netDocShare Teams App User Guide

Introduction

Teams App Installation

netDocShare Teams App Quick Tabs

My Recent Tab

My Favorite 

It will show each persons favorited items

My Checked Out Documents

It will show each person Checked out items

My Emails 

It will show each person's email items

My Co-Authoring Documents

Co-Authoring is an enterprise level feature that will require licensing in order to be accessible. The feature allows the user to invite others by email to make edits or changes on a file together. This feature will require accessibility to the User’s Office 365 OneDrive and NetDocuments account to function. For more detailed information please check netDocShare Core app documentation or netDocShare Co-Authoring documentation specifically created for Co-Authoring.

nd Thread

Our webparts have the ability to directly integrate ndThread views of containers or workspaces directly as additional tabbed views in Microsoft Teams. To use this feature, simply check the “ndThread” checkbox when creating a new tab settings. ndThread must already be activated on a tenant-level in your NetDocuments account, please contact your NetDocuments Administrator for more info on how to enable ndThread.

Features of Quick Tabs

Search

It has two types. 

Title – Search based on the title.

Everything –Search based on all document specifications

Users need to enter the search term and click on the search icon.

Filter

By Clicking on the Filter Icon user will enable column-based filter options. Based on the filters selected the user can search for an absolute search term and select a file.

Refresh

If user clicks on the Refresh button in Config, the entire webpart data is refreshed.

Export to Excel

If user selects the Export button in Config, the overall data will be exported in an excel file.

Note: Upload new file – Upload new file is not supported for quick files

How To Add New netDocShare Team's Tab

Go to the channel and click on the Add icon.

Search for netDocShare. Choose the App as shown below.

Choose Basic/Advanced setting.

Example:

Basic setting.

Enter Tab name. Choose view type. 

Choose primary source type.

Example:

Cabinet. Choose source and Click on Create New Tab.

It will show success message and change the button to update setting

Click on save and it will show the Basic view of the netDocShare teams app tab.

Basic Settings

In config settings user can create a quick view by using Basic setting. 

Tab name – Enter Tab name

View Type – Users can create multiple views as we do in SharePoint.

Normal view – In normal view we can see one source at a time

Enter tab name, Choose Primary source and click on create new tab button. Now save the settings. 

Basic Normal View With Cabinet Source

Basic Normal view with Workspace source

Basic Normal view with Folder source

Basic Normal view with Filter source

Basic Normal view with Saved Search source

Basic Normal view with CollabSpace source

Basic Normal view with ShareSpace source

Update from NetDocuments on 14 June 2024: As announced, on July 18, we will be removing the ability to add new documents to ShareSpaces and the ability to create new ShareSpaces.  

Tree View

Users can create and view multiple sources in a single tab.

Add Tab name, choose required sources and click on the create tab. Now click on the save button.

Basic Tree view with multiple sources.

Recent Documents 

The recent tab will show all the recently added, edited, modified documents

Choose Recent documents option from the View type drop down and click on save.

Favorites 

The Favorites tab will show all the Favorite documents

Choose Favorites option from the View type drop down and click on save.

My Checked Out Documents 

This tab will show all the checked out documents

Choose the My Checked-Out Documents option from the View type drop-down and click on the save.

My Email Files 

This tab will show all the Emails.

Choose the My Email Files option from the View type drop-down and click on the save.

Go to Client/Matter

This tab will provide the view to Go To client and matter config web part.

Choose the My Checked-Out Documents option from the View type drop-down and click on the save.

Select Client and Matter and click on Go.

Advanced Settings

In Advanced settings, users will have the ability to control the features and context menu options.

Normal View

In Tab Settings a user can configure in Normal View all fields as shown below:

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Primary Source Type – Cabinet

Cabinet - Here a user can select cabinet based on their requirement for results view

Workspace Content Display - Here user can select all options based on their requirement for results view

It will give two options. Choose based on the requirement

1. Show all
2. Show Summary/List View

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource. 

Advanced Normal view Tab

Features in Teams Tabs

Search Process

Search is a global feature that exists on every Web Part. By default, the search will show the currently selected container as its search context in the placeholder field. The placeholder text should update automatically, informing the user of the search context when navigation occurs. Enter a search term and click on the enter key or the search icon will execute a search across all containers in the root cabinet.

Search Behavior

Search Current View – It will search within the current view alone

Search All – It will search all the sub folders and files along with current view

Search In

Title – It will search in the title only

Everything – It will search all the columns data along with the title.

