CtrlTeams · Microsoft Teams governed from M-Files

Q: Why create the team from M-Files instead of in Teams?

Because the project in M-Files already holds the members, the folder structure and the document templates. The team and its channels are created with all of them in place, and every team is kept on record in M-Files instead of being a one-off set-up someone has to remember. More in CtrlTeams as your Microsoft Teams back end and Microsoft Teams governance with CtrlTeams .

Q: How is this different from CtrlSync?

CtrlSync synchronises files into M-Files from teams, channels, SharePoint sites and sub-sites that already exist. CtrlTeams creates the team and channel from an M-Files project, with its members, folder structure and templates, and can also bring teams you already have under M-Files. Either way, the team's documents are synchronised to M-Files with metadata.

Q: How is access to a team controlled?

Through M-Files. Permissions for teams and channels are set there instead of being kept up separately in Teams, and the members are the project's team in M-Files. Document access and changes are recorded in an audit trail.

The project already knows what the team needs

The project in M‑Files already lists the people, the folders and the templates. CtrlTeams builds the team from that, so nobody has to enter them twice.

A team is there when the project starts

Connect the project and CtrlTeams creates the team and its channel in Microsoft Teams.
The right people are already in it

Whoever is on the project team in M‑Files becomes a member of the team.
Folders and templates are waiting

Your standard folder structure is created in the team, with the document templates you manage in M‑Files already in it.
The team's documents are kept in M‑Files

Documents made from a template, in a folder or in the channel conversation are picked up and synchronised to M‑Files with metadata.
The record outlives the team

When the work is done, pause or stop the synchronisation and set the conditions for archiving. The documents stay in M‑Files.

Every team laid out the way you decided

A generic project template in M-Files, opened to show its document templates and its folder structure, which is expanded to list its baseline artefacts and six folders

The tenth team looks like the first

People find their way around a new team because it looks like the last one. You define the folder structure once in M‑Files and apply it to a project, and its team or channel is created with the same folders in it.

The metadata card of a project template in M-Files, listing its document templates, a memo template and a report template, and its folder structure

People start from the templates you manage

Document templates for Teams are managed in M‑Files, so a new team starts with the versions you keep there and last year's copy stays in last year's project. People can still create a document the ordinary Teams way, and CtrlTeams picks that up too.

See a project become a team

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Who gets the most out of it

IT and compliance know who had access

Each team and channel is kept as a record in M‑Files, with the project it belongs to, and its permissions are set there. Opening or changing a document leaves an audit trail, so when somebody asks which teams exist and who could open what, you look it up.

Project organisations start every project alike

Each project team starts from the same template, with the same folders and the baseline documents in place. After delivery the project's documents are kept where people can find them.

Regulated sectors keep records where policy requires

In sectors such as pharma and finance, keeping records is a requirement. Archiving conditions preserve the records when a team closes, and storage stays where your policy needs it.

What it needs to run

Any M‑Files edition, in M‑Files Cloud or on-premise, with M‑Files 25.1 or later on the server and in the clients.

CtrlTeams needs Microsoft Azure, with the Microsoft Graph permissions that let it create teams and read and write their channels, members and files.

The permissions and the set-up guide are in the CtrlTeams documentation. We go through anything else your installation needs with you when we plan it.

Tell us how your teams are made today

Who sets up a new team at the moment, and how long does it take? In the demo we create a team from a project template, with its folder structure and baseline documents, and show the documents arriving in M‑Files.

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Questions about CtrlTeams

Why create the team from M‑Files instead of in Teams?

Because the project in M‑Files already holds the members, the folder structure and the document templates. The team and its channels are created with all of them in place, and every team is kept on record in M‑Files instead of being a one-off set-up someone has to remember. More in CtrlTeams as your Microsoft Teams back end and Microsoft Teams governance with CtrlTeams.

Do people have to use the templates?

No. A new document can be made from one of the templates CtrlTeams put in the team, or the standard Teams way, in a folder or in the channel conversation. Either way it is discovered and synchronised to M‑Files with the relevant metadata.

How is this different from CtrlSync?

CtrlSync synchronises files into M‑Files from teams, channels, SharePoint sites and sub-sites that already exist. CtrlTeams creates the team and channel from an M‑Files project, with its members, folder structure and templates, and can also bring teams you already have under M‑Files. Either way, the team's documents are synchronised to M‑Files with metadata.

How is access to a team controlled?

Through M‑Files. Permissions for teams and channels are set there instead of being kept up separately in Teams, and the members are the project's team in M‑Files. Document access and changes are recorded in an audit trail.

Where do the documents go when the project ends?

Synchronisation can be stopped or paused, and archiving conditions decide what is preserved. Documents that were synchronised are already in M‑Files with their metadata, so closing the team does not take the record with it. Storage can be on-premise, in a private cloud or hybrid.

Can it take over the teams we already have?

CtrlTeams discovers the teams and channels that already exist, with their members and owners, on a schedule you set, and records them in M‑Files. From then on they are managed there like the teams it creates, and we plan the takeover with you.

Is there a trial?

Yes: 30 days, like every CtrlDocs product. We demonstrate CtrlTeams and help set up a demo environment so you can try it yourself. We answer the same working day.

More CtrlDocs add-ons for M‑Files

CtrlPortals

Dashboards and UI that make M‑Files yours

Record pages, forms, boards and dashboards inside M‑Files, set up around your own records for any process. Open a project, a customer or a document and see everything that belongs to it.

See CtrlPortals

CtrlShare

Co-author in Office on any M‑Files, cloud or on-premise

Open an M‑Files document for colleagues and outside parties to edit together, in desktop Office or the browser. It comes back to M‑Files as a new version.

See CtrlShare

CtrlScout

AI for your M‑Files vault, cloud or on-premise

Ask your M‑Files vault in plain words. CtrlScout finds the records, counts and charts them, summarises documents, drafts the email and suggests the details for a new document. It only sees what you can see.

See CtrlScout

CtrlProcesses

Show your people how the work is done, inside M‑Files

Your Elements.cloud process maps inside M‑Files. Every step leads to its procedure, the record it produces and the standards that apply.

See CtrlProcesses

CtrlSync

Teams and SharePoint, filed with metadata and rights

People work in Teams or SharePoint, and the documents you want kept are copied to M‑Files with metadata, filed under their project with the access rights preserved.

See CtrlSync

CtrlConnect

M‑Files details, right inside Teams and Outlook

An M‑Files link pasted into Teams or Outlook shows the record's title and description, and in Teams it comes with buttons that open the record. You can also search M‑Files from the Teams chat, on a phone too.

See CtrlConnect