly, automate Microsoft Teams governance for site creation and management. To achieve this, an administrator can utilize dynamic forms and external workflows and define naming policies based on custom attributes and by using templates.
  • Additionally, create and manage teams and configure access rights by applying Information Rights Management (IRM) to prevent content misuse.
  • Also, create tags for quick discovery of information and updating multiple teams in one go.
  • Perform an advanced search using filters and create hubs to save the results for organizational needs.
  • Gain real-time insights into teams through a powerful dashboard to measure teams’ performance and make informed business decisions.
  • Track popular, inactive teams or archived teams in your organization based on teams’ activity threshold. Administrators can also see the latest teams that have been added.
  • Track and manage externally shared files or documents and even revoke access for security reasons.
  • Get actionable reports based on various criteria such as metadata usage, team or device usage, etc. You can also share reports with third party contractors.
  • Finally, a global administrator can optimize voice solutions. From a user-friendly interface, create, test and troubleshoot Direct Routing Configuration.

Teams Service Administrator

In TeamsHub by Cyclotron, Teams Service Administrator has similar responsibilities like the global administrators to manage entire Microsoft Teams environment. As a Teams Service Administrator, you can utilize all tools and features except:

  • Voice routing or telephony settings
  • Managing teams creation process
  • Setting up naming conventions for teams
  • Classification of teams
  • Managing external access

Report Reader

A Report Reader helps in creating better visibility of reporting and making reports more accessible. They have a very limited access to administrator portal in TeamsHub by Cyclotron. This role is read-only and can be assigned to any Office 365 user across the organization. As report reader, you can only view dashboard and access all the reports through Analytics.

Summary

We understand that administration management for Microsoft Teams and organizational needs can be tedious and time consuming. Hence, TeamsHub by Cyclotron provides more flexible ways to administer ensuring availability, reliability, security and integrity of your cloud systems and environments.

For more information on TeamsHub by Cyclotron please visit our blog or our main site at https://teamshub.io

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April 16, 2020

Direct Voice Routing for Microsoft Teams using TeamsHub by Cyclotron

In this article, we explore automating Voice Routing features using TeamsHub by Cyclotron

Introduction

Microsoft Teams is an intelligent communication system that provides a flawless collaboration and immersive engagement experience of hi-def audio and video, calls, chat, screen-share and much more. Workgroup collaboration on projects, sharing ideas via conference meetings and delivering global live events became easier than ever. Thus, in a very short time, Microsoft Teams grew popular. Undoubtedly, Microsoft Teams is the next-gen collaboration suite that smart business leaders of today want to invest in.  

Microsoft Teams handles voice in two different ways using Microsoft Phone Systems/ 

  1. Calling Plans 
  2. Direct Routing  

Specific countries limit Microsoft Calling Plans. Therefore, configure a user’s existing phone infrastructure using Direct Voice Routing. Direct Voice Routing is one of the most important features in Microsoft Teams. It also incurs lower line costs than Microsoft’s Calling Plans.  

Direct Voice Routing

Overview

Direct Voice Routing requires Session Border Controller (SBCs) for Microsoft Teams. This enables connection to a Public Switched Telephone Network (PSTN). Firstly, you need to configure SBC as recommended by a certified SBC vendor. Secondly, connect it with Microsoft Phone System and enable direct routing and configure voice routing. Finally, translate numbers into an alternate format. Voice routing policy is a container that holds all routing elements such as PSTN Gateways, PSTN Usages, Dial Plans and Voice Routes in it. The ordering of PSTN Usages and Voice Routes is critical for sending calls in order to specific PSTN Gateways. In summary, Voice Routing Policy determines how a call is routed for that user. 

Using TeamsHub by Cyclotron

Setting up voice features for Microsoft Teams requires in-depth knowledge of complex PowerShell commands along with rigorous experience in Skype. A user-friendly interface for creating, testing and troubleshooting Direct Routing configuration reduces the utility gap, making it simple and efficient.

Let us look at some of the features that make the administrator’s job simple and easy. 

