Start Guide | Team Members

Overview

You can create and manage teams of users, giving you the ability to assign responsibilities to the team rather than selecting each user individually.

• Teams can perform many of the same things as individuals, including acting as authors and reviewers, receiving and responding to comments and clarifications within projects they are members of, and owning tasks.
• However, team members do have some limitations:
  • Team members can only respond to the sections and questions they're assigned to. For example, a project could have 41 sections but team members can only access the eight sections assigned to them.
  • Team members can't assign questions to other users.

Working with team members

The Teams icon indicates that a team has been assigned to a section, or questions within a section, when looking at the project in View by Section or View by Imported File. Hover over the icon to see the name of the team.

When you are added to a team, the items your team is responsible for are included with your other responsibilities:

• Team items appear on the My Work page.
• Any projects assigned to the team are included on the Projects page along with your individual assignments when you select My Projects.
  
• Any sections assigned to the team are included in the section list when you select My Sections.
  

Team information is included on the Project Overview page:

• Select the Authors or Reviewers tab to see their status.
• Hover the chart to see more details.

Creating and managing teams

Users with access to the Users section of the Organization Settings can create and manage teams.

Creating teams

1. Go to Organization Settings > Users > Manage Teams and click Create Team.
2. Enter a name for the team.
3. Specify a primary Business Unit (BU) if applicable.
4. Select a team color and font color.
5. Enter the username or email of the users you want to add in the Add User(s) field, then click Add.
   Note: You can type % in this field to see a list of available users.
6. Click Create.

Managing teams

1. Go to Organization Settings > Users > Manage Teams to see the current teams, the number of members in the team, and its primary BU (if applicable).
2. Do the following as necessary:
   • To delete a team, hover over it and click the Delete icon.
   • To export the team information, check the boxes in front of the teams and click Export.
   • To view/edit additional team information, click the team to open the information in a new window. You can:
     
     • Edit the primary BU and the team color and font.
     • Add, search for, and view team members, any other teams they are on, and their attributes as specified in User Management (Project Primary Contact, Billing Contact or Internal Contact).
     • Delete users. Hover over the user and click the Delete icon.

If you have the proper permissions you can also add or remove team members from projects, or create new users and include them in a project, by using the Team tab on the left navigation menu.

See Adding and removing users from a project team for more information.

Assigning teams to sections as authors and reviewers

You can assign teams to sections as authors and reviewers in the three different views (View by Section, View by Imported File, and Board View).

Assigning in View by Section and View by Imported File

1. Click the Add icon in the Author or Reviewer column based on role you want to assign.
   
2. Enter the team name, any additional details about the assignment (such as the due date or a message), then click Add.

See Assigning authors to sections and Assigning reviewers to sections for more information.

Assigning in Board View

1. Click the More Options menu and select Manage Users.
   
2. The Manage Users pane appears, defaulting to the Authors tab. Do one of the following:
   • To add teams as authors, click Add Authors and enter the name of the team.
     Note: If some authors are already assigned, click to add authors.
   • To add teams as reviewers, click the Reviewers tab, select a review process, then click Add Reviewers and enter the name of the team.
     Note: If some reviewers are already assigned, click to add reviewers.
     
3. Enter any additional details about the assignment, such as the due date or a message, then click Save.

See Assigning authors to sections and Assigning reviewers to sections for more information.

Assigning teams to questions as authors or reviewers

1. Click the More Options menu associated with the question you want to assign and select Manage Users.
2. The Manage Users pane appears, defaulting to the Authors tab. Do one of the following:
   • To add teams as authors, click Add Authors and enter the name of the team.
     Note: If some authors are already assigned, click to add authors.
   • To add teams as reviewers, click the Reviewers tab, select a review process, then click Add Reviewers and enter the name of the team.
     Note: If some reviewers are already assigned, click to add reviewers.
3. Enter any additional details about the assignment, such as the due date or a message, then click Save.

See Assigning authors to questions within sections and Assigning reviewers to questions within sections for more information.

Using comments to collaborate

Use comments to collaborate with your team members. Start a discussion on questions, sections, and documents to track information about content and keep team members informed.

• You can tag a team member in the comment by @mentioning their name.
  • Each user mentioned in a comment receives an email notification with a link to the discussion.
  • If a user has not added a comment or is not @mentioned in the discussion, but would like receive email notifications about it, they can use the Follow discussion toggle to follow it.
• You can also @mention Responsive teams so each member of the team will receive an email notification with a link to the discussion.
  • You can see the team assignment when you look at the comment on the Discussions page.
  • If you are a member of the team, the comment appears with your other direct comments when you select My Discussions.
    Note: Any member of the team can resolve the comment.

See Using comments to collaborate for more information.

Assigning tasks to teams

You can create new tasks and assign them to individuals or teams. This is helpful when you want to create an internal deadline not necessarily associated with a specific question or section (like a first draft due date) or track clarifications, comments, or questions across a project.

• New tasks can be created and assigned at the project and/or question levels.
• When you assign a task to a team any team member can complete it.

Assigning tasks at the project level

1. Select Tasks from the left navigation pane.
   
   • Your existing tasks are displayed along with their statuses.
   • You can toggle between My Tasks and Team Tasks.
     
2. Click + Add Tasks and do one of the following:
   • Select Add Task Manually to enter the task information yourself, then enter the name of the team and complete the required information.
     
   • Select Import from Template to import the task, then select the checkbox of the template you want to use.
     
3. Click Add to import the task. The task now appears on the Tasks page with the Teams icon listed in the Assigned To column.

Assigning tasks at the question level

1. Do one of the following:
   
   • Click the More Options menu for the question and then select Tasks.
   • Click the Tasks tab.
2. Click + Add Tasks, or the Add icon if there are existing tasks, then do one of the following:
   • Select Add Task Manually to enter the task information yourself, then enter the name of the team and complete the required information.
     
   • Select Import from Template to import the task, then select the checkbox of the template you want to use.
     
3. Click Save.

See Creating and assigning new tasks for more information.

Marking tasks as complete

1. Select Tasks from the left navigation pane.
   
2. Click the More Options menu and select Mark as Complete.
   
3. Click Mark as Complete on the confirmation pop-up. The task now appears with a line through the title and can be seen on the Completed tab.