Manage Teams
Articles on: Web App
What is a Team?
Filter, search and view teams
Create a team
Edit a team
Archive a team
Assign users to a team
Assign multiple users to a team
Download the list of teams
Create multiple teams (bulk)
Edit multiple teams (bulk)
Teams Levels and Labels
The definition of the Team in FieldPro is a grouping of mobile and web users with similar or identical goals. These could be based off their use of a common workflow(s) or their grouping in a common department on their end. On the basis of this it makes it easier and practical to assign workflows and other items to a Team.
The means to filter, search and view Teams is available on the Teams homepage with unique features for achieving each of these functions.
On the homepage there are also features to search, create, download, view, archive or edit a team.
Search / Filter Teams - The action of searching for or filtering Teams is useful when you seek to isolate or identify a unique Team from the general list of Teams. For this you can use either of the following 2 functions.
Search bar - The Search bar is visible on the top left of the Teams table and has the word "Search" with the magnifying glass icon. It would commence the search by auto function once you begin entering the details of the desired Team name in the search box.
Add Filter - The Add Filter function is located on the right of the Search bar and has a filter icon beside it. To use the this function you would need to click on the Add Filter and it would display a drop-down list of all the filter options available for use. In this case you require the Name filter and you select that. This would create a tab next to the Add Filter with "Name" and is also an input tab for the Team name. This would however require the input of the full and accurate Team name as this is not an auto search function like the Search bar. After you are done inputting the Team Name. Click on "Apply" and the Team would be filtered for you.
It would be helpful to add that when inputting the name of the Team you must always ensure you are inputting the correct team name as any wrong inputs would either not return the required data desired or any data at all.
Viewing Teams - To view a unique Team you would need to make use of the Search / Filter Team processes as detailed above. When you have successfully identified the Team you wish to view you click on the Edit button. This button would become visible to you once you run your cursor over the row with the Team details. Once you click on it you will be able to view all details related to this Team such as the Team ID, Name, details of mobile + web users, and dashboards + workflows attached to the team.
This function allows you to create a single team at a time. To do this click the Create icon on the top right and select the function labeled "**+ one team".
Follow the steps below for data entry in the provided fields and confirm the data inputs made when done
Name - The name of the Team
Mobile Users - select the mobile user(s) to be assigned to the Team from the drop-down list
Web Users - select the web user(s) to be assigned to the Team from the multiple choice list provided
Workflows - select the workflow(s) to be assigned to the Team from the drop-down list
Dashboards - select the required dashboards that would need to be visible to the Team
Click on Confirm to confirm the operation
N/B: Only licensed mobile users can be added to a team
Editing a Team is required when you wish to make changes to the data dynamics for the Team. To do this you would need to filter out the required team and use the Edit button to perform these actions. Click on the Edit icon at the second last right of the line on the Team row. The edit window will open, so you can make your changes and confirm.
When editing a team, several actions are possible:
Add/Remove users from a team (Mobile/web)
Add or remove workflows
Edition of the team name
Changing the hierarchy information
Teams are archived when they are either obsolete or inactive and may need to be stored away. To perform this action select the team, and click on the Archive icon at the end of the line on the Team row. This would open a dialog box asking that you confirm the action of archiving the Team and once you confirm the action would be completed and the the team would be archived.
The assignment of users to a team is the action where mobile or web users by their dynamics are assigned to a Team. The assignment of these users to the Team grants them the opportunity to access all the related workflows and dashboards which are also assigned to the Team.
The addition of users to Teams can be done for single users or multiple users at a time.
N/B: A user that does not belong to a Team will not be able to access the assigned workflows for that Team
This is the action of assigning 2 or more users to a team at a time. The users to be assigned can be either mobile or web users in one action. To perform this assignment type you must click the 3 dots on the upper right side of the Teams home page. These would provide you a drop-down list with several options. The required options would be to select either the option Bulk assign mobile users or Bulk assign web users in the drop-down list.
On the dialog box that opens, click on the provided Link to be able to download the CSV template in which you would have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
To access the data for Teams via download you would need to click on the download arrow which would provide the following data in Excel or CSV format:
Team unique ID
Team Name
Mobile user ID that belongs to the team
Mobile user names that belong to the team
Web user ID that belongs to the team
Web User names that belong to the team
Workflow ID that belongs to the team
Workflow name(s) that belongs to the team
Team Activity - This would be denoted as "True" if the team is not archived and "False" if the team is archived.
