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3.2 Create and Manage Teams

  • ~ minute read

In this lesson: 

Teams are essentially team member groups with certain capabilities, like different access and permissions that you can apply to several colleagues. This is helpful if you want to easily grant several team members access to specific clients, folders or documents. 

 

 

Create Teams

Teams are managed in the Settings menu under Team Organization. 

Get to teams.gif

  1. Click on your profile picture or initials.
  2. Select Settings.
  3. On the left-hand side pane, select Team Organization.
  4. Then click the Teams tab.

Let's start by creating a new team.

To create a team:

  1. Click Create a Team.

Create team.png

create a team.png

  1. Name your team.
  2. Use the check boxes to select the team members. 
  3. If you would like you can add in a description of your team. 
  4. Pick a color to represent your team. 
  5. Select Create Team.

Your new team will now appear on your team tab.

Edit team.png

You may edit this team (or any team)  at any point by clicking the three dots icon next to the team name and selecting Edit Team. You can also view team, assign to client or delete team from this menu. 

Assign Teams to Clients 

One the best uses of teams is to add teams to specific clients. This is an easy way to all give team members access to the clients they are working with in one easy step. This is also helpful when you have new team members join your firm. Instead of assigning each client to them individually you can add them to a team and *poof* they automatically have access! 

To assign a team to clients: 

  • Click on the three dots next to the team name and select Assign to Client.

Assign team to client.gif

 

If  you have already added clients they will show up here.

To add clients:

  1. Click on the search bar.
  2. You can either type the name to filter or scroll through the dropdown.
  3. Check the boxes for each client you want assigned to this team. 

You can easily edit the clients on the list at any time  by returning to this window.

  • click the garbage bin to delete
  • Add more clients from the search bar. 

edit assign team to clients.png

You can also copy or reassign clients from other teams by clicking on the three dots next to the search bar. Here you can copy clients from another team, reassign clients from another team, assign all clients or remove all clients

Apply Teams for Folder Access

One powerful way to utilize teams is to set folder permissions (and more, as functionality grows) for different teams. 

Add teams to folder.gif

To apply folder access for teams:

  1. Click Templates on the global navigation bar.
  2. Select Folder.
  3. Select a previously made template and use the pencil icon to edit.
  4. Click on a folder in your structure - on the right, you can choose to have the entire team have access to this particular folder.

When you onboard new team members, you can add them to a specific team and have all of the team's permissions immediately apply to the new team member.  In this way, you don't have to share each file and folder with new team members one file at a time.

We are always looking for other ways to utilize teams - so stay tuned!

 

Want to Learn more?

lightbulb.png Learn about how to Create Folders. 
video.png  Watch a video on how to Create Folder Templates.

 

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