Team Permissions FAQ

Read below for a description of what a “Team” is and other frequently asked questions regarding the new Team Permission. 

• What is a Team?
• How Do I Set Up a Team?
• How Do I Add a New Member?
• How Do I Update a User’s Permissions?

What is a Team?

Creating a team allows you to add a group of users to a project all at once, with pre-set access levels and roles. 

If ten members have been assigned to Team A, and each member has a set project access level, and a different role, then when Team A is added to the project, all ten members will be added, each with their pre-set access level and roles. 

Multiple teams can be added to a project. If a second team is added to a project, and a team member is part of both teams, the team member will receive the highest-assigned access level and initial subscription status. Any additional roles will be added.

The list of teams is viewed in the Teams tab, which gives an overview of all of your teams. Click on a team in this list to go to the team’s management page, where you can add members and select each member’s pre-set access and roles. 

Teams are meant to handle all different iterations a firm may need for access. It is best practice for a firm to create a new team if they need to remove or add users from certain projects or update access level, rather than updating at a Project level. 

How Do I Set Up a Team?

Team setup occurs in the Member Access section.

1. Review and adjust team members. In the Members tab, review all Org members, add any new members, and set each member’s Org Access. 
2. Create Teams. In the Teams tab, create a new team with a name and description. 
3. Add team members and set their access, roles, and subscription status. In the Team Management page (click on the team in the Teams tab to navigate there), add members to the team. For each member, select their access level, project roles, and subscription status. 
4. Assign teams to projects. In the Teams tab or in the Team Management page, select the Auto-Add to New Projects option for a team to automatically add it to every new project. To add a team to existing projects, in the Projects tab, filter the list of desired projects and then assign the team to those projects. 

How Do I Add a New Member?

Ensure that a new member of your team is added where they need to be. To do this, you will need to determine which existing teams a new member should be added to, and what permissions and roles they will have on each team. 

1. Navigate to the Member Access tool. Click Main Menu > Setup > Member Access.
2. Add a new member to the Org. In the Members tab, click + Add Member in the top right and invite the new member to the Org.
3. Set their Org access. Once the member has been added, they will appear in the members list. Click the dropdown in the Org Access column to set their Org access level.
   
4. Add the new member to a team. In the Teams tab, select a team that the member should be added to. In the Team Members tab, click Add Member and select the new member from the dropdown.
   
5. Set the member’s settings for the team. Once the new member has been added to the team, set the Team member’s project permissions, role or roles, and subscription status for this team.
   
6. Repeat for other teams. Repeat the process in steps 4 and 5 for any other teams that the new member should be added to. 

Once the new member has been added to the appropriate teams, they will be added to the projects where that team is assigned, with the selected access and roles. 

How Do I Update a User’s Permissions?

Unless they are for an individual project, any updates should be made at the Org or Team level using the Member Access tool. Click Main Menu > Setup > Member Access to navigate to the tool. 

In the Members tab, you can change a user’s Org Access or remove them from the entire Org. 

• Click the Org Access dropdown to change whether the user is an Org Admin or give or remove mailroom access. 
• Select the user and click on the trashcan icon to remove the user from the entire Org. 

To change a user’s permissions at the team level (project access level, roles, and subscription status), click on the Teams tab and select the team where you want to change the permissions. In the Team Management page, find that user in the list. 

• Click on the Process Access or Project Roles dropdowns to change those permissions. 
• Toggle the subscription status on and off to change whether the user is subscribed to the projects by default. 
• To remove the user from the team, select the user and then click the trashcan icon in the top right.

Changes made to the user’s permissions at the team level will be automatically updated in the projects where that team is assigned.