On the top right of the teams' page, click on Create team and select Multiple teams (CSV).
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
You can edit multiple teams in one operation, by clicking on the 3 dots and selecting Bulk edit teams (CSV) in the menu.
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
You can unassign multiple mobile/web users in one operation, by clicking on the 3 dots and selecting either of the Bulk unassign functions for either mobile/web users (CSV) in the menu.
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
You can archive multiple teams in one operation with the use of the checkboxes in each Team row. The selection of one checkbox would be related to a single team or multiple teams dependent on selection. The use of the main checkbox outside of the Teams list table allows the selection of all team count that are present on that page.
Once the required selections are done the Archive icon would appear at the top of the table for action. Once you click on the Archive icon a dialog box would appear to either confirm or cancel the action. Once the confirmation is made the Teams selected would be archived.
Definitions
Manage the hierarchy
How to view and edit levels and labels
Deactivating a slot
How to create levels and labels
Levels - group teams as per the hierarchy. It is to be used to build a distribution structure.
Labels - group teams without a hierarchy. It is used as a tag to group teams with the same function, like for a type of sales, channel, etc
Having Hierarchy levels means that any team that is added to a lower level is also added to all the superior levels.
N/B: A client has 10 “slots” available. Each slot can serve as a label or level
In the client setup, select “ Main ” and go to the Teams Section and click on “ edit details ” then Team label/level. Select the slot you need to use and activate using the toggle button, set the level/label name and type then save your changes.
A label can be:
Open text
Single choice, in which case you need to define the options
N/B: Always ensure the team Label is set as a SINGLE CHOICE to avoid errors in team creation, and also have clean reporting.
For levels, you need to define a hierarchy. After creating a level, you need to tick has hierarchical constraints and select the Parent level.
The hierarchy will then appear like this:
If you no longer need to use a label or level, you can’t delete it, you can only deactivate it by clicking on the toggle
Once levels and labels have been created, you will see them on the left menu of the team's section
N/B: When clicking on a label/level, you will see the number of teams that belong to it.
Each label/level contains:
Teams
Mobile users (all the users from the teams associated with that level/label)
Web users (all the users from the teams associated with that level/label)
Workflows
You can view or edit this by clicking on the action buttons at the right, where a modal like below will appear.
N/B: If you add a mobile or a web user there, it will automatically be added to all the teams of that level/label.
This is useful if you want for example a regional manager to view the performance of all the staff in his region
Once you have defined this structure, in the team section, click on the 3 dots and select Manage hierarchy to:
Upload a hierarchy using the template. This is where you indicate the values for each level
Visualize the hierarchy in a structured tree
N/B: You can’t have the same value for two different levels, say “center”. That will cause the hierarchy to be rejected.
On the tree view, you can:
Move one team to any other node at the same level
Add or remove a level
Expand/collapse each node
There is a Levels filter at the top left, this enables you to filter out levels that you don’t what to see at any particular time.
Teams comprise of mobile and web users, and can be assigned specific workflows based on their purpose or role.
This can be done through manual selection or bulk assignment:. The assignment of workflows can be done in 2 ways as follows:
Single or multiple choice selection
Assign workflows manually to one or more teams.
Steps:
Go to the Workflows tab and click Edit on the desired workflow.
In Settings, scroll to Attached Teams.
Click the box to select specific teams or use Select All for all teams.
Click Save within the "Attached Teams" section and again at the top-right corner of the page.
Bulk Team Assignment
For large teams, assign workflows using a CSV file.
Steps:
In the Workflows tab, click Edit on the desired workflow and go to Settings.
Download the list of all teams using the Download button.
Use the Bulk Assign button to get the CSV template, input team IDs and names, and save it.
Upload the completed file via Bulk Assign and click Proceed to finalize.
For detailed guidance on managing teams reach our to us via our chat support.
What is a Team?
Filter, search and view teams
Create a team
Edit a team
Archive a team
Assign users to a team
Assign multiple users to a team
Download the list of teams
Create multiple teams (bulk)
Edit multiple teams (bulk)
Teams Levels and Labels
What is a Team?
