Creating and Managing Teams

Creating Teams

1. Access Admin Settings
   • Navigate to Admin Settings: Click on the cog icon in the top right corner of the dashboard to access the Admin Settings.
   • Select Teams: In the Admin Settings menu, select the “Teams” option to open the team management interface.
2. Create a New Team
   • Click Add Team: Click the “Add Team” button to open the team creation form.
   • Enter Team Details: Fill in the required details for the new team, including: 
     • Team Name: Enter a unique and descriptive name for the team.
     • Team Inbox: Decide whether to enable a team inbox for shared file storage. If enabled, the team inbox will have a unique email address for direct file uploads, that only team members can access.
   • Add Members: Add users to the team by selecting them from the list of available users. You can add multiple users at once.
   • Save Team: Click the “Save” button to create the team. The new team will now appear in the team list.

Managing Teams

1. View Team List
   • Team List: The team management interface displays a list of all teams in the organization, ordered alphabetically.
   • Team Details: Click on a team to view its details, including team members, inbox status, and actions performed.
2. Edit Team Details
   • Edit Team: To edit a team’s details, click on the team and then click the “Edit” button.
   • Update Information: Modify the team name, add or remove members, and enable or disable the team inbox as needed.
   • Save Changes: Click the “Save” button to apply the changes.
3. Manage Team Members
   • Add Members: To add new members to a team, click the “Add Members” button and select users from the list.
   • Remove Members: To remove a member from a team, click the “Remove” button next to the user’s name.
   • Team Roles: Assign specific roles within the team if needed, such as team leader or coordinator.
4. Team Inbox Management
   • Enable/Disable Team Inbox: You can enable or disable the team inbox at any time. When enabled, the team inbox provides a shared space for team members to upload and manage files.
   • Inbox Email Address: Each team inbox has a unique email address that can be used to send files directly to the inbox. This address is displayed in the team details.
   • File Management: Team members can upload, organize, and manage files within the team inbox. Use metadata, tags, and labels to keep files organized.
5. Delete Team
   • Delete Team: To remove a team from the organization, click on the team and then click the “Delete” button.
   • Confirm Deletion: Confirm the deletion. Note that deleting a team will: 
     • Remove the team inbox and all files within it.
     • Remove the team from the list of available teams.
     • Not delete the individual user accounts of team members.

Best Practices for Team Management

• Clear Team Names: Use clear and descriptive names for teams to avoid confusion and ensure easy identification.
• Regular Reviews: Periodically review team memberships and roles to ensure they align with current projects and responsibilities.
• Effective Communication: Encourage team members to use the team inbox and comments for effective communication and collaboration.
• Security: Ensure that team permissions are set appropriately to protect sensitive information and maintain data security.
• Training and Support: Provide training and support to team members to help them understand how to use the team features effectively.

By following these steps and best practices, you can effectively create and manage teams in Willow360, enhancing collaboration and ensuring that your document management processes are organized and efficient.