Advanced Search

For the Advanced search process Please check netDocShare Core documentation

Upload Process

Click on Cabinet – Folder can be viewed

Folder level – Now we can Create New Folder, Upload Files or Folder, Create a Document (ppt, excel, word)

Create New Folder - Steps to be followed:

Once user clicks on Create Folder, a popup will be displayed

Folder Name Textbox can be viewed and Confirm button is on disabled. Once user enters a Folder Name in Textbox, the confirm button will be enabled

A Success Toaster message will appear confirming creation of a New Folder

Create New Document - Steps to be followed:

Once User clicks on Create New Document, a popup will be displayed

Document Name Textbox can be seen. Documents Format will need to be selected here (Word, PowerPoint, Excel)

Initially confirm button is on disabled. Once user enters a document name in textbox and document format is selected, confirm button is enabled

Once the user clicks on the confirm button, a new document will be created. A Success Toaster message appears on the screen

Here once a document (Word or PPT or Excel) is created the page will show another popup for the Edit Profile Option

Upload File’s Steps to be followed:

Once user clicks File Upload, a popup will be displayed

In this popup we have two options, either we can drag and drop a file/folder, or we can click on the image to upload a file

It’s very easy to upload or drag & drop multiple files

Empty files cannot be uploaded here

Once a file is upload or drag drop is done, the upload button is enabled

Once FILE (Example: we are adding single Docx file with drag and Drop option) is uploaded, we will get an update please check below image

Filter Process

Click on Filter - here there are columns based on the filter options which are enabled. Based on these we can search absolute search terms and select a file for further process.

Refresh Process

Once user clicks on the refresh icon the entire webpart table will be refreshed and user will be able to view the results

Loading will be enabled once refresh starts. Please refer to the image below

Export Process

Once User clicks on the Export icon, based on column options data will be exported

Download Process

Once selected, a download icon will be enabled in the webpart. The user can select a particular document /folder level for downloading

Co-Authoring

Co-authoring is possible only at the Document level on

In a co-authoring popup a user can select a file name that has options with To and Comment

In To, we can enter an email and click an add icon for both internal and external users, who can access the file once we started co-authoring

In Comments, user can add a description

A shared people icon will appear

Context Menu Explanation

Based on Context Menu options, keys selected in Config only can be viewed. This option is in Document Level and not in Folders, Tabs, workspaces.

Check in/Check out - User can Check in and Check out a file. Once Checked out file will be locked and other users can’t Download, Preview document, View in Browser, Add to My Favorites or Check In 

Rename File – User can change their file name

View In NetDocs– User can view the document in a separate tab in NetDocuments

View In Browser – User can view the document in a separate tab in a browser

Delete - User can delete a particular file only

Download – User can download a particular file

Favorites – User can add their files in favorite list items

Preview Document -User can preview a document

Lock Version – If the user locks a document currently being edited/worked on, that will be permanent. In that version, it cannot be edited or unlocked

Get Secure Link – This requires that the “Get Secure Link” option is turned on in the user’s NetDocuments cabinet administration options. It should be on by default. This will open a full-screen browser preview without navigating to NetDocuments

Email Link - if user needs to file in a particular destination in NetDocuments then they can select email link for sharing with others

Follow – If user needs to share a document with another user, this follow option can be used

Create New Version – user can update the document version

Co-Authoring – Users can share documents with external and internal users. When co-authoring starts the members with whom the document has been shared can access the file and edit, view and update it. Once co-authoring is stopped, they no longer can access the document

Change Official Version – It will change the current version and create a new version.

Open in Microsoft Office – Based on the file extension (Word, PPT or Excel) file will open in a new tab.

Edit Profile -User can edit profile details in a popup custom attribute

Margin Notes – Preview the document in a new dialog box with the same browser tab

Edit Profile Explanation

Once a Document is created with Create New Document or Document uploaded with Upload Folders/ Files edit profile popup will open

It’s based on config settings of Mandatory Edit Profile

It is enabled (True) while document is uploaded otherwise create new document edit profile popup will not capture auto populate fields. The document will be uploaded only and edit profile required fields will be filled and saved

If its disabled (False) document will upload and edit profile popup will auto populate the required fields. We can edit also in profile popup

Note: Mandatory Edit Profile is Disabled

Auto Populate a Document Name.

Once Edit a detail and Save profile values will be updated based on our input.

Config Settings

Config Values with Source Type - Workspace

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Source Type – Workspace

Source Cabinet - Here User can select cabinet based on their requirement for results view

Workspace - Here User can select workspace based on cabinet selected.

