User Guide – Teams app

This guide is a general overview of how to install and configure the Teams App for imDocShare designed for use with the Microsoft Teams desktop application or the Microsoft Teams web app which can be reached at:

This document does not cover any SharePoint-related topics or the in-depth configuration details for imDocShare webparts. This information can be found in the general documentation for imDocShare entitled “imDocShare SPFx webparts Power User Guide” or “imDocShare Visual Webparts for SP2013 On Prem – Power User Guide” depending on which version you have purchased.

The imDocShare Teams App is a powerful application which can use almost all features that are included in our SharePoint implementation. Tab views can be configured and customized in several ways to show the most appropriate documents and containers for a respective user or situation. These Web Parts include:

  1. imDocShare Document Viewer
    • Normal View (show contents of a single container or workspace)
    • RecentDocs View (show user’s most recent documents)
    • Favorites View (Show user’s favorited documents or containers)
  2. imDocShare Tree View (Show multiple container sources which can be freely navigated in a tree-style view)

NOTE: Custom App tabs are currently in BETA state for Teams mobile. Any custom App tabs and personal tabs may encounter issues based on mobile device types. Microsoft is aiming to improve this functionality for developers and we will update our application according the documentation link here: https://docs.microsoft.com/en-us/microsoftteams/platform/tabs/design/tabs-mobile. Please look forward to full support in the near future.

Initial installation is a very quick and easy process. It will be slightly different depending on whether you will be installing from the Microsoft Teams App Store or installing via “side-loading” the app with a standard zip file.

Install from Teams Store

Simply search for ‘imDocShare’ in the app search box and select imDocShare to install. The app can be added to a specific Team chat or, in general.

Install by side-loading App

Side-loading requires that you have received a zip file with the main app installation package inside.

Navigate to Apps from the left side nav bar and select “Upload a custom app” > “Upload for {your tenant here}”. If the user who is installing it is NOT an administrator, they will simply install the personal app tab for themselves. If the user is an administrator, they will make the app available across the tenant for others to install.

You may also install the app by adding it to a specific team or chat group:  navigate to the Team tab that you are expecting to use and clicking the “Manage Team” option shown below:

From here, select the “App” tab and you can click the “Upload a custom app” link just like from the apps screen:

Installing using this method will NOT install the personal tabs nor will it make the app available for other users. Once install is complete, the following screen which lets users review the privacy and Terms of Usage before adding the app:

Once the app is successfully added, Inside the new team or chat group, click the “+” button on the middle nav bar and this will initiate the new install dialog window. For personal app, simply choose the “Add” option without adding to a specific team or chat group.

If you have installed as a personal app, you will automatically get 2 sample tabs after providing some licensing information. On the welcome screen, you will see that you need to fill in a few parameters:

License Key:

This is a unique key provided to you by our company when purchasing imDocShare. If you would like to use imDocShare separately, please contact us at support@imDocShare.com. More info in the next section. This field will automatically validate the license key and show a warning if an invalid key is detected.

Once license is verified a few optional fields will open up. Please choose if you are using iManage cloud implementation or the On-Premise implementation as this will impact the authentication required to access your data.

Next, you may see the ClientId and baseUrl fields. These are required for authentication and are generally pre-filled from our Database during the on-boarding process. If they are not filled, or if you would like to further customize these fields, please fill them out with your information.

Once you have entered the settings above, the app will require login to iManage continue. Please see the login and authorization section for more info about this. Once authentication has been established, the app will create two default views for you: Recent Documents and My Favorites (highlighted in yellow below). When the app is being used, it will appear on your left-side navigation bar, you may also pin the personal app to your left-side navigation bar by using the “pin” option highlighted in red below:

You will be asked to provide iManage login credentials before any content can be accessed. These Personal Tab views are non-configurable and will always show your personalized content from iManage. If you would like to configure views like this, you may add custom tabs (using “recent” or “favorite” view) in a team or Chat group with customized settings.

On this screen, you must provide some important details to initialize your application in our service database.
NOTE: This screen will not appear if the personal app install has already been completed. Since your License key has already been registered through the “New personal app” form, instead of this screen, you will directly see the “Create new Tab” screen or authentication screen if required.

Here are the fields that must be filled out in order to begin the process:

License Key:

This is a unique key provided to you by our company when purchasing imDocShare. If you would like to use imDocShare separately, please contact us at support@imDocShare.com. More info in the next section. This field will automatically validate the license key and show a warning if an invalid key is detected.

Once license is verified a few optional fields will open up. Please choose if you are using iManage cloud implementation or the On-Premise implementation as this will impact the authentication required to access your data.

Next, you may see the ClientId and baseUrl fields. These are required for authentication and are generally pre-filled from our Database during the on-boarding process. If they are not filled, or if you would like to further customize these fields, please fill them out with your information.

