Team Management

Modified on Wed, 30 Jul, 2025 at 10:12 AM

Purpose

A Team is a structured group of users with shared access to security groups and designated administrative features.

When a team is created, users are assigned specific team roles and security groups are linked. Advanced capabilities such as cloning, workflow transitions, receiving notifications, workflows, business objectives, automated indicators and custom fields can also be enabled.

Teams support hierarchical access, allowing certain members such as Team Administrators or Team Manager to manage team-level features such as adding users and giving them permissions to access data (via pre-approved security groups that have been added to the team) without needing full system-wide admin rights.

Key Features & Functions

User Grouping – Groups users to assign shared access and admin capabilities.
Streamlined User Onboarding– New users can be automatically added to designated teams upon creation, ensuring appropriate access and reduced manual setup.
Simplified User Management: Team administrators can manage users without requiring system admin privileges.
Providing Granular Access – Teams can be assigned relevant security groups, which can then be further customised and assigned to team members for more granular access management.
Performing Advanced Functions – Teams can be granted privileges to advanced functions such as cloning records, performing workflow transitions, receiving notifications, configuring custom fields for the team, etc.
Managing Business objectives – Teams can be enabled for Business objectives, thereby allowing its team members to add and manage Business objectives efficiently.
Record Sharing – Records, filters, and dashboard templates can be shared with entire teams at once.

Important Notes

Administrator access is required to add and configure a team.
Team Administrators and Managers do not need system admin access to access their teams and perform team-related functions.

Step-by-Step Guide To Add a Team

Navigate to Admin > Teams and click on the blue ‘Add’ button to the top-right.

A form will appear. Please complete the form fields as described below.

Field	Description
Title	Specify an appropriate title for the team.
Description	Add a brief description for the team.
Users	Add members to the team by selecting them from the ‘Users’ dropdown list.
Groups	Select the Security Groups that the team should have access to. Once these groups are assigned, Team Administrators can further assign them to individual team members or create subsets of these groups for more granular access control.
Enabled	Select 'Yes' to enable the team and make it available within the system.
Add new users to this team	Select 'Yes' to automatically assign all newly created users to this team. This ensures that new users are included in the team upon creation, streamlining onboarding and ensuring consistent access to team-based security groups.
Create Button Active	Specifying 'Yes' will list the blue ‘Create' button on the navigation bar for the team members. Configuring this button allows users to quickly create records directly from their current page, without having to navigate to the corresponding module’s list view. To know how to configure the ‘Create’ button, click here.

In the ‘Features’ section, select the advanced features you wish to enable for the Team.

Here is a walk-through of the features that are associated with a team:

Cloning

Select 'Yes' to include this team in the ‘Teams’ dropdown field listed on module clone templates.

When a team is selected on a clone template, it ensures that only the members of the team will be able view the button to clone records, both from the list view and the individual record’s show view. For further information on Clone Templates, click here.

Custom Fields

Select 'Yes' to display the ‘Lookup Options’ tab on the Team Show view when accessed through ‘My Teams’.

When a team is enabled for Custom Fields, Team Administrators will see a 'Lookup Options' tab on the team's show view which lists all scoped lookup fields from the system and their lookup options. Team administrators can scope the lookup values that are applicable to their team by checking the related checkbox options to the right. As a result, team members will be able to view and access only the designated lookup options in the relevant dropdowns. For further information on Scoped lookups, click here.

Notifications

Select 'Yes' to list this team in the ‘Teams’ dropdown within the ‘Recipients’ section of email notifications.

When a team is selected as a recipient, all members of the team will receive scheduled email notifications related to the associated module, provided that the user is allowed to read the records that meet the the notification condition and the user has this notification enabled in his notification settings. For further information on email notifications, click here.

Security Groups

Select ‘Yes’ to display the ‘Security Groups’ tab on the Team Show view when accessed through ‘My Teams’.

This tab enables Team Administrators to assign security groups or create subgroups and assign them to team members, allowing for more granular access control if required. Additionally, the ‘Security Groups’ tab provides options to mark a security group as Default or set it as Inactive if it is no longer required within the organisation. For information on security groups, click here.

Workflows

Select ‘Yes’ to include this team in the ‘Team Restrictions’ field of workflow transitions.

When a team is selected for ‘Team Restrictions’, only members of that team will be allowed to perform the workflow transitions such as approvals or archiving. Users who are not allowed to edit a record OR not part of the designated team will not be able to view this transition on the relevant record(s). For further information on workflow transitions, click here.

Can manage Business Objectives

Select ‘Yes’ to grant team members the ability to create, edit, and delete business objectives.

By default, all users have view-only access to the business objectives in the application. Enabling this setting for a team provides its members with full management permissions, allowing them to actively create and manage business objectives. For further information on Business Objectives, click here.

Automated Indicators

Select ‘Yes’ to allow team members to configure metrics for automated indicators.

By default, users can create automated indicators but cannot define their metrics. Enabling this setting grants team members access to a ‘Configure Metric’ option, allowing them to define and save the indicator metrics as needed.

Scope User Fields

Select ‘No’ to exclude team members from user dropdown's when user scoping is enabled.

When Scope User Fields Enabled is enabled in Team settings, user fields are limited to members of the current user’s teams. Disabling this feature for a team ensures its members are not included in these scoped user dropdown's, when user scoping is enabled.

Click ‘Save’ to create the team.

Team Record Detailed View

After saving a Team, you will be routed to the Teams List View in the admin section. You need to click on the title of the Team to navigate to the Team’s Detailed View which lists the following sections:

Users: Lists the users added during team creation.
Security Groups: Lists the security groups assigned to the team.
Feature-Related Sub-panels: These sub-panels list the team features that are enabled for the team. The sub-panels will remain empty until the team is assigned related configurations.

Accessing your Teams

All Team members can see their assigned teams via ‘My Teams’ option listed within the Username dropdown menu.

Common Issues & Troubleshooting

Will existing transitions remove already assigned teams if we disable the ‘Transition’ feature for a team later?

No, previously assigned teams will remain. The change will only apply going forward.

The ‘Users’ field is missing from the Edit form.

After a team is created, users can only be managed via the ‘Users’ sub-panel’ in the Team Show View.