General considerations
If the Space Navigator app is installed, the list "Space Masterdata" is automatically installed in the corresponding site collection. In the beginning 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 process). For more information see introduction of Configure Spaces (v 1.1). Manually added spaces will will not get updated via the Sychronization you have to update them manually.
For initially filling the list, 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 new spaces from Microsoft Teams. But this only works, if the space was initally added via the synchronization process.
Automatic Synchronizing
Navigate to the "Space Masterdata" list to synchronize the list automatically with Microsoft Teams (sync from Teams).
User information
Before starting the synchronization process, be careful with which user you are logged in. You can only synchronize spaces, on which the user, you are logged in with, has the permission to see them.
Before synchronizing
Configure the values for space type and set a default type that is mainly used for the spaces.
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 the required types under "Choices". Choose the default tool under "Default tool".
Image 3: Configuring values for space types (click to enlarge)
Start synchronizing
The corresponding button "Sync from Teams" is located in the command bar above the list.
Click on the button "Sync from Teams". A modal will be opened.
Image 4: Corresponding synchronization button to start research (click to enlarge)
The system is now searching for new spaces or changes in existing spaces in the backround.
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)
User information
Select the changes or new spaces that should 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.
Watch out
Be aware: If the sync has started, a cancel will stop synchronizing, but will not roll back changes that were already sychronized at this time.
The required spaces are synchronized now. As you can already see in the progress bar, this may take a few minutes.
Image 7: Synchronization in progress (click to enlarge)
When the synchronization is finished, the corresponding message appears.
Image 8: Finished synchronization (click to enlarge)
Close the modal. Your changes are now visible in the "Space Masterdata" list. If not, please reload the page.
Image 9: Visible changes of the synchronization (click to enlarge)
Error messages
When errors occured while synchronizing spaces, you will be informed about the number of errors (see red highlighting).
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 specific error occurred.
Image 11: All shown error messages (click to enlarge)
After synchronizing
The synchronization process will fill a lot of values per space. But some values can not be read out from Teams.
The following values must be edited manually after the synchronization process:
- Keywords
- Department
- Location
- Visibility
- Contact Person (just if there were 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 (click to enlarge)
In the opened pane on right you can type 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: Configure Spaces (v 1.1).