Share - Teams Integration - White Paper

Last Updated: 2024-11-15

Introduction

The Share Teams Integration is a cloud-based application designed to operate within a Microsoft Teams channel, specifically serving to a particular customer. It is compatible with both macOS and Windows. Users can take advantage of this web app directly from their macOS or Windows environment.
This application facilitates document management tasks such as document searching, check-in, and check-out directly from the IFS for that specific customer. The application is accessed through the Addovation tab, which embeds the app within a web view inside Teams. This integration offers the advantage of centralized control over customer documents, streamlining the document handling process. Users can conveniently upload documents, manage revisions, and collaborate without needing extra tools or searches, all within the Teams environment.

In OAS 365 Teams Integration, users could perform:

  • View document(s) according to the channel's configurations, such as those assigned to a particular customer.
  • Download document(s)
  • Open document(s) in SharePoint
  • Display documents from connected teams channels
  • Check-in document(s)
  • Check-in document(s) as new revision(s)
  • Check-out document(s)
  • Undo check-out
  • View checked out to me documents

Any customer with supported IFS versions could subscribe to OAS 365 Teams Integration product via Addovation Cloud Portal through a key account manager in Addovation and customize their preferences to experience the features in OAS 365 Teams Integration. Usage reports can be fetched using the portal on daily or monthly basis.

Architecture

OAS 365 Teams Integration System Architecture

OAS 365 Teams Integration User Authorization Architecture

Requirements

Subscription Requirement

A valid subscription key from Addovation Cloud Portal is required to provide authorized access to OAS 365 Teams Integration Service API and Addovation Document Management Service API. Please contact your Addovation Key Account Manager for more information.

Microsoft Teams Application Requirements

  • Share - Teams Integration involves setting up a Microsoft Teams Application using an organizational user account. This integration is then installed within a Microsoft Teams Channel, allowing users to utilize the application seamlessly within the Teams environment.

Azure Requirements

  • Azure Service is required to publish the Teams Integration client application.
  • Azure Resource Group is required to create the Teams Integration app registration.
  • Access documents via Microsoft OneDrive, the details of an app registration (Tenant Id, Client Id, Client Secret, resource) in Azure AD should be provided. Required API Permissions should be assigned to that app registration.
  • Azure AppInsight Key is required to register logs in Azure AppInsight.

Networking Requirements

  • IFS server URL must be accessible for the Teams Integration Service API endpoints and Addovation Document Management Service API endpoints.

Azure Configuration Requirements

  • If customer wish to publish the Teams Integration client on their premise, an azure portal is required with a subscription and subscription pricing plan which allows to create and maintain following resources;

    • Resource Groups
    • Azure App Service
    • Azure Insights
    • Log Analytics Workspace

  • Windows Operating system should support in azure portal alone with .Net 7 or higher for app services.

OneDrive Requirements

If customer requires to access document via Microsoft OneDrive, then following requirement should be fulfilled.

  • Azure AD App Registration
  • If customer requires to edit, view and share OneDrive links, then end user should have access to OneDrive and external sharing option must be Allow sharing with anonymous guest links and authenticated user

IFS Information Requirements

  • The service requires IFS server URL.
  • Provided permission-set must be installed and users should be granted with relevant permissions.
  • IFS projections should be published, and endpoint must be presented along with required fields to configurations.
  • Data CRUD operations are performed using IFS projections, therefore the Teams Integration Service API endpoints and Addovation Document Management Service API endpoints must be whitelisted in IFS environment.
  • A background job and indexing in the Oracle database needs to be put in place.

IFS User Access Requirements

  • To enable service user access for reading and writing data in the IFS environment, customer needs to provide the following IAM (Identity and Access Management) client information: Client ID, Client Secret, and Realms. These credentials will facilitate secure interaction between the service user and the IFS environment.

IFS Support Requirement

We currently support the following ERP systems:

  • IFS Cloud™ 21R1, and later

IFS Projections Publish Requirements

  • If Addovation publishes IFS projection on behalf of customer, then following information and setups needs to be in placed

  • A pre setup Build Place

  • Customer Repository Information

  • VPN Profile Information

  • Test/Dev Environment

GDPR Compliance

Share - Teams Integration from Addovation obeys regulations controlled by GDPR and communicates in the same way as IFS Cloud.

The information that are stored by the Teams Integration Client in Azure Insight logs are;

  • Status Code
  • Tenant Id
  • Client Instance Name
  • User Id (Email Id)
  • Access Method
  • Log Message

Information that are stored by the Teams Integration Service API in Azure Insight logs are;

  • Status Code
  • Tenant Id
  • Client Instance Name
  • Access Method
  • Log Message

The Share Teams Integration requires above information to monitor logs information, errors and warnings as per certain situation such as fail to search results or process any other functionality or IFS server does not response etc..to evaluate the reasons that stopped processing a user request.

Limitation

  • A single tenant can have one Teams Integration Application.
  • IFS Document list will display a maximum limit of 100 records at a time.
  • Basic Search is restricted to displaying records from the past 90 days, emphasizing a limitation on the search results time frame.
  • The IFS Document list displays documents that are only relevant to the currently logged-in user.
  • Any IFS return error or empty results will return as 200 code range to Azure APIM gateway.
  • Subscription access monitoring is performed by Azure APIM.
  • IFS Access Tokens are used to authenticate and authorize, however if customer required to access OneDrive facility a separate user sign in required with provided Azure AD accounts.
  • OAS 365 Document Management applies same restrictions and validations as configured IFS application.
  • Basic Data should be available before hand in IFS application to support full flow of the OAS 365 Document Management.
  • Editing, Viewing and Sharing document(s) using OneDrive supports only if the tenant has enabled relevant configuration and policies.
  • Empty files are not allowed to upload into OneDrive and IFS.
  • The Product allows one document to check in at a time along with a view copy.
  • Document extensions should be matched with IFS EDM Basic file types to check in.
  • Documents with markdown syntax and file types might not check in to IFS through the Teams Integration.
  • Document extensions should be matched with IFS View Document types to check in as view copy.
  • Currently, the Create view copy functionality is limited to files with the .docx and .doc file extensions.
  • Only the files with a document size below 35MB are permitted for check-in.

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