Team Management

Team Management

Overview

Team Types

Team Membership Types

Actions

Field Descriptions

For Administrators of:

  • Standard
  • Professional
  • Enterprise

Overview

Team management is used to define permissions and groupings for users. These permissions cover what records a user is and is not able to access. Teams are used in conjunction with Roles to form a security model for non-admin users in ProTracker Cloud. Users can use team settings on specific records to allow different users within the program the option to view these given records. Team settings can also be used as a form of organization, separating records to be associated to specific teams for better tracking. Teams can be based on departments, geographic regions, or whatever else works best in a given organization.

The Actions menu on the Teams module consists of:

Create Team:  Create a new team.

Teams:  Select Teams to search and display teams.

Team Notices:  Create team notices.

Team Types

From an administrative standpoint, teams will be handled differently based on their types. From a user standpoint, all teams will be treated pretty much the same. Each team type has their own special set of characteristics that aid in defining it. The team types are defined as:

  • Global Team
  • Standard Team
  • Private Team

The Global Team is created automatically when a ProTracker Cloud instance is created. Global is the default team for all new users, and every user is a member of the team by default. Global is a universal team, so any records associated to the global team will be viewable by the users on this team. The global team is intended to be available for all users and a shared team for all users.

Note: You cannot delete the Global Team.

Standard Teams can be created by the administrators via Team Management. These are to be used throughout the program to organize and grant access on organizational specifics for your organization. Standard teams are often broken out into groups by departments, geographical regions, or duties. For example, you may have an East and West team, and also a Sales and Support team.

Private Teams are created for every user as part of the process when the user is created. Private teams are meant to be associated to private records that only the user and his or her superiors have access to.

Note: Private teams are not deleted in the same method as other teams.

Team Membership Types

Team memberships are given to users in one of two ways, either by explicit or implicit membership. Regardless of the type, membership will control what records regular users are able to see. Each membership can be granted in different ways and can constitute different functionality. Team membership is represented in the team’s detail view as well as the user’s detail view.

Note: Administrators do not adhere to team security and therefore can see all records. 

Explicit team membership is forged when the relationship is defined from either the team’s or user’s detail view. In addition, explicit relationships are also represented with private team memberships. Explicit memberships, other than private teams, can be removed as necessary from the team’s or user’s detail view. Explicit memberships will also include membership functionality for actions such as workflows or inbound email.

Implicit team membership is used for record visibility. Implicit membership relies on the “Reports To” field in the User Profile. When one user reports to another, the hierarchy of the “Reports To” field is kept in tact. The user being reported to will inherit the team membership of the subordinate user and be able to see any records on both his or her own team, and the teams of which the subordinate user is a member. 

Note: Implicit relationships cannot be removed, but the cause for their relationship can broken by changing the reporting hierarchy. 

In the Team’s detail view, the user’s subpanel will showcase which relationships are explicit and which are implicit. In the “Membership” column of the Users subpanel, the user will either be marked as a “Member”,  meaning that they are the explicit member, or “Member Reports-to”, meaning they are an implicit member. In addition, the users marked with the “Member Reports-to” will not include a “Remove” button, as they have another user (or users) reporting to them on this team.

 

Actions 

To…

Then…

Create Teams via Teams Module:

  1. Select Admin > Team Management. The Teams list view will open displaying all existing teams that are currently available.
  2. Click the Create New button at the top of the Teams list view.
Teams_Create_New.png
  1. Enter a name and description of the team on the Create Team edit view screen. Click Save.
Create Teams via Duplication: 
  1. Select Admin > Team Management. Select the team you would like to duplicate from the Teams List View.
  2. Click the Actions menu dropdown and select Duplicate.
Teams_Duplicate.png
  1. The displayed edit view is pre-populated with the original team's values. Update the name field, and description if need be, then click Save.
Add Users to Teams via Teams Module:
  1. Select Admin > Team Management.
  2. From the Teams List View, select the team that you are working with.
  3. At the bottom of the page, click Select User from the Users subpanel.
  4. Use the popup search menu to search for and select the user(s) you would like to add to this team by doing one of the following:
    • Double-click on the user's name.
    • Click the corresponding checkbox next to the user(s) you are adding and then click Select.
  1. After selecting the user(s) the popup search box will close and the user(s) will now be displayed in the Users subpanel for the team.
Add Users to Teams via the Users Module
  1. Select Admin > User Management.
  2. From the Users List View, open the user record that you would like to edit.
  3. From the user's detail view, click on the Access tab.
  4. Scroll past the role chart to the My Teams subpanel and click Select.
  5. Use the popup search menu to search for and select the team(s) you would like to add to this user by doing one of the following:
    • Double-click on the team's name.
    • Click the corresponding checkbox to the left of the team's name(s) and then click Select.
  1. After selecting the team(s) the popup search box will close and the team(s) will now be displayed in the My Teams subpanel for the user.
Add Users to Teams via Duplication:
  1. On the newly created team's detail view, click Select to choose members to add to the team.
  2. To remove members from the original team, click Remove to the far right of that user's row in the Users subpanel of the new team.
View Teams via List View:
  1. Select Admin > Team Management.
  2. Click the team's name to open the record's detail view.