1. PSTN Gateway 

PSTN gateway enables phone and media connection between two different types of networks. Configure all protocol related settings here including information to be sent to physically deployed SBCs in the PSTN gateway. This is to add SBC as a PSTN gateway and includes the following parameters shown below

Direct Voice Routing - PSTN Gateway

Additionally, set values as shown below

Direct Voice Routing - PSTN Values

2. PSTN Usage 

PSTN usage has multiple voice associated routes to send calls to various regions.  Assign PSTN usage, different voice routing policies. PSTN usage finds a matching rule related to call permissions when user dials a number to a particular site. 

Direct Voice Routing - PSTN Usage

The field Usage Name is a text pertaining to a geographical location, for example –  US, US and Canada, International, etc.

3. Dial Plans 

Call authorization and call routing need dial plans, a set of normalization rules to translate dialed numbers to an alternate format. Different dial plans interpret the same string of numbers differently. Based on this interpretation, numbers are translated and routed. The dial plan follows a descriptive naming convention to identify assigned users. 

Create and manage a new dial plan simply by filling in the values in the given parameters using TeamsHub by Cyclotron.

  • Dial Plan Name: Global/NR2 
Direct Voice Routing - Dial Plans

4. Voice Routes 

In TeamsHub by Cyclotron, creating a voice route can be followed with simple steps. A descriptive route name can be given to the Name field. Then, Number Pattern is a regular expression to match. Once matched, it sends the call to the defined SBC(s). You can then select FQDN, the domain name for your SBC and PSTN Usage. 

For example, the values for these parameters can be set as: 

  • Name: Route1 
  • Number Pattern: [0-9]{10} 
  • FQDN: sbc.contoso.com 
  • PSTN Usage: US & Canada 
Direct Voice Routing - Voice Routes

5. Voice Routing Policy 

Using PSTN Usage(s) and their defined Voice Route(s), you can easily create Voice Routing Policy with TeamsHub by Cyclotron. 

For example, the values in the given parameters can be set as: 

  • Name: Policy1 
  • PSTN Usage: US and Canada
Direct Voice Routing - Voice Routing Policy

6. Assign Voice Routing Policy 

Assigning a Voice Routing Policy is once again pretty straight forward. In TeamsHub by Cyclotron, simply select a Voice Routing Policy and username from Select People. 

So, when a user makes a call, based the Voice Routing Policy, a list of PSTN Usage(s) is returned. The Voice Routes linked with the PSTN Usages are verified to check if the number matches. If so, then the call is sent to the SBC(s) in the route with the highest priority. However, if call cannot be routed through the SBC for whatever reasons, the remaining matching routes are used. 

Direct Voice Routing -  Assign Voice Route Policy

Thankfully, TeamsHub by Cyclotron makes voice configuration hassle-free for administrators. 

Summary 

When teams grow in large organizations, trying to work collaboratively in a fusion of several communication tools is neither practicable nor productive. It’s time to renounce old communication platforms and welcome a sleek, modern and efficient collaboration suite like TeamsHub by Cyclotron to provide you scalability and happier workforce.  

Suggested Reading

If you liked this article, please feel free to peruse our blog section for more interesting content

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April 08, 2020

Security, Document Tracking and Sharing with AIP

The world is witnessing a huge upswing in remote work amid the COVID-19 outbreak. One of the most important aspects in such a scenario is airtight security across an organization’s environment. TeamsHub by Cyclotron secures confidential data and prevents potential data breaches through enhanced governance using Information Rights Management (IRM), document tracking through Azure Information Protection (AIP) and external file sharing.

Introduction

TeamsHub by Cyclotron is an automated governance platform for Microsoft Teams. It saves IT departments overheads and provides secure operation continuity by integrating the best in class features from Azure and Office365. In this article, we explore the various aspects of security, document tracking, and sharing using AIP, IRM, and others.

Microsoft has published an article intended for IT professionals yesterday. It provides important privacy and security aspects for Microsoft Teams. The full article is listed here.

One particular section of interest in governance is preventing cybersecurity threats using various tools. Sensitivity labeling, cloud app security, data loss prevention, and advanced threat protection are some of them. Additionally, protecting identity and account access is another section of note in the article.