The definition of the Team in FieldPro is a grouping of mobile and web users with similar or identical goals. These could be based off their use of a common workflow(s) or their grouping in a common department on their end. On the basis of this it makes it easier and practical to assign workflows and other items to a Team.
Search, Filter and View Teams
The means to filter, search and view Teams is available on the Teams homepage with unique features for achieving each of these functions.
On the homepage there are also features to search, create, download, view, archive or edit a team.
Search / Filter Teams - The action of searching for or filtering Teams is useful when you seek to isolate or identify a unique Team from the general list of Teams. For this you can use either of the following 2 functions.
Search bar - The Search bar is visible on the top left of the Teams table and has the word "Search" with the magnifying glass icon. It would commence the search by auto function once you begin entering the details of the desired Team name in the search box.
Add Filter - The Add Filter function is located on the right of the Search bar and has a filter icon beside it. To use the this function you would need to click on the Add Filter and it would display a drop-down list of all the filter options available for use. In this case you require the Name filter and you select that. This would create a tab next to the Add Filter with "Name" and is also an input tab for the Team name. This would however require the input of the full and accurate Team name as this is not an auto search function like the Search bar. After you are done inputting the Team Name. Click on "Apply" and the Team would be filtered for you.
It would be helpful to add that when inputting the name of the Team you must always ensure you are inputting the correct team name as any wrong inputs would either not return the required data desired or any data at all.
Viewing Teams - To view a unique Team you would need to make use of the Search / Filter Team processes as detailed above. When you have successfully identified the Team you wish to view you click on the Edit button. This button would become visible to you once you run your cursor over the row with the Team details. Once you click on it you will be able to view all details related to this Team such as the Team ID, Name, details of mobile + web users, and dashboards + workflows attached to the team.
Creating a Team
This function allows you to create a single team at a time. To do this click the Create icon on the top right and select the function labeled "**+ one team".
Follow the steps below for data entry in the provided fields and confirm the data inputs made when done
Name - The name of the Team
Mobile Users - select the mobile user(s) to be assigned to the Team from the drop-down list
Web Users - select the web user(s) to be assigned to the Team from the multiple choice list provided
Workflows - select the workflow(s) to be assigned to the Team from the drop-down list
Dashboards - select the required dashboards that would need to be visible to the Team
Click on Confirm to confirm the operation
N/B: Only licensed mobile users can be added to a team
Editing a Team
Editing a Team is required when you wish to make changes to the data dynamics for the Team. To do this you would need to filter out the required team and use the Edit button to perform these actions. Click on the Edit icon at the second last right of the line on the Team row. The edit window will open, so you can make your changes and confirm.
When editing a team, several actions are possible:
Add/Remove users from a team (Mobile/web)
Add or remove workflows
Edition of the team name
Changing the hierarchy information
Archiving a Team
Teams are archived when they are either obsolete or inactive and may need to be stored away. To perform this action select the team, and click on the Archive icon at the end of the line on the Team row. This would open a dialog box asking that you confirm the action of archiving the Team and once you confirm the action would be completed and the the team would be archived.
Assigning users to a Team
The assignment of users to a team is the action where mobile or web users by their dynamics are assigned to a Team. The assignment of these users to the Team grants them the opportunity to access all the related workflows and dashboards which are also assigned to the Team.
The addition of users to Teams can be done for single users or multiple users at a time.
N/B: A user that does not belong to a Team will not be able to access the assigned workflows for that Team
Assigning multiple users to a Team
This is the action of assigning 2 or more users to a team at a time. The users to be assigned can be either mobile or web users in one action. To perform this assignment type you must click the 3 dots on the upper right side of the Teams home page. These would provide you a drop-down list with several options. The required options would be to select either the option Bulk assign mobile users or Bulk assign web users in the drop-down list.
On the dialog box that opens, click on the provided Link to be able to download the CSV template in which you would have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
Downloading Teams Data
To access the data for Teams via download you would need to click on the download arrow which would provide the following data in Excel or CSV format:
Team unique ID
Team Name
Mobile user ID that belongs to the team
Mobile user names that belong to the team
Web user ID that belongs to the team
Web User names that belong to the team
Workflow ID that belongs to the team
Workflow name(s) that belongs to the team
Team Activity - This would be denoted as "True" if the team is not archived and "False" if the team is archived.
