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Managing Shared Teams

A shared team is a team that's set up once, centrally, and then added to any number of initiatives or programs. Its members get their roles on every initiative it's added to, and a change to the team — a new member, or a different role — applies everywhere it's used at once. Shared teams suit groups who work across many initiatives, such as a finance or PMO team.

This article covers both the Advanced and Simple Models. Creating and managing shared teams needs administrator access. Adding a shared team to an initiative needs permission to update its team.

How shared teams work

  • Managed centrally — shared teams are created, and their members added, under Administration > Teams & Roles. Members can't be added or removed from an initiative's own Teams page.
  • Members have roles — the roles a member is given in the team apply on every initiative the team is added to. A member can have more than one role; where their roles give different permissions, they get the highest of each. See Team Roles.
  • Each team has a page of its own — members open it from their Personal Dashboard, under Shared Teams. It brings together the initiatives the team is added to, and what it offers is set by the team's classification.

Shared team classifications

Every shared team has a classification, chosen when the team is created. The classification decides what the team's page offers — its dashboards, registers and ledgers, and tools — so different kinds of team, such as a finance team or a PMO, can each see what they need. For creating classifications, and why to use different ones, see Configuring Shared Team Classifications.

Creating a shared team

To create a shared team:

  1. Navigate to Administration > Teams & Roles.
  2. Select the Shared Teams tab.
  3. Click Create New Shared Team. The New Team side sheet opens.
  4. Enter a Name for the team, of up to 120 characters.
  5. Optionally, enter a Description.
  6. Choose its Classification.
  7. Click Create.

Once the team is created, add its members — see Managing a shared team's members.

The Shared Teams tab lists every shared team, with its description, its number of members, and whether it's in use on any initiative. Use Search to find a team by name.

Managing a shared team's members

A shared team's members are managed on its side sheet, listed below the team's details with their email address and role. A member with more than one role is listed once for each. To open the side sheet:

  1. Navigate to Administration > Teams & Roles.
  2. Select the Shared Teams tab.
  3. Click the edit (pencil) button next to the team.

Adding a member

To add a member:

  1. On the team's side sheet, click the + button above the members.
  2. Search for the user.
  3. Select the user.
  4. Choose their role. The permissions the role gives are shown beneath it.
  5. Click Confirm.

To give a member another role, add them again, and choose the other role. Roles they already have in the team aren't offered.

Changing a member's role

To change a member's role:

  1. Click the edit (pencil) button in the member's row.
  2. Choose the new role.
  3. Confirm.

Removing a member

To remove a member's role:

  1. Click the delete (trash) button in the role's row.
  2. Click Remove.

Where it's their only role, they're removed from the team.

To remove every member:

  1. Click the delete (trash) button beside the + button, above the members.
  2. Click Remove.

A member who's removed loses the access the team gave them, on every initiative it's added to, unless they have it through another team.

Archiving and deleting a shared team

A shared team is archived before it can be deleted. Both are done from the buttons at the top of the team's side sheet.

  • Archive — the team stops giving its members access to the initiatives it's added to. An archived team can't be changed until it's restored.
  • Restore — makes an archived team active again.
  • Delete — permanently deletes an archived team.

Deleting a shared team can't be undone.

Adding a shared team to an initiative

To add a shared team to an initiative or program:

  1. Navigate to the initiative.
  2. Open Teams.
  3. Click the arrow on the split + button.
  4. Select Add Team. The shared teams your administrator has set up are listed on the right.

  5. Click the + button next to the team you want to add.

    The + button next to a shared team.
    Adding a shared team.

The team is listed in the Teams menu. Select it to see its members and their roles. The initiative, and those below it, are also included on the team's own page.

Removing a shared team from an initiative

To remove a shared team from an initiative or program:

  1. Navigate to the initiative.
  2. Open Teams.
  3. Open the Teams menu.
  4. Select the shared team.

  5. Click Remove Shared Team, in the panel on the right.

    The Remove Shared Team button.
    The Remove Shared Team button.
  6. Confirm.

The team's members lose the access it gave them on that initiative, unless they have it through another team. The team itself isn't changed.

The Default Access team

Every new user is added to the Default Access shared team automatically, with the Default Role. Add it to the levels of the hierarchy new users should see. It can be archived, but not deleted. See Team Roles.

For adding people to an initiative's own team, see Adding Team Members.