Creating and Managing Teams

Overview

Note: This feature must be enabled prior to use. Contact the Support team at support@responsive.io.com to enable it.

You can create and manage Teams of users. Once you assign groups of users to a Team, you can assign tasks to the team rather than assigning them to each user individually.

You can assign responsibilities within a project (authors and reviewers) to an internal team, rather than individual users. You can still assign more than one author or reviewer for a particular responsibility, but this allows you to quickly assign an entire team (such as the Compliance team).

• When a team member performs an action, the activity is recorded for the individual user performing the task rather than the team.
• When a team is assigned as an author, all members of the team will be notified individually. A task will be generated for each member.
• If any of the users from the assigned team completes the task, the tasks generated for the remaining users will be closed.

You can also assign content in the Answer Library and Document Library to teams, with content owner and moderator privileges.

Permissions

Only users with access to the User Management section of the Organization Settings can create and manage teams.

Topics Included in this Article

• Creating a Team
• Associating Users with a Team
  • From the User Management Page
  • From the Project Teams Tab
• Assigning Authors and Reviewers
  • Assigning a Team as an Author for Bulk Sections
  • Assigning a Team as an Author for an Individual Section
  • Assigning a Team as an Author for Bulk Questions
  • Assigning a Team as an Author for an Individual Question
  • Assigning a Team as a Reviewer for Bulk Sections
  • Assigning a Team as a Reviewer for an Individual Section
• Adding Existing Teams as Owners of Q&A Pairs
• Adding Existing Teams as Owners of Document Library Content
• Reports
  
  • Project Overview Page
  • Executive Dashboard
  • Email Report
  • User Report
  • Open Task Report
  • Answer Library Report
• Sharing Content
  • From the Answer Library
  • From the Document Library
• Following a Discussion
• Setting Default Authors and Reviewers
• Importing and Exporting Content

Creating a Team

1. Go to Organization Settings > User Management > Manage Teams, then click Create New.
   
2. Complete the fields on the Create New Team pop-up as follows:
   
   • Enter a Name for the team.
   • Select the Primary Business Unit from the drop-down options (if applicable).
   • Select a color for the team.
   • Select a color for the team’s font.
   • Add users by entering their name.
     Note: Only active users with project-level permission can be added to a team.
3. Click Create. The team displays on the Manage Teams page.
   

Associating Users with a Team

Users can be associated with a team from either the User Management page or the Project Teams tab.

From the User Management Page

1. Go to Organization Settings > User Management > Manage Users.
2. Do one of the following:
   • To add an existing user to a team:
     1. Click the user to select them.
     2. Enter the team you want to add the user to in the Associate with Teams field.
        
     3. Click Save.
   • To add a new user to a team:
     
     1. Click Add Members and enter the email of the user you want to add.
     2. Add the team you want to add the user to in the Associate with Teams field.
        
     3. Click Save.

From the Project Teams Tab

The option to assign teams to a user is available while adding a new user to the project team.

1. Click the Teams tab from the project’s page.
2. Click Add People, then select New Users.
   
3. Enter the required details, specifying the team to be associated in the Associate with Teams.
   
4. Click Invite to send an invitation to the user. Once the invitation is accepted, the user will be added to the project team and associated with the specified team.

Assigning Authors and Reviewers

The team, as authors, can be assigned for bulk sections, individual section, bulk questions, and individual question levels.

Reviewers can be assigned at the bulk sections and individual section levels.

Assigning a Team as an Author for Bulk Sections

1. From the Sections page, select the sections that you want to assign authors to, then click Edit > Assign Authors.
   
2. Complete the fields as required:
   
   • Enter the team name in the Author field.
     Note: You can either assign these sections to the team along with the existing authors, or you can remove the existing authors and reassign them to a new author.
   • Add a due date and/or message for the author (optional)
3. Click either Assign and Send Notification or Assign and Queue Notification.

Assigning a Team as an Author for an Individual Section

1. From the Sections page, click the section you want to assign authors to, then click the Edit icon associated with Editors.
   
2. Enter the team name under Authors.
   
   • When a team is assigned as an author, all members of the team are notified individually, and a task is generated for each member.
   • If any of the users from the assigned team completes the task, the tasks generated for the remaining users will be closed.
3. Click Save.

Assigning a Team as an Author for Bulk Questions

1. From the Sections page, click Questions > Assign Authors.
   
2. Fill out the fields as required:
   • Enter the team name you want to assign the questions to in the Authors field.
   • Select the questions you want to assign to the author.
3. Click either Assign and Send Notification or Assign and Queue Notification.
   Note: Notifications will be sent to all users in the team. However, if one of the team users completes the task, the task will remain closed for other users.

Assigning a Team as an Author for an Individual Question

1. From the Sections page, click the question you want to assign authors to, then click the More Options icon and select Assign.
   
2. Enter the team name.
3. Click either Assign and Send Notification or Assign and Queue Notification.
   Note: Notifications will be sent to all users in the team. However, if one of the team users completes the task, the task will remain closed for other users.
   

