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Integrating Spaces with Microsoft Teams

This article is directed to users of cloud environments.

In this article:

Overview

KanBo is highly integrated with Microsoft 365 and relies on its accessibility system. Workspaces in KanBo correspond to Groups in M365. By grading access using the KanBo hierarchy, we not only affect the visibility of KanBo elements to users, but also restrict access to the company documents that are part of the Microsoft 365 platform.

Each space has its own document library on the SharePoint site. Therefore, files that appear in KanBo spaces are automatically stored in their respective SharePoint libraries. 

As a result of this integration, any changes made to an editable document, such as Word, are immediately updated in every KanBo card that contains that document.

KanBo takes advantage of Microsoft 365’s accessibility system, specifically its integration with Microsoft Teams and SharePoint:

  • SharePoint: All documents that appear in KanBo have their source in the appropriate SharePoint libraries, ensuring restricted access for KanBo users.
  • Microsoft Teams: KanBo spaces correspond to MS Teams Channels, where you can also manage users and documents.

Workspaces can also be integrated with Microsoft Teams. Workspaces correspond to Teams in MS Team. On the same principle, spaces are equivalent to Channels. This means that joining a particular Team or Channel is the same as joining the corresponding workspace or space in KanBo.

What is more, adding a file to a Channel is reflected in the corresponding KanBo space. Documents created in KanBo cards also appear in Microsoft Teams and SharePoint, following the accessibility rules mentioned above.

See examples of this integration in the video tutorial – Create a Space to Work.

Microsoft Teams integration options

When creating a space, there are three options to choose from regarding integration with Microsoft Teams. Below we will analyze the implications of choosing each case.

Creating a new space without a Channel

The first option is to create a new space without creating a Channel. If this option is selected, the space will not be connected to Microsoft Teams.

What are the limitations of this decision?

Some space types require KanBo to be connected to Microsoft Teams. It is impossible to create them without such integration. In the next step when creating a space, you will see that two types of them (private and shared) are not available.

In addition, to create a private or shared space types, your workspace must also have such a connection. You cannot create a space that requires an MS Teams connection in a workspace that is not integrated with MS Teams.

Creating a new space with a Channel

You need the M356 Teams license to create a Channel. Contact your admin for this permission.

The second option is to create a space with connecting it to Microsoft Teams. If this option is selected, the space will have a corresponding Channel in MS Teams.

As a result, when MS Teams users join the Channel, they also join the space in KanBo. In such an arrangement, it is possible to share files between KanBo and MS Teams, since SharePoint is the common document base for both.

Attaching an existing Channel to a new space

You need the M356 Teams license to attach a Channel to a space. Contact your admin for this permission.

The third option is to create a new space and attach it to an existing Microsoft Teams Channel. Such a space will gain integration with SharePoint and MS Teams. If the existing Channel has users, they will automatically be added to the space in KanBo. The same applies to documents shared in the Channel.

A single Microsoft Teams Channel can be attached to many KanBo spaces.

To attach an existing MS Teams Channel to the newly created space:

  • When creating a space, in the Connecting to Microsoft Teams step, select the third option, and then type the Channel name, or select it from the list.

When you type in the name of a Channel, the picker displays only those Channels that:

  • Exist in the Microsoft Teams Team that corresponds to the selected workspace
  • You are the owner of them

You must be the owner of a Channel to see it in the picker.

To verify that you are a channel owner:

  1. Open Microsoft Teams.
  2. On the left sidebar, go to Teams.
  3. Expand the Team, on the selected Channel go to More (the three-dot menu), and then select Manage users.
  4. Expand the Owner category to see if you belong.

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