Once this is complete, you will be asked to authenticate with iManage using the settings you have provided in conjunction with your iManage user credentials.

Once this is complete, you will be ready to create your first tab. Please see the “Creating a new Tab” section for more details.

NOTE: Usage of the “basic” configuration option requires a “masterConfig” to exist. Therefore, the first tab that you create will be very important since it will be used to supplement future ‘basic’ configuration views. If you have installed personal tabs, the masterConfig will default to use the configuration that is used for the “recent Documents’ personal tab. This is a default configuration provided by imDocShare.

If you are using our SharePoint implementations, you will recognize that imDocShare comes with a unique license ID which will be verified on load. For the Teams App, this license key will only be checked once during initial installation of Personal tabs or Teams tab. Once it has been verified, the Teams App will no longer ask for the license key and instead rely on using your Microsoft Teams Tenant ID to retrieve and persist info in our database.

The service database is only used for the following tasks:

Cross-checking the license key with our imDocShare licensing database to ensure authorized use upon first time install

Storing the Teams Tenant ID to retrieve saved configs

Saving a “Master” config for use with basic setting views and individual tab configs for tabs that are configured with the “Advanced” config view

Retrieving these settings to fill the App config when different views are shown in Teams

SharePoint Clients

When receiving our imDocShare deployment materials, you should also have received a imDocShareLicenseKey.txt file. This file contains your unique key which will activate imDocShare and the specific features that you have requested. Simply copy the key and use in the “License Key” field. Initial installation cannot move forward without providing this value.

Non-SharePoint Clients

Please visit https://www.imdocshare.com/product/imDocShare-teams-app-pro to purchase a new subscription.

If you are experiencing any licensing issues, please contact licensing@imDocShare.com

First Time Configuration

As mentioned in the previous section, first time configuration is done by configuring your first tab in the Teams tab implementation OR by completing the Initial install screen for personal tabs. This will create your “Master” config. The “Master” config will be used to supplement future tab configuration editing when using the “basic” or non-advanced editing option. The “Master” configuration cannot be changed so please be careful when adding this for the first time. Note: Personal Tabs cannot be configured. If you would like configurable tabs, you can create them using the view type “Recent Docs” and “Favorite” and configure using the advanced settings editor.

Completing the “New Install” dialog and authentication will bring you to the “create new tab” screen. Users can continue to create additional tab views by clicking the “+” button found in the middle nav highlighted below:

Select “imDocShare” from the list of apps shown:

This will take you to our “Create new Tab” dialog. Here, you will see two different tabs labeled “Settings” and “Advanced Settings”. These are two alternative ways to create a new tab.

Settings

This is the most basic method for creating new tabs designed for non-technical users to quickly generate a new view in as few steps as possible

The main requirements are:

Tab Name:

Give your tab a name that is relevant to the content that will be shown

Library ID:

The source library (formerly called database) which contains your documents. This field will generally be pre-filled with the current user’s ‘preferred library’. This setting can be changed in iManage. You can also change your library ID from this screen. Clicking on the field will open a dropdown menu which contains all libraries which the current user has access to.

View Type:

Choose a view type. Normal View will display the contents of a single container or sources such as Recent Documents & Favorites. Treeview will allow users to see multiple different sources and navigate between them

Primary source type:

Choose the type of container that is being referenced. Multiple sources can be provided for Treeview. Please fill this field before filling the ID to see a dropdown list of all available containers.

Primary source ID:

Source Identification number for the container which can be found in iManage. Users may manually fill in this field if they know the ID already or a dropdown will provide a list of containers that the current user has access to. Users may also search a container by name or ID. Please see the screenshot below for an example:

Once you have chosen your settings, please click the “Create Tab” button to validate your form. Once this is complete the “Save” button should now be available to click.

Congratulations! You have successfully created your new Tab!

*NOTE: Editing a view using the basic “settings” option will revert any config changes that were previously made using the “Advanced Configuration” screen. It will revert your settings to use your “Master” configuration.

Advanced Configuration

Advanced Configuration uses the imDocShare config Builder view, which is a webpart that our SharePoint clients may find familiar

This form is used to further customize the view by providing options such as showing custom columns, showing or hiding the search box/breadcrumb trail, default click behavior when clicking documents and many more…

Simply select the options that fit your desired outcome and click “Create Tab” to validate your changes. Then you can click the “save” button and the app will create the view that you have chosen.

Please consult our imDocShare Power User Guide to see more information about configs such as what each property does and what settings can be applied to each property.

*NOTE: Editing a view using the basic “settings” option will revert any config changes that were previously made using the “Advanced Configuration” screen. It will revert your settings to use your “Master” configuration. If you would like to preserve “Advanced” configurations on an individual webpart, please continue editing it using only “Advanced Configuration”.

