Teams Integration Guide
This document guides you on how to browse, view, and share files from SHIELD Drive within Microsoft Teams. Teams integration is only available if the administrator has enabled Microsoft Teams integration, and some features (such as the Teams NAS tab) may vary in visibility depending on the administrator's settings.
1. How to Use in Teams
Teams uses SHIELD Drive in the following four ways.
| method | Location | Purpose | Terms of Use |
|---|---|---|---|
| SHIELD Drive app | Teams Left App Bar | Use SHIELD Drive full screen within Teams | Using Teams Integration |
| Channel Tab | Channel Top Tab | Using the Teams folder connected to the channel | Using Teams Integration |
| Teams NAS Tab | Channel Top Tab | Using NAS Storage Folder Connected to Channel | Teams NAS Integration Usage |
| Message Extension | Post·Chat Input Box | Share the SHIELD Drive file by attaching it to the message. | Storage Sharing Policy Allowance |
Reference - Account Linking: To use SHIELD Drive in Teams, your SHIELD Drive account must be linked to a Microsoft 365 account. If it is not linked or if the account logged into Teams is different from the linked account, you will be redirected to the login screen. For instructions on how to link accounts, please refer to the "Account Management and Profile" document.
Reference - App Registration: The Teams registration and updates for the SHIELD Drive app are managed by the administrator in the Microsoft Teams admin center. If the app is not visible, please contact your administrator.
2. Using the SHIELD Drive App
When you select the SHIELD Drive app from the left app bar in Teams, the SHIELD Drive screen that you use on the web opens within Teams. (Teams screen image will be attached later)
- The storage configuration, file and folder operations, and search methods in the left menu are the same as on the web.
- The availability of file viewing, editing, uploading, and downloading depends on the policies for each access environment (see "6. Differences by Access Environment").
- The [Teams tab] in the left menu displays folders connected to Teams channels, and the [Teams NAS tab] displays folders connected to the Teams NAS tab (when using Teams NAS integration).
(Image to be attached later)
3. Using the Channel Tab
The channel tab is a feature that allows you to directly open the SHIELD Drive folder (channel folder) linked to each Teams channel from the top tab of the channel. The channel folder is created under the "Team > Channel" structure in Teams storage.
3-1. Automatically Added Tabs
If the administrator has enabled [Teams tab auto-creation], the following tasks will be automatically performed when a team or channel is newly created in Teams.
- Create team/channel folder in SHIELD Drive
- Add SHIELD Drive tab at the top of the channel (tab name fixed as SHIELD Drive)
Users do not need to add tabs separately. If you are not using existing teams/channels or automatic creation, you can add them in "3-2. Adding Tabs Directly".
3-2. Adding Tabs Directly
- Click "+" in the tab area at the top of the Teams channel.
- Select SHIELD Drive from the app list.
- In the tab settings screen, select [Storage Name]. [Storage Type] and [Storage Description] are automatically displayed based on the selected storage and cannot be changed.
- If the channel folder does not exist yet, the [Create Folder] button will be displayed. Click the button to create a channel folder.
- Once the channel folder check is complete, the [Save] button in Teams will be activated. Clicking [Save] will add a tab.
(Teams screen image to be attached later)
- If the channel folder already exists, it can be saved directly without the [Create Folder] button.
- After creating the folder, before the permission check is completed, display "Checking permissions..." and automatically recheck.
- If folder creation fails, display "Failed to create folder."
| Storage Type | Storage Description (Auto Display) |
|---|---|
| Teams Basic Storage (SharePoint) | This is the SharePoint repository provided by Teams. |
| NAS | This storage is a Teams dedicated NAS. |
| Secure NAS | This storage is a Teams dedicated secure NAS. |
The NAS·Security NAS item is only displayed in the list when the administrator uses the Teams NAS integration. Please refer to "4. Using the Teams NAS Tab" for the tab to add as NAS storage.
3-3. Tab Screen Configuration
When you open the channel tab, the corresponding channel folder is displayed as a SHIELD Drive file list.
- It opens based on the channel folder, and it is not possible to move to a folder higher than the channel folder.
- File and folder operations are the same as on the web, and their availability follows folder permissions and policies based on the access environment.
If the channel member information has not yet been reflected in SHIELD Drive, a synchronization guide will be displayed instead of the list.
- "Information for this channel has not been synchronized." Click [Sync Now].
- "Channel information synchronization in progress" status is displayed.
- When "Synchronization Successful" is displayed, the channel folder list will be refreshed.
- After requesting synchronization, you cannot request again for 3 hours, and during that time, it will remain in the "Synchronizing channel information" status.
- If it fails, display the message "Failed to synchronize channel information. Please try again later." Click [OK] and try again.
(Teams screen image to be attached later)
3-4. Delete Tab
When you remove a tab from the Teams tab menu, a confirmation screen will appear saying "Do you want to delete this tab?"
