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Version: 7.3

Shortcut configuration in Teams archive

Introduction​

The Shortcut configuration page in Teams Archive allows administrators to configure the archive methods and shortcut types used when archiving Teams content. On this page, you can review and manage existing shortcut configurations, manage HTML templates used for HTML shortcuts, and create new shortcuts that can later be selected when configuring a Teams archive job.

To open the page, navigate to Teams Archive -> Settings -> Shortcut configuration.

This page describes:

  • the Shortcut configuration and HTML Templates grids;
  • the available shortcut types (Keep original shortcut, HTML shortcut, and Modern shortcut);
  • how to create, edit, and manage shortcuts.

Shortcut configuration and HTML Templates grids​

The Shortcut configuration section lists all already configured shortcuts, together with their configuration information. A shortcut displayed in bold indicates that it is set as the default shortcut (i.e., it is used for manual archiving).

The HTML Templates section lists all HTML templates configured for HTML shortcuts. The grid also displays the creation date, modification date, and the user who last modified each template.

The shortcuts configured by the administrator on this page can be selected when configuring a Teams archive job on the job's configuration page.

Each listed item can be managed from its context menu, opened by clicking the ellipses (…). The context menu allows you to delete, edit, or set as default the selected shortcut.

To create a new shortcut, click + new under the Shortcut configuration section, and select a shortcut type from the Type list in the Shortcut configuration dialog.

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Note: The + new option is unavailable to the logged-on user if the "Add repository items" permission on the tenant is not allowed in their role assignment. The Manage access option allows granting access permissions on the selected shortcut configuration to a second user. This option is available to the logged-on administrator if their role assignment contains the "Edit repository item – All allowed" permission on the tenant. Read more in Managing access to contentACCESS objects.

Shortcut types​

There are three types of shortcuts in contentACCESS's Teams Archive:

  • Keep original shortcut
  • HTML shortcut
  • Modern shortcut

Keep original shortcut​

With this option, the original document is kept in its original location/folder. It is recommended to select this processing type for archiving items younger than one year.

When this option is selected, you can also define the version management setting:

  1. Keep all versions – the archive job does not modify the version history.
  2. Delete all versions – all previous versions are deleted, except for the current version.
  3. Keep last versions – deletes all versions but keeps the last X versions (for example, 2 last versions; possible values: 1–100).
  4. Keep versions younger than – the job keeps versions younger than a selected date, counted in months (for example, versions younger than 2 months).

HTML shortcut​

If a job archives items using an HTML shortcut, the file is replaced by HTML code based on an HTML template. Currently, the Default template is available for the Teams archive. In this template, version management is set to Delete all versions.

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Note: The current behavior for ListItems is that the version history is deleted, but the file is not renamed (there is no file for ListItems).

The default template can be downloaded and edited by:

  • clicking + new under the HTML Templates section and then clicking Edit template in the HTML template dialog; or
  • selecting Edit from the context menu and then clicking Edit template.

Screenshot: Download the template via the Edit template button.

Screenshot: Download the template from the context menu.

After downloading the template, download an HTML editor from the web, edit your template, and save it. The default or edited HTML template can then be uploaded to the template list:

  1. Under the HTML Templates section, click + new. The HTML template dialog opens.
  2. Enter a Name for the HTML template.
  3. Fill in the Description field (not required).
  4. Click Upload from the file and browse for the template that you have created.
  5. Upload it to the template list.

Once your desired template is uploaded, a custom HTML shortcut can be configured:

  1. Navigate to Teams Archive -> Settings -> Shortcut configuration.
  2. Click + new under the Shortcut configuration section. The Shortcut configuration dialog opens.
  3. Enter a name for the shortcut in the Name field.
  4. In the Use HTML template dropdown list, select the HTML template that you have created.
  5. After filling in all required data in the Shortcut configuration dialog, click OK.

Modern shortcut​

The modern shortcut uses a Microsoft 365 technology called M365 File Handler. This allows SharePoint to determine how certain file types (based on their extension) should be opened and where the user should be redirected. In this case, this is implemented through the .alink file extension.

File Handler also supports assigning a custom icon to the file type and adding specific actions to the SharePoint file context menu (right-click menu: restore archived files and open the shortcut through the shortcut handler). The technology works across all SharePoint-based platforms, including SharePoint, OneDrive, and Teams.

Because the file itself is rendered by an external service (in this case, contentACCESS), the shortcut only contains identifiers, while the actual display and logic are handled externally. As a result, the shortcut file is significantly smaller than the HTML shortcut and allows much greater flexibility, including dynamic rendering and language- or user-specific presentation.

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Certain functions and user scenarios have limitations when using the modern shortcut. For more information about these limitations and the related best practices, see Limitations and best practices while using modern shortcuts in Teams.

Editing shortcuts​

To edit a shortcut:

  1. Select the shortcut you want to modify from the grid and open its context menu.

  2. Click Edit and change the settings in the Shortcut configuration dialog so that the shortcut contains the information you require.

You can also set the selected shortcut as default, or delete it, from the shortcut's context menu.

For more information about the available shortcut functions and how shortcuts can be used in Teams and Teams-related SharePoint sites, refer to the Opening shortcuts from Teams chapter in the contentACCESS Portal documentation.