Workspace Content Display - Here user can select all options based on their requirement for results view

It will give two options. Choose based on the requirement

1. Show all
2. Show Summary/List View

Show Workspace Name – Yes

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource.

Config Values with Source Type - Folder

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Source Type – Folder

Source Cabinet - Here User can select cabinet based on their requirement for results view

Source Workspace - Here User can select workspaces based on cabinet selected. Its optional

Folder - Here User can select folder based on workspace selected or cabinet selected.

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource. 

Config Values with Source Type - Filter

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Source Type – Filter

Source Cabinet - Here User can select cabinet based on their requirement for results view

Source Workspace - Here User can select workspaces based on cabinet selected. Its optional

Filter - Here User can select Filter based on workspace selected or cabinet selected.

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource. 

Config Values with Source Type – Saved Search

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Source Type – Saved Search

Source Cabinet - Here User can select cabinet based on their requirement for results view

Source Workspace - Here User can select workspaces based on cabinet selected. Its optional

Saved Search- Here User can select Saved Search based on workspace selected or cabinet selected.

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource.

Config Values with Source Type – CollabSpace

View Type - Normal

Show ndThread – Disable

Show ndTasks – Disable

Show Logo – Show

Source Type – CollabSpace

Source Cabinet - Here User can select cabinet based on their requirement for results view

Source Workspace - Here User can select workspaces based on cabinet selected. Its optional

CollabSpace - Here User can select CollabSpace based on workspace selected or cabinet selected.

Action Buttons – Here user can select all buttons based on their requirement for results view

Column Properties - Here User can select all buttons based on their requirement for results view

Default Sort Property – Selected a Name

Context Menu Options – Here User can select all buttons based on their requirement for results view

Enable post - disabled

Populate Mandatory Profile Fields – Disabled

Context Menu Size – Here user can select an option on how to view in results document – small, medium or large

Default Click Behavior – Profile on NetDocuments (Default)

Use Auto Refresh – Disabled

Once above config values are Setup Click on create new tab and save the settings.

it will navigate to Teams tab with the selected resource.

Config Values with Source Type – ShareSpaces

Update from NetDocuments on 14 June 2024: As announced, on July 18, we will be removing the ability to add new documents to ShareSpaces and the ability to create new ShareSpaces.  

Rename a Tab

Users can click on the drop down and select rename option to change the tab name. 

Edit a Tab

Users can also change or update the existing tabs by editing the settings. Go to the Drop down as shown below and click on the settings.

Once after changing the settings click on update and save the settings. Now it will show the latest resources or options.

Remove a Tab

Users can Remove a tab by selecting the Remove option from the drop down.

Click on Remove and the tab will be deleted.

Teams Conversation

1. Authenticate to NetDocuments within Teams.
2. Browse repositories, cabinets, and workspaces.
3. Select files or folders.
4. Insert those items into the channel post draft.

1. The NetDocuments picker loads in an embedded side panel or modal window.
2. Users browse repositories the same way they would from netDocShare apps.
3. Selecting a file inserts a link or attachment object into the composer text box.
4. Selecting folders inserts link references to NetDocuments workspace/folder paths.
5. Users authenticate once per active session; tokens are reused throughout the posting period.
6. Users can cancel selection anytime by closing the panel, and continue writing the post.

1. Open Microsoft Teams and navigate to the required Channel.
2. Click Posts and select Post in Channel to open the post composer window.
3. In the composer toolbar, select the Attach / Apps option and choose the netDocShare app.
4. Within netDocShare, browse and select either:
1. Recent Documents, or
2. Desired Workspace / Folder / Library location.
5. Select any document or folder you want to attach to the post.
   
6. Click Insert to Post to add the NetDocuments content into the channel post.
   
7. Review the content inserted into the message body.
   
8. Click Post to publish it to the channel.
   

1. Create a new post.
2. Click “Attach”.
3. Select “netDocShare”.
4. Browse to workspace > ClientXYZ > ProjectDocs.
5. Select FinalProposal.docx.
6. The document link appears in the post.
7. Submit post to channel.

1. Offline mode not supported.
2. Very large files may take longer to load preview metadata.

1. Minimizes switching between Teams and NetDocuments, improving productivity.
2. Eliminates local file download/re-upload steps, maintaining governance.
3. Ensures audit control and version consistency.
4. Accelerates content sharing and channel collaboration.
5. Authentication reuse reduces security prompts and improves experience.