- Only the tab will be deleted, while the channel folder and files of SHIELD Drive will be retained.
- Automatically generated tabs will not be automatically added again after deletion, so add them again in "3-2. Adding Tabs Manually".
4. Using the Teams NAS Tab
The Teams NAS tab is a tab that uses the channel folder stored in the company's NAS or secure NAS storage instead of the default storage of Teams (SharePoint). It can only be used if the administrator is using Teams NAS integration.
4-1. Automatically Added NAS Tab
If the administrator has enabled [Automatic Creation of NAS Tab] and specified [Teams File Storage], the following actions will be automatically performed when a team or channel is created in Teams.
- Create team and channel folders in the designated Teams file storage (NAS)
- Add Teams NAS tab at the top of the channel
The tab name is displayed as the [Teams tab name] set by the administrator, and if not set, it is displayed as "SHIELD Drive". If the Teams file storage is not specified, the NAS tab will not be automatically added.
4-2. Adding a Direct NAS Tab
"3-2. Add Tab Directly" and add in the same way, selecting NAS or secure NAS storage in step 3.
- The Teams file storage specified by the administrator is selected by default at the top of the storage list.
- If there is no channel folder in the selected NAS storage, create it using [Create Folder] and then save.
4-3. Download Location for Files Downloaded from Teams
When using Teams NAS integration, files downloaded through the SHIELD Drive app in Teams are stored in the Teams file repository (NAS) designated by the administrator.
4-4. Check on the Web
The folder connected to the Teams NAS tab can also be found in the left menu of the SHIELD Drive web under [Teams Nas]. Folder permissions are applied based on channel members.
(Image to be attached later)
5. Share Files with Message Extensions
By selecting SHIELD Drive in the message extension of Teams posts or the chat input box, you can attach and share SHIELD Drive files in the message.
- Select SHIELD Drive from the message expansion at the bottom of the post or chat input box.
- Select the file to share on the file selection screen.
- Click on [Attachment].
(Teams screen image to be attached later)
| Location | Selectable files |
|---|---|
| Channel Posts | Files in the channel folder |
| chatting | All files in SHIELD Drive with access permissions |
- Up to 6 attachments at a time. If exceeded, display the message "You can only attach up to 6."
- Attachments can only be added if message extension sharing is allowed in the sharing policy of the storage to which the file belongs.
- If sharing fails, display the message "Temporary file sharing failed. Please try again."
6. Differences by Connection Environment
When using SHIELD Drive in Teams, the file permissions (view, edit, upload, download) set by the administrator are applied according to the Teams access environment. These permissions take precedence over conditional policies by storage, so actions that are possible on the web may be restricted in Teams.
| Connection Environment | View · Edit · Upload | Download |
|---|---|---|
| SHIELD Drive Web Direct Access (PC·Mobile) | Applying Basic Settings and Storage Policies | Applying Basic Settings and Storage Policies |
| Teams Web | Apply Basic Settings for Teams Integration | Apply Basic Settings for Teams Integration |
| Local Teams App (PC Installation Type) | Apply Basic Settings for Teams Integration | Apply Basic Settings for Teams Integration |
| Mobile Teams | Apply Basic Settings for Teams Integration | Always Block (Microsoft Teams Policy) |
- If file access is blocked, editing is also blocked.
- For example: If the administrator blocks file editing in Teams Web, editing will not be possible in Teams Web even if editing is allowed in the storage policy.
6-1. Using Files in Mobile Teams
In Mobile Teams, files cannot be downloaded. When attempting to download, the message below will be displayed depending on the file type and policy, and use the file through the indicated menu.
| Guide text | How to use |
|---|---|
| In the mobile Teams environment, files cannot be downloaded. To use the files, please use the [Open in app] or [Open in web] menu. | Open with [Open in Web] or [Open in App] for viewing and editing. |
| In the mobile Teams environment, files cannot be downloaded. To use the files, please use the [Open with Viewer] menu. | Open with [View] |
| In the mobile Teams environment, files cannot be downloaded. To use the files, please access them from a PC. | Access and use on PC |
7. Guide Message
| Guide text | situation | Action |
|---|---|---|
| A temporary error has occurred. Please try again later. | If the company and storage information could not be loaded on the tab settings screen | [Check] try again. If it repeats, contact the administrator. |
| Failed to retrieve information. Please move to another tab and then reconnect to the SHIELDrive Tab. | If the tab information could not be loaded | Move to another tab and reconnect |
| Unable to retrieve channel information. | Failed to check channel information | Reconnect after a moment |
| The file has not been synchronized yet, so collaborative editing or viewing is not possible. Please view it after re-synchronizing the file. | When viewing unsynchronized files | View after file resynchronization |
| MS integration is not available, so files in this folder cannot be uploaded. | Attempt to upload without linking a Microsoft 365 account | Try again after linking your account. |