Creating and Managing Teams
Creating a Team
1. Access Admin Settings
Click the cog icon in the top right corner of the dashboard to access Admin Settings, then select Teams.
2. Create a New Team
Click the Add Team button to open the team creation form.
Enter the required details:
- Team Name: must be unique across the organisation.
- Team Inbox: choose whether to enable a shared inbox for the team. This can be changed later.
You can save a team with zero members if you want to set up the team structure before adding people. Members can be added at any time.
Click Save to create the team.
Managing Teams
1. View the Team List
The team list displays all teams in the organisation in alphabetical order. Click on a team to view its details including its members and inbox status.
2. Edit Team Details
Click on a team and then click Edit to modify the team name, add or remove members, or enable or disable the team inbox.
Click Save to apply your changes.
3. Managing Team Members
Members can be added or removed from a team at any time from the team edit screen. There are no team-specific roles within Willow360. Permissions for what team members can do with workflows are set at the workflow level, not within the team itself.
4. Team Inbox
The team inbox is a shared file holding area for team members. When enabled, it has a unique email address that can be used to send files directly to the inbox.
The email address is based on the team name. It is shown only when the team inbox is enabled and the team is in edit mode, not during initial creation.
If the team inbox is disabled and then re-enabled, it retains the same email address as before.
Important: when the team inbox is disabled, all files currently in the inbox are deleted. This cannot be undone. Ensure files have been moved or processed before disabling a team inbox.
Within the team inbox, members can filter the file list to show files uploaded by themselves only or by all team members.
5. Delete a Team
Click on a team and then click Delete to remove it. Deleting a team will remove the team inbox and all files within it, and remove the team from any workflow permissions it has been assigned. Individual user accounts are not affected.
Using Teams for Workflow Permissions
One of the most practical uses of teams in Willow360 is simplifying workflow permission management. Rather than assigning permissions to each user individually, you can assign a permission level to a whole team. Every member of that team then inherits that permission for the workflow.
There are three assignable permission levels:
- Can use workflow: team members can see the workflow tile and add files to it.
- Can see all files: team members can also view files added by other users.
- Can edit workflow: team members can also modify the workflow configuration.
Individual user permissions always take priority over team permissions. If a user has a different permission level set individually, their individual setting applies regardless of the team permission.
Administrators automatically have access to all workflows regardless of team or individual permissions.
Best Practices for Team Management
Use clear team names that reflect the group's function or department so permissions are easy to audit and manage.
Review team memberships periodically, especially when staff change roles or leave the organisation, to ensure access remains appropriate.
Use teams for workflow permissions wherever possible rather than assigning permissions user by user. This makes it significantly easier to onboard new team members and adjust access as your organisation changes.
Be cautious when disabling team inboxes. All files in the inbox will be permanently deleted. Move or process files first.
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