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Creating and Managing Teams

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.

Select the applicable tab for your edition of Responsive.

  • Creating Teams

    1. Go to Organization Settings > User Management > Manage Teams, then click Create New.
      mceclip3.png
    2. Complete the fields on the Create New Team pop-up as follows:
      mceclip5.png
      • Enter a name for the team.
      • Select the primary Business Unit (BU) from the Primary Business Unit drop-down (if applicable).
      • Select a color for the team and the 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.
      mceclip7.png

    Associating Users with Teams

    Users can be associated with a team from either the User Management page or the project's Team 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; do not check the checkbox.
        2. Enter the team you want to add the user to in the Associate with Teams field.
          mceclip8.png
        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.
          mceclip9.png
        3. Click Save.

    From the Project's Team Tab

    1. From the Sections page of the project, select Team from the left hand side menu.
    2. Click + Add Team Members, then do one of the following:
      add_team_1.png
      • To add a user who is already set up in Responsive:
        1. Select Add Existing Users.
        2. Enter the name of the existing user and click Confirm.
          Add Team Members from a Project - Add Existing Users.png
      • To add a user who is not yet set up in Responsive:
        1. Select Add New Users.
        2. Enter the users information and include a message to include in the invitation that will be sent if applicable.
          Add Team Members from a Project - Add New Users.png
        3. Click Invite. After the invitation is accepted, the user will be added to the Project team and associated with the specified team.

    Using Teams

    Once you create a team, you can use it as you would any individual user, assigning them as authors and reviewers, and as owners of Q&A pairs and documents in the Content Library. Content can be shared with teams. Team activities appear on reports, and you can use @ with the team name to include the team in discussions and tasks.

    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).

    On Demand Review for a Team.png

    • 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.

    Teams will appear on the Product Dashboard and reports the same way individual users do, with the following notes:

    • 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 on the report.
    • The User report displays metrics separately for the team as well as individual users. Tasks done by a user as a part of the team are not displayed under the user's name, they are displayed under the team's name.
    • The Open Task report lists all open tasks associated with individual users and teams. Tasks assigned to a user as part of a team are not displayed under the user's name, they are displayed under the team's name. 
    • The Answer Library report lists teams as content owners and moderators. 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.

    If you import Content 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 Content Library.

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

    Export_with_Owner.PNG

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Creating Teams

    1. Go to Organization Settings > User Management > Manage Teams, then click Create New.
      mceclip3.png
    2. Complete the fields on the Create New Team pop-up as follows:
      mceclip5.png
      • Enter a name for the team.
      • Select the primary Business Unit (BU) from the Primary Business Unit drop-down (if applicable).
      • Select a color for the team and the 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.
      mceclip7.png

    Associating Users with Teams

    Users can be associated with a team from either the User Management page or the project's Team 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; do not check the checkbox.
        2. Enter the team you want to add the user to in the Associate with Teams field.
          mceclip8.png
        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.
          mceclip9.png
        3. Click Save.

    From the Project's Team Tab

    1. From the Sections page of the project, select Team from the left hand side menu.
    2. Click + Add Team Members, then do one of the following:
      add_team_1.png
      • To add a user who is already set up in Responsive:
        1. Select Add Existing Users.
        2. Enter the name of the existing user and click Confirm.
          Add Team Members from a Project - Add Existing Users.png
      • To add a user who is not yet set up in Responsive:
        1. Select Add New Users.
        2. Enter the users information and include a message to include in the invitation that will be sent if applicable.
          Add Team Members from a Project - Add New Users.png
        3. Click Invite. After the invitation is accepted, the user will be added to the Project team and associated with the specified team.

    Using Teams

    Once you create a team, you can use it as you would any individual user, assigning them as authors and reviewers, and as owners of Q&A pairs and documents in the Content Library. Content can be shared with teams. Team activities appear on reports, and you can use @ with the team name to include the team in discussions and tasks.

    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).

    On Demand Review for a Team.png

    • 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.

    Teams will appear on the Product Dashboard and reports the same way individual users do, with the following notes:

    • 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 on the report.
    • The User report displays metrics separately for the team as well as individual users. Tasks done by a user as a part of the team are not displayed under the user's name, they are displayed under the team's name.
    • The Open Task report lists all open tasks associated with individual users and teams. Tasks assigned to a user as part of a team are not displayed under the user's name, they are displayed under the team's name. 
    • The Answer Library report lists teams as content owners and moderators. 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.

    If you import Content 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 Content Library.

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

    Export_with_Owner.PNG

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