Who is this article for?

Enterprise or Decani Administrators who manage teams

Defined responsibilities and elevated access required.

This article is for administrators responsible for creating and maintaining teams. It covers the two management methods available, how to add and remove members and key considerations for workflow and notifications.

Overview

Teams group person objects so they can be used collectively for:

• workflow task assignments
• notification distribution
• sharing dashboards and saved searches

Assigning a workflow task to a team rather than an individual ensures the task remains accessible if a team member is unavailable. Any active member of the team can advance the task.

Managing teams

Teams can be managed in two ways, depending on the complexity of your requirements and whether the Team module is available in your area.

Teams administrative screen

The Teams administrative screen provides basic, manual team management. It is always available and does not require the Team module to be configured. Updates must be made manually — there is no option to synchronize membership automatically without the Team module.

From the Teams administrative screen, you can:

• create and enable or disable teams
• add and remove members using Effective From and Effective To dates
• sort and filter teams using the Category field
• add External Party members for notification distribution

Team module

The Team module provides greater flexibility. If available in your area, it allows team records to be managed like other module objects, including:

• manual creation and editing
• bulk updates via data import or the REST API
• automatic membership updates when a person object changes — using business logic rules
• delegation of team management to named team owners

The Team module creates platform teams automatically and keeps membership synchronized based on changes to team objects. This is the recommended approach for large or frequently changing teams.

Adding members to teams

Members are added to teams as person objects, not as user accounts. A person object must exist before an individual can be added to a team.

Membership is date-controlled:

• Effective From - The date the member becomes active on the team.
• Effective To - The date the member leaves the team. By default, this is set 100 years in the future, making membership effectively permanent until changed.

To remove a member, set the Effective To date to today’s date or an appropriate past date.

External party members

External parties are non-users who can be included in a team’s notification distribution list. They can receive and view information included in a notification but cannot access the system without a user account.

External parties are added separately from regular team members on the team record and require a name and email address.

Controlling access for teams

Holding the User Access Control Administrator or User Administrator role does not automatically grant the ability to create or modify team objects. Reporting authority and record access restrictions apply.

If access is restricted, a Team Administrator role or equivalent custom administrative role may be required.

Sorting teams

Teams are sorted by a free-text Category field by default. They can be rearranged and filtered by name or category from the Teams administration screen. Category values are not validated, so it is worth agreeing on a consistent naming convention across your organization to keep the list manageable.

Tip

Team members must have a corresponding user account and person object to be assigned workflow tasks. For guidance on setting up users and person objects, see managing users accounts and person objects.