Clicking on the arrow button (shown below) beside each tab will show 3 options: settings, rename and delete. Note: Personal Tabs are not configurable. If you would like to configure your “recent” or “favorite” views, please create a team tab with that view and configure as shown below.

Delete

Delete will remove the configured tab. This does not delete any content on SharePoint or iManage. It will, however, delete the associated tab information from our service database and you will no longer be able to retrieve the config settings for that tab.

Rename

Rename will simply rename the tab that you can see on Teams. This does not edit any names on SharePoint or iManage

Settings

Using the “Settings” option will open a dialog that can be used to edit the configuration of your imDocShare tab view. Similar to the “Create new Tab” dialog, there will be 2 main options to change the tab configuration: “Settings” is used for basic configuration and “Advanced Configuration” will use the imDocShare config builder

Advanced Configuration

Clicking the “Advanced Configuration” tab during a tab edit session will automatically import the currently existing settings into the config builder form where you can update them

Update Settings

Makes changes to the settings then click “Update Settings” to validate your current changes. Then you may click “save” in order to see the newly configured view

Congratulations! You have successfully edited your new Tab!

Please consult our imDocShare Power User Guide to see more information about configs such as what each property does and what settings can be applied to each property.

*NOTE: Editing a view using the basic “settings” option will revert any config changes that were previously made using the “Advanced Configuration” screen. It will revert your settings to use your “Master” configuration. If you would like to preserve “Advanced” configurations on an individual webpart, please continue editing it using only “Advanced Configuration”.

As our app is focused on accessing protected content from iManage, login is required before the user can create or edit any views. Immediately after installation and license check, the user will be prompted to login on a screen like below:

Upon clicking the button, users should see a separate popup screen containing the iManage login form.

When viewing tabs that have already been created, users will also be prompted to login if the login session is expired or doesn’t exist.

Each view loaded in imDocShare should come with a “Log out” command that should reset your iManage login session. In our SharePoint environments, showing the logout menu is optional and can be turned on using the Config Builder or by editing the JSON config. In Teams, it is mandatory.

In each view, on the top right corner, you should be able to see a message stating “Hi (your username)”. Clicking on this will open a menu that will provide the option to “Log out” of your current iManage account and refresh the view automatically. Once refreshed, you should be prompted to re-login to iManage using your preferred account name and password. This session will be saved until you execute the logout command again. iManage login is required to view contents in any view.

The imDocShare Teams app is an application that can be installed to a user’s specific Teams application for “Personal” tabs or to specific Teams or group chat instances. A user with administrative privileges over the organization is also able to install the app across the tenant for everyone’s usage. There are 3 methods of un-install:

Removing it from a specific team / chat group

Removing it as a personal app

Removing it from the organization (requires administrative privileges)

In order to fully uninstall imDocShare, please follow the procedure below:

Specific Team/Chat Group

Click the context “…” menu beside each Team group or Group chat in which imDocShare has been previously added

Select the “Manage Team” option

Click on the “Apps” tab that will appear on the top

Find imDocShare in the list of apps and remove using the trash icon

This will NOT uninstall from other teams / chat groups that may be using it. It will also NOT disable users from adding it back again.

Personal / Admin

You may see the imDocShare logo on your left side menu navigation if you have pinned it there OR you may access the personal app by clicking the “…” button on the left side menu navigation and select imDocShare from a list of installed apps.

Right click on the imDocShare logo and select “Uninstall”

Additionally, for administrators, if you would like to prevent any team member from adding the app, you may remove it from the list of apps that are available to add. You can find this by navigating to the Apps tab from the left-side navigation list and select the “Built for {your organization}” link. This will show you all apps that an administrator has installed and made available to all members. Deleting it from here should disable it from being used and being added to any further teams or chat groups.

Install / Uninstall

In order to resolve any issues regarding install / uninstall, we recommend exiting teams and restarting it again. This tends to resolve many of the most common issues in which Teams does not properly update whether the app exists or not. If the issue persists after several restarts, please contact support at support@imDocShare.com

Known Issues

The Teams App includes almost all functionalities that are available in the SharePoint and Web App versions. However, there are small differences and restrictions due to the limitations of the technology. These differences are listed below.

“Download” functionality from the context Menu requires a browser. Using this option while using Teams as an application (as opposed to teams on browser) currently does not work

Usage of other browser-related functionalities will open a new window with your default browser. For example, the “View in Browser” context menu option will open a new browser window.

As stated earlier, Teams mobile is currently in BETA state and may encounter issues with different mobile devices. Here is a list of the known issues:

Iphone users may experience the inability to access personal tabs while custom team tabs will load properly

Android users may experience the inability to access custom tabs while personal tabs will load properly