Assigning a Team as a Reviewer for Bulk Sections

To assign a team as a reviewer for multiple sections, you can follow the steps below:

1. From the Sections page, select the sections you want to assign reviewers to, then click Edit > Assign Reviewers.

2. Fill out the fields as required:
   • Enter the team name in the Reviewer field.
     Note: You can either assign these sections to the team along with the existing reviewers, or you can remove the existing reviewers and reassign them to a new reviewer.
   • Add a due date and/or message for the author (optional).
3. Click either Assign and Send Notification or Assign and Queue Notification.
   Note: Notifications will be sent to all users in the team. However, if one of the team users completes the task, the task will remain closed for other users. 

Assigning a Team as a Reviewer for an Individual Section

1. From the Sections page, click the section you want to assign reviewers to, then click the Edit icon associated with Reviewers.
   
2. Enter the team name under Reviewers.
   
3. Click Save.
   Note: Notifications will be sent to all users in the team. However, if one of the team users completes the task, the task will remain closed for other users.

Adding Existing Teams as Owners of Q&A Pairs

• You can add an existing team as an owner for Answer Library, just as you would assign an individual user.
  
• Teams can also be assigned as moderators. Any member of that team can accept or reject the changes.
  
• When you send out content for a review or an On Demand Review, you can now send it to a team(s).
  
  • You can specify if the content must be approved by Any team member, or All teams.
    Note: Teams function as a single unit, and the All option is relevant only when assigning multiple teams (not all members of a team). In that case, one team member from each team is required to complete the review, not all members from all teams.
  • When content goes into review for a team, all members of the team see it in their queues.
  • If a user belongs to more than one team, and both teams are assigned as owners, the user only has to review the content once.

Adding Existing Teams as Owners of Document Library Content

You can add a team as an owner of a file in the Document Library, just as you would when assigning to an individual.

Reports

Project Overview Page

You can view the following on the Overview page:

• Authors Summary:
  
• Reviewers Summary:
  

You can view the summaries by section, or by question. You can also filter them based on All, User, or Team:

• All: Displays the summary of questions/sections answered by all individuals and teams.
  
• User: Displays the summary of questions/sections answered by individual users (tasks done by both users and teams are considered here).
  
• Team: Displays the summary of questions/sections answered by teams.
  

Executive Dashboard

You can see the metrics on the activity performed by the top author/team under the Top Author section of the Executive Dashboard. 

Email Report

The Email report includes the details of emails sent to each user, individually as well as the emails sent as part of a team’s assignment. If there are three users in a team, on assigning a task, three individual emails are sent to the users and are tracked here.

User Report

The User Report displays the metrics separately for the Team as well as individual users.
Note: Tasks done by a user as a part of the team, will not be displayed under the user name. Tasks done by a user as a part of the team will be displayed only under the team name.

Open Task Report

The Open Task report lists all open tasks associated with individual users and teams.
Note: Tasks assigned to a user as a part of a team are not displayed under the user name, they are displayed only under the team name.

Answer Library Report

The Answer Library report lists teams as content owners and moderators.
Note: If an owner is also on a team that owns content, the count of the records appears for both. For example, if Mary owns 100 records and the team she is on owns 50 other records, Mary will be listed with 150 records and the team will have 50.

Sharing Content

You can share content with teams, both in bulk and in individual files and Q&A pairs.

From the Answer Library

You can share multiple Q&A pairs with teams, just as you would with individuals.

1. Locate the Q&A pair you want to share, then click Share.
   
2. Enter the name of the team (when you begin typing, we display suggested teams for you to select).
   
3. Click Share.

From the Document Library

You can bulk share files with teams, just as you would with individual users.

1. Click the Menu icon associated with the file, then click Share.
   
2. Enter the name of the team (when you begin typing, we display suggested teams for you to select).
   
3. Click Share.

Following a Discussion

Individual contributors in a project can follow/unfollow a discussion at any point in time from the project's Discussion tab.

Discussion settings can be modified only if you are a part of the project as an individual member, or you are @mentioned in the team’s discussion. For example:

• If you are part of Team A only, you will not have the option to unfollow the discussion of Team A.
  
• If you are a part of Team A and an individual contributor, you can unfollow the discussion. You will not receive any further notification from the team's discussion until you are @mentioned in the discussion.
  
• If you are a part of Team A, your team is mentioned in Team B's project, and you are not an individual contributor, you will not have an option to follow/view Team B’s discussion. However, if your team is @mentioned in the comment, you will by default follow the discussion and cannot unfollow the discussion.
  

Setting Default Authors and Reviewers

You can set the default author or reviewer to be assigned to a Team while creating a project. While creating a project, you still have the option to modify or remove the default authors or reviewers.

1. Go to Organization Settings > Project > Preferences., then click the Edit icon associated with Authors and Reviewers.
   
2. Fill out the fields as required:
   • Turn on the Set Default toggle.
   • Under Authors and Reviewers, check the Select Users/Teams checkbox.
   • Enter the username or team name to be assigned as the default Authors, then do the same for Reviewers.
     Note: While creating projects, the authors and reviewers specified here will be added as the Author and Reviewer for the sections by default. However, you can still modify this within each new project.
3. Click Submit.

Importing and Exporting Content

If you import Answer Library content from an Excel file, and the file includes the team name as the owner, the team will be assigned the content in the Answer Library.

When you export your data, any teams who are owners or moderators will be listed.