--- title: "Microsoft Teams governance from M-Files · CtrlTeams" url: "https://ctrldocs.com/l/ctrlteams-your-microsoft-teams-backend/" language: "en" description: "CtrlTeams creates Microsoft Teams and channels from templates in M-Files, with members and folders in place, and keeps each team's documents in M-Files." dateModified: "2026-10-14" --- CtrlTeams, your Microsoft Teams backend # Every team starts the way you decided People work in Teams. Behind it, CtrlTeams lets M‑Files create each team from a template, with its members, folders and baseline documents in place, and keeps its documents in M‑Files once it is gone. It runs on any M‑Files edition, in the cloud or on-premise. [Book a CtrlTeams demo](#demo) [See how a team is made](#how-it-works) ![Four steps of CtrlTeams. In M-Files, a project is started with its members, folders and document templates. In Microsoft Teams, its team is created with the right members and the folders and templates in place. In M-Files, the documents the team saves are filed with their metadata. In Microsoft Teams, the team closes, and the documents stay in M-Files.](https://ctrldocs.com/img/QD_iEALTz5-200.webp) ## When Teams grows on its own Microsoft Teams is where people work together, and each new team is set up by whoever creates it. No two look alike, so people look for files in the wrong places and IT is left tidying up afterwards. ## A standard behind every team Every team and channel comes from a template and is laid out the same way. Its documents are synchronised with M‑Files while people work, so the record no longer depends on the team still existing. ## Set the rules once and CtrlTeams follows them After the initial set-up, CtrlTeams takes care of the daily work. 1. ### You set the standard once Administrator Templates, rules and folder structures are set up once in M‑Files and used for every new team. 2. ### A new project gets its team CtrlTeams CtrlTeams creates the team with its folder structure and permissions, and its documents are synchronised to M‑Files in the background. 3. ### When the standard changes Administrator The administrator updates the folder structure or a template once, in M‑Files. 4. ### Consistent from day one Naming, channels, folders and permissions are the same in every team. ## The team is ready before anyone opens it ![A project template in M-Files that links two document templates and a folder structure for new teams](https://ctrldocs.com/img/3BYd5igx6d-200.webp) ### New teams follow the template A project template in M‑Files says which document templates and which folder structure a new team gets. Every project started from it gets a team set up to match. - Teams and channels are created automatically from templates - Permissions are controlled through M‑Files ![A generic folder structure in M-Files with the folders General, Memos, Project Plans, Reports and Templates](https://ctrldocs.com/img/rJ55ilmztM-200.webp) ### The same structure in every project The folder structure is defined once in M‑Files. Every team created from it gets the same folders, so people know where to look in a team they have never opened. - SOPs, project files and templates are in the team from the start ## See a team made from a template [Book a CtrlTeams demo](#demo) ## In M‑Files before the team closes People work in the team's folders the ordinary Teams way. As they work, their documents are synchronised to the project in M‑Files with metadata, so the documents are already there when the team is closed and archived. - Documents made from a template, in a folder or in the channel conversation are picked up - Metadata is applied as documents arrive in M‑Files - A project's documents are in one place, whichever channel they were written in ![A Microsoft Teams files tab showing a project team's folders, and below it the same project in M-Files with its documents listed, each window labelled with its program](https://ctrldocs.com/img/Ml06Z5WaIT-200.webp) ## Governance you can show an auditor ### Permissions set in M‑Files Permissions for teams and channels are controlled through M‑Files, so no team sits outside your rules. ### Teams on record Each team and channel is a record in M‑Files, so you can look up which teams exist. ### An audit trail to show Document access and changes are recorded, so there is something to show when an auditor asks. ### Storage where policy puts it Documents are stored on-premise, in a private cloud or hybrid, whichever your policy calls for. ## Questions about CtrlTeams How is CtrlTeams different from a backup? A backup is there to restore what was lost. CtrlTeams works from the start: it decides how each team is created and laid out, and while people work, the team's documents are synchronised to M‑Files, where they stay after the team is closed. What about the teams we already have? CtrlTeams discovers the teams and channels that already exist and brings them into M‑Files as records. Tell us how your existing teams are organised when you book the demo. Which documents are synchronised? Documents made from one of the templates in the team, and documents people create the ordinary Teams way, in a folder or in the channel conversation. Both are picked up and synchronised to M‑Files with metadata. Where are the documents stored? Where your policy needs them: on-premise, in a private cloud or hybrid. Once they are in M‑Files, its permissions and version history apply to them. How is access to a team controlled? Through M‑Files. Permissions for teams and channels are controlled from the vault, and a team's members are taken from the people listed on the project in M‑Files. Document access and changes are recorded in an audit trail. Is there a trial? Yes. CtrlTeams comes with a 30-day trial, like every CtrlDocs product. We demonstrate the products that fit, and help set up a demo environment so you can try them yourself. ## See it before your next team is created Tell us how teams are created in your organisation today. We answer the same working day, and in the demo we show: - A new team created from a template - Folder structures and baseline SOPs filled in for you - Lifecycle policies and the audit log in practice You can also write or call us. We answer the same working day. [sales@ctrldocs.com](mailto:sales@ctrldocs.com) [+45 32 74 65 44](tel:+4532746544) Google reCAPTCHA protects this form against spam.