Creation and maintenance for push notifications
Preliminary information
When you create a new team on Microsoft Teams, an Office365 group is also automatically generated. O365 groups can exist without an associated Team, but to which, at any time, the corresponding Team can be linked.
Membership management
It is important to remember that, unlike security groups, an Office 365 group cannot contain other groups. If you try to do this, what happens is that the users of the first group are brought back to the second group. Any subsequent changes to the membership of the first group are not reflected in the second.
There are four main ways of maintaining team members.
1. Creation of an Org-wide Team All tenant users are automatically added to the Team. More details: Creation of an org-wide team
2. Using Office 365 Groups configured with Dynamic Membership You can define a query (for example on users' Active Directory attribute values), and all users who match the query are automatically added to the group. Anyone who no longer matches the query is automatically removed. For this functionality it is necessary to have an "Azure AD premium P1" license. More details: Groups dynamic membership
3. GroupsSync tool
For those who do not have the "Azure AD premium P1" license we have implemented a tool that, when properly set, creates and maintains O365 groups based on certain values of Active Directory attributes. This tool is not part of the Intranet AI solution, therefore is usually sold separately.
4. Manual management
Last possibility is the manual maintenance of Team members. It is entirely your IT’s responsibility to manually add / remove users from the group. These actions can be performed either by Teams itself or by managing the members of the related O365 group.
What to do in case of secondary sites associated with a hub?
In the case that there are situations with secondary sites associated to a hub, we can find many options available and make sure we chose the best solution to implement.
Case study:
Client X has the Global site and the Local (Italy) secondary site. Whoever connects from Italy sees everything, whoever is outside Italy will only see the Global contents. The two sites differ in some pages and apps, but above all for the news, because there are some that are published exclusively on the Local site and only people from Italy will be able to read them. While the news published on the Global site will be readable by everyone on a global level.
Technically, the solutions can be two and both valid.
OPTION 1 - Create Two Teams:
One Team will have as members the users who must see the Global news, the other Team the users who must see the Local news.
PROS
· There are no special precautions when posting news on the two sites.
CONS
· A user who is part of both teams will obviously have two different teams to see the notifications.
???
· If a user has access to both SharePoint sites, he will be able to see all the news on both (from SharePoint) regardless of belonging to the teams group, which at this point pilots only the notification on teams.
OPTION 2 - Create a Single Team with Audience on the news
On SharePoint there is the audience functionality (which you have already configured for example on KDC).
The news that everyone must see can be inserted normally, the AD group of users who must be able to see them as an audience must be placed on the others every time.
PROS
· Single team.
CONS
· Each time they have to put the group as the news audience.
???
· If a user has access to both SharePoint sites and the web part is set to use the audience, he will also see on SharePoint only those without groups set and those with the groups he belongs to. In practice, the audience can drive both the Teams notification and the visibility on SharePoint.
NB: If a user has the Azure AD Free license, he doesn't have Azure dynamic groups.
Since both solutions involve the use of groups, it should be noted that:
· groups are maintained by hand
· you purchase our group sync tool (at an annual cost, without user restrictions)
· you purchase a higher Azure license (with cost per user added)
You need to have a way to recognize the types of users through Azure AD attributes.
The Disable Notification and Notification Date columns
Our push notifications disseminate new intranet content, alerting users in the Microsoft Teams app and providing them with quick access to communications. For instance, when a news is published, users are notified via Teams, which ensures maximum reception of corporate news.
By default, users receive a Teams notification just as the news is published. However, if you do not want the notification date to coincide with the publication date, you can set a different notification date. Instead, if you do not want your audience to be notified on Teams, you have the possibility to disable notifications. You can set these options while creating the news, by filling in the Disable Notification and Notification Date fields. These fields are available only if the SitePages library includes the Disable Notification and Notification Date columns. The following sections explain the procedure to enable these columns on the main intranet site and on secondary sites.
How to enable the Disable Notification and Notification Date columns on the main site
To create the Disable Notification and Notification Date columns on the main intranet site, follow these steps:
Access the SitePages library.
Click on Library settings, and then on More library settings.
Under the Columns section, select Add from existing site columns.
You will land on the following interface, where you can add columns from site columns.
Select site columns from: select IAI Notifications from the drop-down menu.
Available site columns: you will see the two columns you need in this box. Select the first column and click on Add. Then, do the same for the second column.
Finally, click on OK.
How to enable the Disable Notification and Notification Date columns on secondary sites
To create the Disable Notification column on secondary sites, follow these steps:
Access the SitePages library.
Click on Library settings, and then on More library settings.
Under the Columns section, select Create column.
You will land on the following interface, where you can create a new column. Here, you need to enter information about the column, namely the column name, the column type and the default value.
Column name: write IAINoNotification. This must be the internal name of the column. Therefore, it is important that you write exactly this name at this stage. Then, at a later time, you may change the column name by making it more readable.
The type of information in this column is: select Yes/No (check box).
Default value: select No.This means that notifications will be enabled by default. To disable them for a specific news, you will need to activate the Disable Notification option while creating the news.
To create the Notification Date column on a secondary site, follow these steps:
Access the SitePages library.
Click on Library settings, and then on More library settings.
Under the Columns section, select Create column.
You will land on the following interface, where you can create a new column. Here, you need to enter information about the column, namely the column name, the column type and some additional column settings.
Column name: write IAINotificationDate. This must be the internal name of the column. Therefore, it is important that you write exactly this name at this stage. Then, at a later time, you may change the column name by making it more readable.
The type of information in this column is: select Date and Time.
Description: write "If not set, publish date is used".
Enforce unique values: select No.
Date and Time Format: select Date & Time.
Display Format: select Standard.
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