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 team is a concept used to group mobile and web users. It determines their access to workflows and dashboards/reports.
Some information is available on the home page for teams. e.g. The list of teams available, their respective names, the total number of mobile + web users in the team, and the hierarchy information.
On the same page, there are options to search, create, download, view, archive, or edit a team.
To filter a team, use the attributes at the top of the page or use the add filter icon next to the search box.
To view a team, search for its name in the search box located on the top left. When you click on the edit button, you will be able to see the team ID, name, details of mobile + web users, and dashboards + workflows attached to the team.
Click Create icon on the top right, then select (+ one team)
Fill in the required information:
Team Name
Pick the mobile users that must belong to that team
Pick the web users that must belong to that team
Pick the workflows that must be accessible to the users in that team
Pick the dashboards that must be visible to the users in that team
Click on Confirm to confirm the operation
N/B: Only licensed mobile users can be added to a team
Select the team, and click on the edit icon at the second last right of the line. 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
Select the team, and click on the Archive icon at the end of the line then confirm on the prompt box that opens. The team will be archived.
When creating a team or editing a team, you can add or remove users from the team.
N/B: A user that does not belong to a team will not be able to access a workflow
To add several, mobile or web users, at the same time. Click the 3 dots, and select the option Bulk assign mobile users or Bulk assign web users in the action panel.
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.
Click on the download arrow to get the list of all the teams with this information:
Team unique ID
Team Name
Mobile user ID that belongs to the team
Mobile usernames that belong to the team
Web user ID that belongs to the team
Web Usernames that belong to the team
Workflow ID that belongs to the team
Workflow name that belongs to the team
Active. True if the team is not archived. 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 Bulk unassign 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, by selecting the teams using the checkboxes on the left panel and then clicking on the 3 dots and selecting Bulk archive team.
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”.
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.
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 team is a concept used to group mobile and web users. It determines their access to workflows and dashboards/reports.
Filter, search, and view teams
Some information is available on the home page for teams. e.g. The list of teams available, their respective names, the total number of mobile + web users in the team, and the hierarchy information.
On the same page, there are options to search, create, download, view, archive, or edit a team.
To filter a team, use the attributes at the top of the page or use the add filter icon next to the search box.
To view a team, search for its name in the search box located on the top left. When you click on the edit button, you will be able to see the team ID, name, details of mobile + web users, and dashboards + workflows attached to the team.
Create a team
Click Create icon on the top right, then select (+ one team)
Fill in the required information:
Team Name
Pick the mobile users that must belong to that team
Pick the web users that must belong to that team
Pick the workflows that must be accessible to the users in that team
Pick the dashboards that must be visible to the users in that team
Click on Confirm to confirm the operation
N/B: Only licensed mobile users can be added to a team
Edit a team
Select the team, and click on the edit icon at the second last right of the line. 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
Archive a team
Select the team, and click on the Archive icon at the end of the line then confirm on the prompt box that opens. The team will be archived.
Assign users to a team
When creating a team or editing a team, you can add or remove users from the team.
N/B: A user that does not belong to a team will not be able to access a workflow
Assign multiple users to a team
To add several, mobile or web users, at the same time. Click the 3 dots, and select the option Bulk assign mobile users or Bulk assign web users in the action panel.
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.
Download the list of teams
Click on the download arrow to get the list of all the teams with this information:
Team unique ID
Team Name
Mobile user ID that belongs to the team
Mobile usernames that belong to the team
Web user ID that belongs to the team
Web Usernames that belong to the team
Workflow ID that belongs to the team
Workflow name that belongs to the team
Active. True if the team is not archived. False if the team is archived.
Create multiple teams (bulk)
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.
Edit multiple teams (bulk)
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 Bulk unassign 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.
Archive multiple teams (bulk)
You can archive multiple teams in one operation, by selecting the teams using the checkboxes on the left panel and then clicking on the 3 dots and selecting Bulk archive team.
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”.
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.
Updated on: 27/09/2023
Thank you!