Introduction
Teams let you organise users into groups, which can then be used for various actions in Flowingly such as:
Assigning to steps
Assigning as Stakeholders
Managing publish lists
Sending feedback
Managing editing permissions
Instead of assigning a single user or managing a growing list of individuals, group them together using Teams.
A user can belong to any number of teams and teams can be given permission to start processes or be assigned to a step in a process.
Prerequisites
By Default, only users assigned the Business Administrator role can create or edit Teams.
Instructions
Create a new team
Navigate to the Teams page click the green Add Team button
Team name - Will be displayed as step assignees and other areas where Teams can be selected. This must be unique
Email notifications - Will determine how Flowingly notifications are distributed when a Team is sent a notification.
Individual Users: This option will send notifications to each individual users email address, as seen in the users database.
Team Email: This option will send notifications to a shared mailbox rather than each user individually.
Team Email - Enter the relevant Team email address. This becomes mandatory if the Team option is selected for Email Notifications.
Primary Point of Contact - Enter the name and/or email for individual who is the best point of contact for this Team (optional)
User Selection - Manually add and remove users from the Team list by clicking the "+" & "-" buttons. This can be adjusted at any point in time.
Edit Teams
Click the pencil ✏️ next to the Team and adjust any of the fields outlined above as per your new requirements. Click Save changes.
Delete a team
Click the trash can 🗑 next to the team
Select an existing User or Team to replace the actor in Flows to ensure an assignee remains assigned to a step in any Process Maps or Workflows.
Warning messages will be display if any reassignments need to be completed.
Type "Delete" in the text field to enable the "Delete Team" button and click this to confirm deletion.
Tips & Best Practices
Managing the users assigned to your Teams can make sure the right users can see Process Maps or SOPs that are relevant to their role alongside being able to start the right Workflows. Beyond this there are multiple other aspects of Flowingly such as publish lists, managing category editors, and Stakeholders that are managed much more effectively through Team assignment. This makes the management of Teams a key part of administering Flowingly.
Teams can also be added and managed via AD Sync, which is a paid add-on.