Manage records in a sub-panel:

See Manage related information in sub-panels.
Search Teams:
  1. Select Admin > Team Management.
  2. In the search box at the top of the Teams List View, type the name of the team you would like to view and click Search.
To see all Teams
  1. Select Admin > Team Management.
  2. Click Clear and then click Search. This will perform a blank search with no filter and will return all Teams in the database.

Note: ProTracker automatically appends the wildcard character (%) to the end of your search phrase. This allows the system to retrieve all records that start with the keyword entered in the search. If you would like to broaden the search, you can use the wildcard at the beginning of your text as well, e.g., %Administrator. This will pull up any record that has the word "administrator" in the name, regardless of how it starts or ends. 

Edit Teams via List View:
  1. Click the pencil icon to the left of each team's name.
  2. Update the necessary fields and click Save. After saving from the edit view, you will be returned to the detail view for the record that you just updated.
Suppress Teams:

Suppressing team records will not suppress any related user records and will only remove the relationship. The exception is when trying to suppress private teams. Private teams are only able to be suppressed when the user that the team is created for has been suppressed. To suppress a private team, first suppress the user via the user's detail view.

Via Detail View:

  1. Select the team from the Teams List View.
  2. Select Suppress from the Actions menu.
  3. A pop-up message will display asking for confirmation. Click OK to proceed.
TeamDetailViewSuppress.png

Via List View:

  1. Select Admin > Team Management.
  2. Use the search box to search for the team record(s) you wish to suppress.
  3. Select the team records individually or using the checkbox dropdown options.
  4. Click Suppress at the top of the List View.
TeamListView_Suppress.png

 

Remove a User from a Team:
  1. Select Admin > Team Management.
  2. Select the team you wish to remove the user from.
  3. Click Remove to the far right of the user you wish to suppress.
  4. A pop-up message will display asking for confirmation. Click OK to proceed.
Remove a Team from a User:
  1. Select Admin > User Management.
  2. Select the user's record you wish to modify (remove the team from).
  3. Click Access.
  4. Scroll past the role chart to the My Teams subpanel and click Remove to the far right of the team you would like to remove.
  5. A pop-up message will display asking for confirmation. Click OK to proceed.
Upgrade Teams:
  1. Select Admin > Repair > Click Upgrade Teams.

This action simultaneously performs the following actions:

  • Global Team: Creates or restores the global team if it does not exist or has been suppressed. All users are then assigned to the global team if not already.
  • Private Team: Creates a private team for every user in the system that does not already have a private team and assigns the user to their private team.

 

Repair Teams:
  1. Select Admin > Repair > Click Repair Teams.

You may then choose one or more of the following actions by checking the box to the right of the description.

  1. Then click Rebuild
  • Rebuild access to global team: Creates a global team if one does not exist and loops through every user and adds them to the global team.
  • Rebuild access to private teams: Loops through every user and creates a private team if one does not exist, and then adds the user to their private team.
  • Rebuild team hierarchy: Loops through every user and makes sure every manager is included in their employee's teams. This ensures that if Sally reports to Jim, that Jim can see all of Sally's records.  Note: ProTracker prevents a loop from being created via the Reports to field.
  • Clean up unused combinations of teams: Searches the database for unused combinations of teams and deletes the records from the database.
  1. The users looped through are displayed on the screen when complete.
Create a Team Notice:
  1. Select Admin > Team Management. Click Create Team Notice.
  2. Complete the Team Notices Create Form. See Field Descriptions for information about each field. Fields that have an asterisk (*) are required; you must enter data in the field to save the record.
  3. Click Save to save the record and view its detail page, or click Cancel .
Review Team Notices:
  1. Select Admin > Team Management.
  2. Select Team Notices from the Teams Action menu.

The Team Notices List View will open. Sort on the columns by clicking the arrows next to the column header. Clicking on any Title field, as a blue hyperlink, will bring you to the edit view for the team notice, allowing you to edit the notice. Click the remove button to the far right of any record to suppress that notice from ProTracker.

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the record.

Date Start

When the broadcasted notice will start showing for users.

Date End

When the broadcasted notice will stop showing for users.

Title

Enter a title for the announcement or notice to show on the dashlet.

Description

Enter in the text of what announcement or notice is being made to the users to show on the dashlet.

URL Title

What will show in the dashlet as a clickable link to the defined URL.

URL

Add a link to another page if necessary. Note: You must include a http:// or https:// in the URL for the link to redirect properly to the correct page.

Teams

Select what teams(s) should see this message.

Status

Select if the notice should be visible or not for users.

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