As a matter of fact, TeamsHub by Cyclotron allows many ways to automate governance and protect data using AIP and IRM for security, document tracking, and sharing. This helps with security and compliance for Microsoft Teams. As a result, heavily regulated industries such as Banking, Finance, Insurance, Healthcare, and Lifesciences will find this especially useful. Let us take a look at some of them.

Security: Sensitivity Labeling and Guest Access

Automated governance features in TeamsHub by Cyclotron particularly provides a rich set of flexible features. Firstly, create a Team as either Private or Public. Information is now accessible to either a select or large section of users because of this setting. Private access allows for team members to collaborate without sharing information. Also, you can mark the Team as confidential or restricted. A public Team’s information is available to everyone. .

Automated Governance Team Details

Furthermore, in addition to Team visibility, guest access can also be configured.

Team Governance Settings

Security and Document Sharing: Information Rights Management (IRM)

Our governance feature set provides IRM which systematically safeguards sensitive corporate data from possible leaks. Prevent unintended users from seeing, editing, downloading. sharing and printing documents. This depends on the setting of that document and auto-expires access after a specified time.

Apply IRM settings directly using TeamsHub by Cyclotron. This is through a team-level tile view. Not to mention that this is a convenient method instead of navigating to a SharePoint Document Library or through the SharePoint Admin Center.

Information Rights Management

Security and Document Tracking: Azure Information Protection (AIP)

In any organization, collaboration involves internal and external users such as vendors, contractors, and agencies. Files or documents need to be shared only with the intended audience. Protect sensitive information outside the organization. Using AIP, administrators can automate tasks. Document tracking, setting expiry dates for access or revoking access based on unexpected or unusual behaviors can all be configured. Moreover, protected document access sends a notification using AIP.

TeamsHub by Cyclotron allows users to actively monitor document access. Of course, this can be leveraged through a usage report which shows any failed access attempts.

Azure Information Protection

Security, Document Sharing and Tracking: External File Sharing

Is external file sharing different than adding a guest to the Team? Yes – share selective content with people outside the organization. Moreover, these users are not members of any team.

In such scenarios, administrators need to be vigilant of users’ activities. Moreover, administrators must monitor permissions granted on shared content and time limit before expiry.

TeamsHub by Cyclotron provides a unified interface to bring up all externally shared files. This is one of the key governance aspects for administrators

TeamsHub by Cyclotron provides two types of interfaces. First of all, a unified view of all externally shared files across the tenant. Furthermore, a team-level interface that shows externally shared files by that team.

Document Sharing and Tracking

Provide access via a link to the document or to the document itself as below

  • Can Edit – shared for collaboration with read-write access.
  • Can View – read-only access to the document
  • Stop sharing – mistakenly shared documents or suspicious activities detected.

Finally, it is imperative more than ever to upgrade to virtual collaboration across geographical boundaries. This helps the organization to operate without any slowdown or worse shut down during emergency situations or crises. Consequently, automating governance and streamlining administration can help in creating a remote workforce very rapidly.

TeamsHub by Cyclotron understands these needs and has inbuilt security for collaboration and compliance. This along with simplified governance enables your organization’s productivity to remain unscathed and uncompromised.

Other Reading

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April 07, 2020

Microsoft Teams for US Government and DoD

Microsoft announces rapid enablement of Teams for US government entities
Microsoft Teams for US government an DoD

As you may have noted, Microsoft recently announced the rapid deployment and enablement of Microsoft Teams for the US government and DoD. This was in response to the COVID-19 pandemic which has resulted in both a health and economic crisis. You can find the full article here.

Microsoft has released a Teams Guide for Rapid Enablement in GCC, GCCH & DoD. You can also access this via the link –  https://aka.ms/TeamsGovFastPath

You can find a webinar released by Microsoft on Youtube via the link – https://www.youtube.com/watch?v=CI4s3LE9lEY

If you are a government entity and would like to leverage Microsoft Teams Cyclotron has offerings to meet your needs. We also cater to regulated industries such as Financial Services and Banking as well as Healthcare and Lifescience organizations.

Additionally, we automate Microsoft Teams’ governance and engage users with our flagship product – TeamsHub by Cyclotron.

