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General considerations
If the Space Navigator app is installed , the list "Space Masterdata" is automatically installed available in the corresponding site collection. In the beginning For a start this list only contains an example space.
Image 1: Space Masterdata list in the beginning with an example space
For each space a list item could be added manually to the SharePoint list via the "New" button in the top right area (without using the synchronizing synchronization process). For more information see introduction of Configure Spaces (v 1.1).
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Manually added spaces will will not get updated via the |
sychronization process. You have to update them manually. |
Automatic synchronization
For initially filling the list however, an automatic synchronization with Microsoft Teams is recommended. In the course of time , the synchronization can also be used to add changes to the existing spaces or for adding to add new spaces from Microsoft Teams. But this only works , if the space was initally for spaces initially added via the synchronization process.
Automatic Synchronizing
Navigate to the "Space Masterdata" list to synchronize the list automatically with Microsoft Teams (sync "Sync from Teams").
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Before starting the synchronization process , be careful with which user you are logged account you used to log in. You You can only synchronize spaces , on which the user, you are logged in with, has the permission -in user is permitted to see them. |
Before synchronizing
Configure the values for space type Space Type and set a default type value that is mainly mostly used for the spacesSpaces.Click Click on the "Space Type" column header, hover over "Column settings" and click on "Edit".
Image 2: Configuring values for space types (click to enlarge)
A pane will be opened on the right side.Enter Enter the required desired space types under "Choices". Choose the default tool under "Default tool"Select a default value.
Image 3: Configuring values for space types Space Types (click to enlarge)
Start synchronizing
The corresponding button "Sync from Teams" is located in the command bar above the list. Click Click on the button "Sync from Teams". A modal will be opened.
Image 4: Corresponding synchronization button to start research "Sync from Teams" button (click to enlarge)
The A popup will open. The system is now searching for new spaces or changes in existing spaces in the backround.If If there are a lot of spaces to search for, the loading process might take a few minutes.
Image 5: Checking for changes in MS Teams (click to enlarge)
After finishing the search, the list of spaces is displayed (or a message, that there are no spaces to sync).
Image 6: Selecting required spaces (click to enlarge)
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| By default , all spaces are selected. You can also deselect individual spaces individually. Then this Only selected spaces will not be synchronized. At least one space must be selected to start the synchronization process. |
Select the changes or changed respectively new spaces that should shall be synchronized from Microsoft Teams to your "Space Masterdata" list. Start the synchronization by clicking on the button Start Sync if all required spaces are selected.
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Be aware: If Once the sync has started , a cancel Cancel will stop synchronizing , but will not roll back changes that were already have been sychronized at this time. |
A popup window is displayed. The required spaces are synchronized now. As you can already see in the progress bar, this This may take a few minutes.
Image 7: Synchronization in progress (click to enlarge)
When the synchronization is finished , the corresponding following message appears.:
Image 8: Finished synchronization Synchronization finished (click to enlarge)
Close the modalYo can close the popup window. Your changes are now visible in the "Space Masterdata" list. If not, In case they are not visible please reload the page.
Image 9: Visible changes of the Space Masterdata list after synchronization (click to enlarge)
Error messages
When In case errors occured while synchronizing spaces , you will be informed about the number of errors count of not successfully synchronized spaces (see red highlighting).Click Click on "Show error messages" to get more information about your error messages.
Image 10: Error messages (click to enlarge)
You can see all error messages now. The additional information in the brackets shows the number of how many spaces the in detail. Additionally (in brackets) the count of spaces for which a specific error occurred is displayed.
Image 11: All shown Detailed error messages (click to enlarge)
After synchronizing
The synchronization process will fill a lot of values in many metadata per space. But some values data can not be read out from Teams.The following values must The following data have to be edited manually after the synchronization process:
- Keywords
- Department
- Location
- Visibility
- Contact Person (just only if there were was more than one contact person stated in Microsoft Teams)
- JIRA URL
- Confluence URL
To edit a list item, double click on it or click on the three dots and then on "Edit".
Image 12: Open the edit pane for a space list item (click to enlarge)
In the opened pane on the right side you can type fill in the values in the corresponding input fields. Here you can also change the synchronized data.
Image 13: Edit a synchronized space in the edit pane on the right side of the page (click to enlarge)
For more information on configuring spaces the here: see Configure Spaces (v 1.1).
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