Team Extraction

Last updated on • 6 min read

Summary

Teamwork supports extracting an existing Microsoft Team as a Valo Teamwork Teams template. This section covers all the features related to this capability.

How to extract an existing Team?

An existing Microsoft Team can be extracted from Teamwork admin site

How to extract an existing team

  • Navigate to Teamwork admin site, e.g. https://[tenant].sharepoint.com/sites/teamworkadmin
  • Choose Templates tab
  • Select New template

New template

  • Select existing team that is extracted and click Next

Select existing team

  • Choose which components to use from selected team and click Next

Choose which components to use

  • Fill in Template name and Template description

Fill in name and description

  • Fill in or choose the optional settings (for more information about these settings, please check Admin UI Templates documentation) :

    • Privacy
    • Membership
    • Policies
    • Metadata
    • Association
    • Terms and conditions
    • Features

  • Finally click Finish

  • Template creation based on selected team is started

Template creation started

  • Click on Finish

Team extraction orders can be found from Teams extraction orders list from Teamwork admin site. From this list admins can see the status of team extraction order.

After new template is ready for using it can be found from Teamwork admin site Templates tab, from where its name and description can be modified as well thumbnail image/icon added. To make the template selectable for orders, navigate to Teamwork site -> edit page -> edit Teamwork web part -> choose Manage Categories under Template Settings and add the new template and a label for it. Save changes and Republish the page.

Note

When filtering Teamwork dashboard with Category value template names are shown as added to Label field in Manage Categories. In new group/site order form Template field value is used as well as in Admin UI Templates listing.

Supported components

Users can specify which part of the Team to extract:

Settings

Extracts the following settings:

Member Settings

  • Allow delete channels
  • Allow create update channels
  • Allow add remove apps
  • Allow create update remove connectors
  • Allow create update remove tabs
  • Allow create private channels

Messaging Settings

  • Allow channel mentions
  • Allow owner delete messages
  • Allow team mentions
  • Allow user delete messages
  • Allow user edit messages

Fun Settings

  • Allow custom memes
  • Allow giphy
  • Allow stickers and memes
  • Giphy content rating

Guest Settings

  • Allow delete channels
  • Allow create update channels

Apps

Extracts the apps installed within the Team.

Files and Folders from the Shared Documents library

Extracts all files and folders from the Shared Documents library. See the Template Assets documentation for more information.

Channels

Extracts all channels within the Team. Standard and private channels within team are supported during extraction, private channels created via Valo Teamwork can also contain document templates (files and folders added to the Shared Document library) and pre-configured tabs such as PDF, Excel, Word, PowerPoint, web site, and OneNote.

Note

Private channels extraction are supported starting from Teamwork 4.0. Older versions can extract standard channels only.

Tabs

Extracts the tabs as pre-configured tabs. If this component is provided, Teamwork will also extract Apps, Files and Folders from the Shared Documents library as well as Channels. Check out the limitation's section for more information.

Tabs origin

Teamwork provides an intelligent solution to determine the origin of a tab during the extraction of a Team:

Template tabs

If a tab is recognized as template, Teamwork adjusts the tab's configuration with placeholders. These placeholders will be replaced when a Team is created based on a Valo Teamwork Team template. Check out the Dynamic Placeholders documentation for more information.

For example, a channel contains a Word tab which refers to a file from the Shared Documents library of the Office 365 group associated to the Team.

Organization-Wide tabs

If the origin of the tab is recognized as organization-wide, Teamwork extracts the tab's configuration the way it is.

For example, a channel contains a OneNote tab which refers to an OneNote notebook outside the Team.

Supported tabs

Tabs Description
Website, Planner, OneNote, Word, Excel, PowerPoint and PDF Teamwork adjusts the tab's configuration depending on its origin
Custom1, Stream, Forms and PowerBI Teamwork extracts the tab's configuration the way it is
List and Page Teamwork adjusts the tab's configuration depending on its origin. Checkout the limitation's section for more information
Document Library If this tab refers to a library outside the Team, Teamwork extracts the tab's configuration the way it is. If this is a template tab, Teamwork extracts this tab as an un-configured tab2. Check out the limitation's section for more information
Wiki Teamwork extracts this tab as un-configured tab2

1 Custom tabs are tabs associated with a tab provider. It can be an app you wrote or an app from the store.
2 In an un-configured tab, the first user just needs to select Set up tab to configure it.

Especial tabs

Planner tab

A Team can contain more than one Planner tab. In this case, Teamwork takes care of recreating the Planner plans considering the default Planner plan and additional Planner plans. Check out the Dynamic Placeholders documentation for more information.

Teamwork supports extracting the content of Planner plans such as buckets and tasks. Check out the Planner plans section for more information.

OneNote tab

A Team can have more than one OneNote tab. In this case, Teamwork creates the tab's configuration for each OneNote tab using sections. Check out the Dynamic Placeholders documentation for more information.

Planner plans

Extracts the content of Planner plans. The list below shows the supported components:

Component Description Limitation
Buckets Extracts all buckets.
Tasks Extracts all tasks including completed tasks.
Labels (categories) within a task Extracts selected labels.
Bucket field within a task Extracts the correct relationship to the bucket.
Progress field within a task Extracts the current task's progress.
Priority field within a task Extracts the task's priority.
Start date field within a task Extracts the task's start date.
Due date field within a task Extracts the task's due date.
Notes field within a task Extracts the task's notes
Option "Show on card" for notes field within a task Extracts option "Show on card" for task's notes.
Checklist within a task Extracts all checklist items within a task including checked ones. It is currently not possible to extract the checklist items in the correct order. However, the order of the checklist items can be manually fixed in the corresponding Teamwork XML template.
Option "Show on card" for the checklist within a task Extracts option "Show on card" for task's checklist.
Attachments within a task Extracts the configuration about all task's attachments. This process includes the extraction of Files and Folders from the Shared Documents library. See the Files and Folders from the Shared Documents library section for more information.
Option "Show on card" for attachments within a task Extracts option "Show on card" for task's attachments.
Comments within a task Extracts all comments within a task. Comments will be created on behalf of the Teamwork service account. Check out the requirements on Teamwork service account for more information.

Note

It is currently not supported to extract the task's owner (assignee), due to the complexity of provisioning those users correctly.

Shared Document library

Extracts all files and folders from Shared Documents library.

Team icon

Extracts team icon from selected team.

Additional components

Removing the Wiki tab

Sometimes users want channels being created without the default Wiki tab. During extraction, Teamwork recognizes channels without the Wiki tab as a command to remove it from newly created Teams.

Limitations

Due to limitations in the Microsoft Graph API, Teamwork can't offer a comprehensive Team extraction. We listed below the known limitations:

Limitation Description
Favorite channels The Microsoft Graph API doesn't support extracting this information. Therefore, Teamwork won't be able to identify if a channel is favorite or not.
Document Library tab The document library tab requires the library to exist before associating it to the tab. Since Teamwork can't warranty that libraries exist before processing the tab's configuration, it doesn't support provisioning this tab.
List and Page tab According to this Microsoft documentation List and Pages tab can't be configured programmatically. However, if you provide configuration to this tab and creates it programmatically. You won't be able to create List or Page tabs inside the affected Team anymore. Therefore, Teamwork doesn't support provisioning these tabs.
List, Page, Document Library tabs Since Teamwork doesn't extract the configuration of these tabs, consider using a Website tab instead.