TeamsHub by Cyclotron is a unified platform that simplifies, automates and streamlines governance. Also, with employee engagement features we provide a rich set of features along with governance. Furthermore, you can find more information in our blog articles.

Finally, to know more about TeamsHub by Cyclotron please contact – sales@cyclotrongroup.com. We are totally committed to keeping our country safe and working 24X7. #MAGA. We look forward to hearing from you.

About Cyclotron

Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients. We solve mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boost productivity, enhances collaboration, and integrates intelligence across your entire enterprise.

Read more

April 07, 2020

Automated Lifecycle Management for Teams

This article explores how Teams lifecycle governance can be automated and managed using TeamsHub from Cyclotron

Introduction

Firstly, organizations and administrators should focus on three main aspects of the automated lifecycle management of Microsoft Teams to streamline governance.

  • Provisioning: Teams request, approval, and creation
  • Operations: Managing information access and containers
  • Information Lifecycle: Retain, expire and disposal of Teams

With this intention in mind, TeamsHub by Cyclotron provides automated lifecycle management. This eliminates tons of manual provisioning issues. Secondly, any administrator surely wants streamlined governance which includes

  • Avoiding teams or sites sprawl and duplication.
  • Avoiding Teams without owners or orphaned Teams
  • Deploying a consistent architecture for the tenant environment
  • Define naming policies for Teams based on custom attributes
  • Assigning correct roles and responsibilities to each Team member
  • Organize frequently used Teams together as “Hubs”
  • Providing an automated workflow for team site creation and approval
  • Implementing enhanced security controls

Now let us look at some of the scenarios below to automate the lifecycle management of Microsoft Teams using TeamsHub by Cyclotron.

Automate creating a new team or site

The lifecycle starts with creating a Team. So, an administrator can enable Site and Team creation, whereby users can request a Team or SharePoint Site and choose to make it either Public or Private. Users can search Teams marked Public easily and the user is free to join that team. Owners control access to Private Teams. A point to note – build a Team from scratch or by using an existing template.

In either case, TeamsHub by Cyclotron grabs essential details popping up a quick request form for the user to fill out. Along with defaults such as Title and Description, the request form also asks some additional metadata which can be specified by the administrator in the site provisioning settings.

On submission, the request goes for an administrator’s approval.

Automate site creation in Microsoft Teams by TeamsHub by Cyclotron

We take this a step further using governance automation which is described below.

Automate site provisioning

A key feature of TeamsHub by Cyclotron which allows

  • Self-service provisioning of Teams while managing approvals based on business processes through dynamic forms and external workflows.
  • Creating or restricting the creation of Teams to specific groups.
  • It also makes guest management and policy management easy along with refraining users to use certain keywords while naming their Teams.
Microsoft Teams - Automated Site Provisioning Settings by TeamsHub by Cyclotron
Teams Governance Settings

Automate classifying and tagging Teams

Easily create text-based classifications for Teams such as internal, personal, business, important, etc., depending upon their unique identity, strength or structure. A second level categorization of Teams is also available based on role, project or skill. Apply another tagging dimension to Teams to classify them by expertise or departments such as IT, marketing, product, sales, etc.

Unified tagging and classification expedite discoverability, as well as easing navigation.

Governance Automation for classification and tagging by TeamsHub by Cyclotron

Searching Teams

TeamsHub by Cyclotron, lets you find Teams by three search parameters viz. name, tags, classification. Additionally, we provide advanced search capabilities using Team name, visibility (Public or Private), members/owner, tag and classification to help administrators narrow down quickly to the desired information. Store this search result further or save it as a Hub based on organizational needs.

Automate Governance using Advanced Search by TeamsHub by Cyclotron

Manage Team owners and members

Add new participants as owners or members to the selected Team in the search. Also, existing owners or members can be deleted from the Team. Moreover, with a user-friendly interface and convenient tile-view, the roles of owners or members can be swapped without hassle or complex scripting.