Creating multiple Teams (Bulk Creation)
On the top right of the teams' page, click on Create team and select Multiple teams (CSV).
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
Editing multiple Teams (Bulk Edit)
You can edit multiple teams in one operation, by clicking on the 3 dots and selecting Bulk edit teams (CSV) in the menu.
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
Bulk unassign mobile/web users
You can unassign multiple mobile/web users in one operation, by clicking on the 3 dots and selecting either of the Bulk unassign functions for either mobile/web users (CSV) in the menu.
On the page that opens, click on Link to be able to get/download a CSV template in which you have to fill in all the required information and upload the CSV template by clicking on the field Upload your CSV file here.
Archiving multiple Teams (bulk)
You can archive multiple teams in one operation with the use of the checkboxes in each Team row. The selection of one checkbox would be related to a single team or multiple teams dependent on selection. The use of the main checkbox outside of the Teams list table allows the selection of all team count that are present on that page.
Once the required selections are done the Archive icon would appear at the top of the table for action. Once you click on the Archive icon a dialog box would appear to either confirm or cancel the action. Once the confirmation is made the Teams selected would be archived.
Teams Levels and Labels
Definitions
Manage the hierarchy
How to view and edit levels and labels
Deactivating a slot
How to create levels and labels
Definitions
Levels - group teams as per the hierarchy. It is to be used to build a distribution structure.
Labels - group teams without a hierarchy. It is used as a tag to group teams with the same function, like for a type of sales, channel, etc
Having Hierarchy levels means that any team that is added to a lower level is also added to all the superior levels.
N/B: A client has 10 “slots” available. Each slot can serve as a label or level
How to create levels and labels
In the client setup, select “ Main ” and go to the Teams Section and click on “ edit details ” then Team label/level. Select the slot you need to use and activate using the toggle button, set the level/label name and type then save your changes.
A label can be:
Open text
Single choice, in which case you need to define the options
N/B: Always ensure the team Label is set as a SINGLE CHOICE to avoid errors in team creation, and also have clean reporting.
For levels, you need to define a hierarchy. After creating a level, you need to tick has hierarchical constraints and select the Parent level.
The hierarchy will then appear like this:
Deactivating a slot
If you no longer need to use a label or level, you can’t delete it, you can only deactivate it by clicking on the toggle
How to view and edit levels and labels
Once levels and labels have been created, you will see them on the left menu of the team's section
N/B: When clicking on a label/level, you will see the number of teams that belong to it.
Each label/level contains:
Teams
Mobile users (all the users from the teams associated with that level/label)
Web users (all the users from the teams associated with that level/label)
Workflows
You can view or edit this by clicking on the action buttons at the right, where a modal like below will appear.
N/B: If you add a mobile or a web user there, it will automatically be added to all the teams of that level/label.
This is useful if you want for example a regional manager to view the performance of all the staff in his region
Manage the hierarchy
Once you have defined this structure, in the team section, click on the 3 dots and select Manage hierarchy to:
Upload a hierarchy using the template. This is where you indicate the values for each level
Visualize the hierarchy in a structured tree
N/B: You can’t have the same value for two different levels, say “center”. That will cause the hierarchy to be rejected.
On the tree view, you can:
Move one team to any other node at the same level
Add or remove a level
Expand/collapse each node
There is a Levels filter at the top left, this enables you to filter out levels that you don’t what to see at any particular time.
Assigning Teams to Workflow(s)
Teams comprise of mobile and web users, and can be assigned specific workflows based on their purpose or role.
This can be done through manual selection or bulk assignment:. The assignment of workflows can be done in 2 ways as follows:
Single or multiple choice selection
Assign workflows manually to one or more teams.
Steps:
Go to the Workflows tab and click Edit on the desired workflow.
In Settings, scroll to Attached Teams.
Click the box to select specific teams or use Select All for all teams.
Click Save within the "Attached Teams" section and again at the top-right corner of the page.
Bulk Team Assignment
For large teams, assign workflows using a CSV file.
Steps:
In the Workflows tab, click Edit on the desired workflow and go to Settings.
Download the list of all teams using the Download button.
Use the Bulk Assign button to get the CSV template, input team IDs and names, and save it.
Upload the completed file via Bulk Assign and click Proceed to finalize.
For detailed guidance on managing teams reach our to us via our chat support.
Updated on: 21/05/2025
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