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Version: 7.3

Opening shortcuts from Teams

Introduction​

The Convert archived files to shortcuts function allows users to convert archived files in the Teams Archive to shortcuts. This option is generally used for archived items older than 1 or 2 years, depending on the company's requirements.

During the conversion process, the Administrator can select the shortcut type:

  • Keep original – The files are converted into shortcuts, but in Teams and on the Team-related SharePoint site, the files retain their original format unless the shortcut can manage the version history. Users can open the files easily.
  • HTML shortcut – The Teams items and custom SharePoint data are replaced with HTML files in Teams and on the Team-related SharePoint site. The entire version history is deleted, and users can open the archived item through the actions available on the HTML shortcut in Teams or SharePoint.
  • Modern shortcut – The archived file is replaced with an .alink shortcut file. This shortcut uses Microsoft 365 M365 File Handler technology, which allows Teams and the Team-related SharePoint site to recognize the file type and automatically redirect the user to contentACCESS when the shortcut is opened.

For more information about the archive job and the Convert archived files to shortcuts option, see Teams Archive job.

To open an HTML shortcut:

  1. Click the file title.

  2. The selected file opens in the same tab. From this tab, users can open, share, copy, or download the file, close the tab, or perform other activities related to the shortcut.

  3. The following shortcut-related options are available. Basic information, such as the archiving date, file URL (the location of the item in Teams), and size, is also displayed.

    • Preview – Opens the archived file's preview. Right-click Preview and select Open link in a new tab. The user is redirected to the Preview service, where the original file is displayed. From there, the user can download the original file, save it as a PDF, or restore the shortcut.
    • Download – Downloads the original file instead of the shortcut. Right-click Download and select Open in new tab.
    • Open in Portal – Opens the archived item in contentACCESS Portal. In the Portal, users can view the version history of the selected file, preview the item or file, download the document, and view other items in the same folder. For more information, see Item list and item preview.
    • Restore original – Restores the shortcut to the original file. The selected item opens in the Portal, and the restore process is displayed in a pop-up window. When the process is complete, the user can open the restored file in SharePoint in a new tab or cancel the action and remain in the Portal. This option works similarly to the Recover selected item(s) function in contentACCESS Portal.

Modern shortcuts in Teams can only be opened from the context menu by selecting Open > contentACCESS shortcut handler or Preview.

Opening the shortcut by clicking the file name is not possible in Teams. This is a known limitation. On a SharePoint site connected to Teams, however, the shortcut can be opened by clicking the file name. For more information, see Opening shortcuts from SharePoint.

This limitation applies only within Teams. To open shortcuts from Teams, use the Preview or Open > contentACCESS Shortcut handler context menu options.

Open shortcuts using Preview​

To open a shortcut using Preview:

  1. Open the context menu.
  2. Select … > Preview.

The shortcut preview opens and displays basic information, such as the archiving time, file URL (the location of the item on SharePoint), size, and modification date.

The following actions are available:

  1. Preview – Opens the file preview, where users can download the original file, save it as a PDF, or restore the shortcut. From the header, users can open the documentation through the question mark and view the initials of the logged-in user. Clicking the initials displays the user's name and email address and provides the following options:

    • View account
    • Log out
    • Open Portal

    The Open Portal option opens the related item directly in contentACCESS Portal.

  2. Restore – Starts the restore process in a new window. When the restore is complete, users can open the restored file or open the SharePoint folder containing the file. After closing the preview, the file is available again in Teams or on the Team-related SharePoint site in its original format.

Open shortcuts using contentACCESS Shortcut handler​

To open a shortcut using the contentACCESS Shortcut handler:

  1. Open the context menu.
  2. Select … > Open > contentACCESS Shortcut handler.

This option works in the same way as the Preview option. The selected file opens in a new window, where its content is displayed.

Users can download the original file, save it as a PDF, or restore the shortcut. From the header, users can open the documentation through the question mark and view the initials of the logged-in user. Clicking the initials displays the user's name and email address and provides the following options:

  • View account
  • Log out
  • Open Portal

The Open Portal option opens the related item directly in contentACCESS Portal.

When restoring from the preview, the Restore in progress window appears, followed by Restore is done! when the process is complete.

After closing the preview, the file is available again in SharePoint with its original format.

Restore shortcuts from the context menu​

To restore one or more shortcuts from Teams or the Team-related SharePoint site:

  1. Select one or more shortcuts.

  2. Open the context menu.

  3. Select … > Restore archived file.

  4. In the Restore Shortcuts window, review the shortcuts to be restored.

  5. Click Restore to start the restore process.

  6. When the process is complete, the following options are available:

    • Open file – Opens the restored file. This option is available only for a single-file restore.
    • Open containing folder – Opens the folder in the Team-related SharePoint site where the restored file is located.

    Screenshot: Restore single item

    Screenshot: Restore multiple items

Limitations while using modern shortcuts in Teams​

While modern shortcuts provide access to archived files without storing the original content in Microsoft 365, some Microsoft 365 functions and user scenarios have limitations. The following sections describe the limitations that apply when using modern shortcuts in Teams, including sharing shortcuts, supported and unsupportedlinks, guest user access, and recommended practices for compliance and offloading.

Not all Microsoft 365 link types work with modern shortcuts. The following are supported:

  • Copy link – links created for People in MSFT or People you choose
  • Share – links created using this Teams function for People in MSFT or People you choose

When sharing or referencing a modern shortcut, use these two methods.

Conversely, the following are not supported:

  • Copy path – the path copied from the detail panel
  • Copy URL – the URL copied from the browser address bar
  • Insert link – links inserted through Microsoft 365 applications (for example, Word, Excel, or PowerPoint) or other applications

Guest user access​

Guest users without a contentACCESS user account cannot access archived content through modern shortcuts, as contentACCESS sign-in is required.

Best practices for compliance​

For compliance-related jobs, consider the following practices:

  • Create a backup copy of files modified within the last 6 months
  • Run the job on a daily or weekly basis

Best practices for offloading​

For offloading jobs, consider the following practices:

  • Focus on larger files, for example files larger than 5MB
  • For files that have not been modified in the last 6 months, remove older versions and keep only the last version
  • For files that have not been modified for 2 years, convert the files to modern shortcuts
  • Run the shortcutting job monthly