Org Admins can use the Teams subsection of the Member Access tool to create and configure Org-level teams. To navigate there, click Main Menu > Setup > Member Access > Teams.
What are Teams?
Teams allow you to add a group of users to a project all at once, with pre-set access levels and roles.
Let’s say that Team A has 15 members, and each member has a set project access level and role. When Team A is added to a project, all 15 members will be added, each with their pre-set access levels and roles.
Additionally, 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. All of their assigned roles across each team will be added.
Add and Edit Teams
You can either create a new team from scratch, or copy an existing team and make the desired changes.
To create a new team from scratch:
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Click + New Team. In the upper right corner of the Teams subsection, click + New Team.
- Enter the team name and description. In the flyout, enter the team name and, if desired, a description of the team.
- Save.
Set Up Teams
Once the new team has been created, it will appear in the list of teams. Select the team to open a dedicated page to configure that team. Here, you can add and manage team members, assign roles, and add to projects.
In the menu along the top, the following actions are available:
- Edit Team Details (pencil icon): edit the team name and description.
- Copy Team (copy icon): create a new team with the same members, roles, and settings.
- Remove Team (trashcan icon): delete the team from your Filevine Org. Members will still have Filevine access and retain their membership in any other teams. Before a team can be deleted, it must be removed from all projects.
Manage Team Members
Read through the sections below to learn how to add, manage, and report on the members of a team.
Add Members
Before adding a user to a team, make sure they have been added to the Org via the Members subsection of the Member Access tool.
Once the user has been added, navigate to the Teams subsection and select the desired team. Then, follow these steps:
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Click + Add Member. In the upper right corner of the team page, click + Add Member.
- Search for and select the desired user. Enter the user’s name, email, or username and select them from the dropdown.
- Enable or disable project notifications. If you’d like the user to receive user feed notifications related to projects currently assigned to the team, toggle on Subscribe to existing projects. Otherwise, leave this setting toggled off.
- Add Member.
Repeat these steps for any additional members you’d like to add.
Assign Permissions
To view and update users’ roles and permissions within a team, navigate to the Teams subsection of the Member Access tool and select the desired team.
On the team's page, the Members tab displays a sortable and filterable table of all current team members, including:
- name
- project access
- protected sections
- protected folders
- project roles
- initial subscription status
- username
Most cells allow you to edit their value directly in the table. For example, you can change a member’s access level by clicking on their Project Access cell, and then selecting the desired level from the dropdown.
Heads Up!
Changes made to project access, protected sections, protected folders, and roles will update the team members on both existing projects and newly assigned projects. Changes to subscription status will only apply to newly assigned projects.
Select a member in the list to open that member’s flyout. Here, you can view and edit the member’s subscription status, access, and roles on an individual level. You can also remove the member from the team in this flyout.
To edit multiple members’ subscription status, access, or roles at once, select the checkbox next to the desired members, and then click the corresponding icon for the setting you’d like to update.
In the flyout, make the desired updates, and then click Update.
To remove multiple members from the team at once, select the checkbox next to the desired members and then click the trashcan icon above the table. In the flyout, click Remove Members to confirm. This action removes the members from all of the team’s projects.
Team Details Report
Once your teams are set up, you can run the Team Details report in the Report Builder tool. This report displays one row for each team member on each team. (So, for example, if one team member existed on three different teams, the report would include three rows with that team member’s name and the different details for each team.)
The report includes information like team members’ project access level, roles, and subscription status.
Assign Roles
Once you’ve added users to a team and set up their roles and permissions, you can view a list of all roles in the team, the number of users assigned to each role, and which user is in each role’s first position.
Tip
In Filevine, roles are used to determine auto-task assignment. If multiple users are assigned to the same role, the user in the first position receives the auto-task.
To learn more about the common terms found in Filevine, read our glossary.
Navigate to the Teams subsection of the Member Access tool and select the desired team. In the Roles tab, the list of roles is arranged by the Sort Order chosen in the Roles Setup Advanced tool. Use the “Search” field at the top to filter the list.
Select a role to open the role flyout, where you can view a list of all users currently assigned to the role. Click + Add Member to assign the role to additional users. Click the Unassign icon to unassign a user from the role.
Use the six dots ⋮⋮ to click and drag a user to a different position in the list. To quickly move a user to the first position, click the bookmark icon next to their name.
Any roles without assigned users are automatically collapsed at the bottom of the list. Click Unassigned Roles to view these roles.
Add to Projects
Read through the sections below to learn how to add a team to existing and future projects.
Add to Individual Projects
Project Admins can add teams to a project using the respective project’s Team section.
Org Admins can add a team to a project using the Teams subsection of the Member Access tool. Select the desired team from the list, and then follow these steps:
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Click Assign Projects. In the upper right corner of the team page, click Assign Projects.
- Search for and select the desired project. In the flyout, search for and select the desired project.
- Add to Project.
The team and all its members will be added to the project with their assigned roles and permissions.
Add to Multiple Projects
To assign, replace, or remove teams from multiple projects at once, navigate to the Projects subsection of the Member Access tool. In the list of projects, select the checkbox next to the projects you’d like to update.
You can select as many projects as you like on a single page. To expand the capacity of your page and select a larger quantity of projects, expand the Show dropdown at the bottom of the page and choose a new value. You can display up to 500 projects per page.
Once you’ve selected the desired projects, click the (#) Projects Queued card to view and confirm the selected projects. Then, click the Team icon to open the Project Teams flyout.
In the flyout, you can add teams, replace the teams currently assigned to the projects with the teams you have selected, or remove the selected teams. Select the action from the Change Action dropdown.
If you are adding or replacing teams, you have the option of subscribing the teams to project notifications. When this option is toggled on, all team members with their subscription settings turned on will be subscribed to the selected projects. If the toggle is turned off, no members will be subscribed to the selected projects, regardless of their individual settings.
When finished, click Update Teams. The flyout will display a confirmation message. Click Close to return to the project list.
Auto-Add to Future Projects
To automatically add a team to new projects, navigate to the Teams subsection of the Member Access tool and select the desired team. In the Auto-Add tab, all the project types in your Org are listed.
Enable the toggle next to a project type to automatically add the team to all new projects of that type.
Toggle on as many project types as you like, or toggle Enable in bulk to automatically add the team to new projects of all existing types. Toggle Auto-add ON for new project types to also automatically add the team to any new project types created in the future.
Permission Required
Users with permission can create and define project types in the Customs Editor Advanced tool.
Automatically adding a team to a project will add all members of the team, and give those members the roles and permissions defined in the Members and Roles tabs of the team page.
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