Getting Started with Team Management

The Team Management section in the Administration page lets you create and manage teams. Teams provide a way to organize and route tasks in the inbox. You can assign tasks to an entire team and make them visible to all members in the team in the centralized list in the inbox. From the list, members can choose the tasks they want to complete, and managers can assign tasks to members directly.

From this page, team managers can edit teams (edit team members, team roles, managers, and set team task visibility), view assigned team tasks, change due dates and priorities for team tasks, and reassign tasks to other users or groups. Team administrators can perform all the actions team managers can perform plus they can edit the team name and description, as well as delete teams.

You can view team settings and membership from the perspective of the user, group, or the team. On the Team Management page, select the Teams tab to view a list of teams and edit team settings. Select the Users or Groups tab to view a list of users or groups together with information about what teams they belong to.

Group members inherit team security settings from the group during runtime, and a members actual security rights are calculated from all settings applied to the individual user. To reflect modifications of group members, we support group member synchronization:

• When the group is added to any team for the first time, auto group synchronization will occur.
• When you click the Synchronize button on the Group Members dialog, it will trigger synchronization for this group only.
• When you click the Synchronize group members button on the team management page, it will trigger synchronization for all groups added to teams.

To open the Group Members dialog, click the View group members link on the Users or Groups tab in Action column.

Creating a Team

1. In Team Management, navigate to the Teams tab.
2. Click New team on the top right.
3. Enter a team name and description, and select a task visibility for the team. The task visibility determines who on the team can view tasks not assigned to them. Click Next.
4. Add administrators, managers, and team members to the new team. By default, the team creator is a team administrator. Click Next.
5. Add team roles, which are used in a User Task to assign tasks to specific users or groups on a team. To do this, click New role, add roles to the team, and then click Confirm.
6. Click Create.

Exporting and Importing a Team

If you want to copy your teams between Forms servers, you can export teams as XML files from one server and import them on another server.

Exporting a Team

1. In the Team Management page, select the Teams tab.
2. Right-click the team you want to export.
3. Click Export team.

Importing a Team

1. In the Team Management page, select the Teams tab.
2. Select the down arrow on the top right next to New team and then select Import team.
3. Click Select file to select the XML file you want to import, or drag and drop and exported team file into the dialog box. If the team already exists, select Merge to add new users, managers, and roles to the existing team.
4. Click Done.

Adding a Team Member

You can add a member to a team from either the Teams tab or the Users or Groups tab. If you plan to add the same user or group to multiple teams, it's more convenient to do this on the Users or Groups tab. If you plan to add multiple users or groups to one team, it is easier to do it from the Teams tab.

From the Users or Groups tab:

1. Select the user or group.
2. Click Add to Team in the top right.
3. Specify the user or group information.
4. Click Add.

From the Teams tab:

1. Select a team.
2. Click Add.
3. Click User or Group.
4. Specify the user or group information.
5. Click Add.

Removing a Team Member

You can remove a member from a team from either the Teams tab or the Users and Groups tab. If you plan to remove the same user or group from multiple teams, it's more convenient to do this on the Users and Groups tab. If you plan to remove multiple users or groups from one team, do so from the Teams tab.

From the Users and Groups tab:

1. Navigate to the Users or Groups tab on the Team Management page.
2. Select the user or group you want to remove.
3. Select the team you want to remove the user or group from.
4. Click Remove, then click Remove to confirm the removal.

From the Teams tab:

1. Navigate to the Teams tab on the Team Management page.
2. Select a team.
3. Select a team member in the team.
4. Click Remove, then click Remove to confirm the removal.

Modifying and Removing a Team

You can modify the name, description, and task visibility of a team. The task visibility determines who on the team can view tasks not assigned to them.

1. Select a team.
2. Click Team Options.
3. Modify the team and click Save, or click Delete to remove the team.

Creating a Team Role

Define team roles that are used in a User Task to assign tasks to specific users on a team. For example, you can create a "Student" role that only assigns tasks to users who are assigned the role "Student". Watch a video on creating a team role

1. Select a team or click New Team to create a new one.
2. Click Add and then Role.
3. Add role information. You can assign users or groups to the role in this step.
4. Click Create.

Assigning Roles to Team Members

You can assign team roles from either the Teams tab or the Users or Groups tab. If you plan to assign the same user or group to roles on multiple teams, it's more convenient to do this on the Users or Groups tab. If you plan to assign roles to multiple users or groups on one team, do it from the Teams tab.

From the Users or Groups tab:

1. Select a user or group.
2. Select the team that you want to change the items role for.
3. Make your role changes.
4. Click Save.

From the Teams tab:

1. Select a team.
2. Select the user or group whose roles you want to change.
3. Make your role changes.
4. Click Save.