Teams group users so you can give many people the same access and settings at once. Teams are optional: anything a team can be given can also be given to a user directly. Setting most access at the team level makes later changes easier, because you change the team once instead of changing each user.


A user can belong to any number of teams. Wherever the system asks who has access or who is assigned, such as Record Type security, workflow assignments and stamps, you can pick teams as well as users.


The Teams list

The list shows each team's ID, Name, Description and # Users. Narrower screens hide some of these columns.

  • Type in Filter List to show only matching teams. When one team is left, press Enter to open it.
  • Click a team to edit it.
  • New creates a team.
  • Restore Items lists deleted teams. Click one to restore it.


Each row has these icons on the right:

  • Revisions lists every saved version of the team, with the date and who saved it. Click a version to open it in the editor. Nothing changes until you save it.
  • Export downloads the team as a JSON file.
  • Copy opens a new team with the same settings. Give it a new name and save it.
  • Edit with AI lets you describe a change in your own words. The AI fills in the editor, and nothing is saved until you review it and click Save. It is shown only when AI is available for administration.
  • Delete deletes the team. You can bring it back with Restore Items.


To delete several teams at once, select them by Ctrl+clicking their rows or clicking the check box beside each ID. A menu then appears beside the ID column heading; choose Delete Selected. Ctrl+A selects every team in the filtered list.


Creating or editing a team

The editor has three sections. Click a section heading to open it. When you are done, click Save to keep the editor open or Save and Close (Ctrl+Enter) to return to the list.


General Settings

  • Name is required.
  • Description is optional and is shown in the list.
  • Users are the team's members. Click All to add every user, or None to clear the list.


Extra Settings

  • Other Info is free text, typically used for integration with other systems.
  • Custom Start Page sets the Start Page for team members, for example /search/1234. A Start Page that users set for themselves takes priority.
  • Toolbar Dropdown E-form shows the selected E-form as a drop-down option in the toolbar for team members. Use Global Setting uses the E-form chosen in Main Options, and Force No Dropdown E-form turns the drop-down off for this team's members even when one is set there. This setting appears only when the system is licensed for E-forms.
  • Shared Home Page Searches takes saved search IDs, one per line. Each search is added as a panel at the top of every team member's Home page. This setting appears only on Enterprise systems.
  • Record Type Filter Tags takes tags, one per line. Team members get a Record Type Filters list beside the search box in the toolbar; choosing a filter limits the Record Types they see to the ones that carry that tag. Tags set on the user's own account are offered in the same list.


Related

This section shows what the team is connected to. It is read-only.

  • Users in Team lists the team's members.
  • Stamps lists the stamps assigned to the team.
  • Record Type Access lists each Record Type with whether the team can search it (R) and enter records in it (W).
  • Workflow Assignments lists the work triggers assigned to this team. Triggers assigned to its members one by one are not included. Click a trigger to open it.


Record Type Access and Workflow Assignments appear only after the team has been saved, and only for administrators with Reporting rights.


Importing and exporting

  • Import opens a team JSON file, such as one made with Export, in the editor as a new team. Click Save to add it. A file for any other kind of item is refused.
  • Import CSV, in the CSV menu, adds a team for each name in a CSV file. The file needs a column headed Team or Name. Names already in the list are skipped, and only the names are imported, so add members and settings by editing each new team.
  • Export CSV, in the same menu, downloads the team list as a CSV file.


You can also drag a JSON or CSV file onto the list to import it.