Microsoft Team Settings using Automated Governance from TeamsHub by Cyclotron
Team Details

Automate expiration policy for inactive Teams

After serving their purpose, many Teams tend to be inactive after the end of a project, initiative or for any other reason. To avoid Team sprawl and have active content as well as usage, TeamsHub by Cyclotron provides the auto archival of Teams by setting an expiration policy.

An expiration policy triggers a crawl through the database to uncover Teams that cross the inactivity threshold. This crawler seeks the last activity generated by users of that particular team. This is closely related to the Daily Activity Usage as defined by Microsoft. Some of the criteria include chats, and conversations, emails being sent, and files shared within a Team or group.

Expiration Policies

A few policies can be set to ensure no Team is deleted by accident

  • Owner Policy: A set of rules that require owners to review and determine the next course of action. TeamsHub by Cyclotron sends periodic notifications ( in days) to Team owners to review the Teams they own. Actions that an owner might take are – deleting a member of the Team or deleting the entire Team if it has already served its purpose. Owners can revoke access for important files or documents that are shared within the Team or externally. Flexibility to modify the review deadline as per their choice.
  • Inactive Team Policy: Notify Team owners by email if no activity is detected in the specified time period. The email contents can be structured and customized as per needs. The owner can then decide based on the response, whether to mark a Team inactive.
  • Archive Team Policy: Send email notifications to inactive teams. The automatic email notification contains the Team name, description, members list, and last date of an activity. Additionally, it provides a link to archive it with a confirmation. If owner fails to act, Team is archived automatically after sending a few reminders.
  • Team Deletion Policy: Similar to Archive Team Policy, except that if the owner of the Team fails to take any action, TeamsHub by Cyclotron doesn’t delete the Team automatically.
Automated Lifecycle management of Teams from TeamsHub by Cyclotron

Summary

So in summary, we can manage Microsoft Teams better and experience easy and convenient lifecycle management. TeamsHub by Cyclotron enables you to work with clean, accurate and relevant information at all times saving you from inadvertent and costly mistakes while ensuring that you share updated content always. We promise you an effortless and happy administration and streamlined governance!

Suggested Reading

About Cyclotron

Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients by solving mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boosts productivity, enhances collaboration, and integrates intelligence across your entire enterprise.

Read more

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March 24, 2020

People Manager Framework and TeamsHub by Cyclotron: Adopting Microsoft Teams made easy

San Francisco based Cyclotron Inc., a fast-growth company recently announced using the People Manager Framework to help Enterprises thinking of deploying or having recently deployed Microsoft Teams adopt it better, faster and easier. Along with its flagship TeamsHub by Cyclotron product, this makes Microsoft Teams experience much better for both administrators and end-users.

A common scenario in any IT organization is to roll out a new application or software. This is done by the IT department after the decision by the executive sponsor has been made. However, the rollout and change enablement process most of the time involves very few training or immersion sessions. Champions are involved sporadically and getting buy-in from some business teams is a formality. This is then followed by mass communication and training sessions for everyone.

In many cases, the wrong first experience creates end-user frustration. Also, all end users cannot be trained, all end users do not sit in the same office, or there is no one size fit all methodology especially in a multi-generational, distributed workforce. This is true for Microsoft Teams’ adoption as well.

 People Manager Framework is a simplified path for Hockey Stick adoption of Microsoft Teams by focusing on a starting point for the best end-user experience. By focusing on the persona of the employee and automating tasks such as Team creation, channels linking them to various Yammer and Stream groups, Forms and Flow, leads to manage resistance and increase adoption. This also helps in cutting down training costs and service desk tickets.

Using TeamsHub by Cyclotron, provides you an intelligent, automated and intuitive system to manage all the governance, security policies, end-user experience features across the organization through a single interface. Using bots such as HR Assistant and communicator apps drives inclusivity as compared to email or other add-ons.

About Cyclotron
Cyclotron was proudly founded in San Francisco in 2014 with the sole intent of accelerating the success of our clients by solving mission-critical business and technology challenges, through a proven network of industry-specific frameworks. We’re a trusted strategic partner to many innovative organizations in the financial, health and life sciences, public, retail, and technology sectors. Our solutions combined with your investment with us boost productivity, enhances collaboration, and integrates intelligence across your entire enterprise.

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