Teams

Grouping internal users together as a Team for increased collaboration.

Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

Overview

Teams allow for seamless cross-departmental collaboration and increased strategic alignment. Think of a team as a group of people who collaborate but may be housed in different departments around campus. With Teams, you can build user groups that mirror how work happens. Assign Teams in many places you assign one or more users today—including People, Tasks, Decisions, Conversations, and Workflows.

What is a Primary Team?

Each user in Element451 must have an assigned Primary Team. Typically, this would be your functional department. You can be a member of as many teams as needed, but you can only have one Primary Team.

As part of the launch of Teams in September 2023, user departments were migrated to Teams. Former departments were made Primary Teams for those users.

Where can I use Teams?

You can use a Team anywhere you can use an individual assignee. In places where you can have multiple assignees, such as Tasks and Workflows, you can assign only multiple individuals OR multiple Teams, not a combination.

  • People: Teams can be selected as the assignee to a person record. The blue icon denotes a Team.

  • Tasks: Tasks can be assigned to Teams. You can easily filter your Team's todos and tasks using the lefthand menu.

  • Workflows/Rules: Use Teams as the Assignee in Workflows and Rules.

Quick Start Video Guide

Accessing Teams

To access Teams, navigate to Settings > Manage Users > Teams.


Creating a Team

  1. Click the + New Team button in the top right corner.

  2. Give your team a name and enter an email address.

    • When deciding on a name and email address, note that a Team can be a Person Assignee. This means that if you use assignee tokens in campaigns, you must have a team email address:

      • assignee_email = team email

      • assignee_first_name = team full name

  3. To add users to your team, click the + sign or add team member.

  4. Search for the users you would like to add and check the box of the user(s).

  5. Click add to the team.

    • Even though you may have already named this team in a previous step, the slide-out sheet will say "Untitled Team" until you save the new Team (as shown in the screenshot below).

  6. Click Save to create your new Team.


Editing a Team

Find the team you wish to edit, and click the more icon (three vertical dots).

  • Click Edit to add/remove users or change the Team name/email.

  • Click Delete to delete the entire Team permanently.


Removing a User from a Team

  1. With the Team open, find the user you wish to edit and click the More icon (three vertical dots).

  2. Click Remove.


Frequently Asked Questions

  • How do notifications work for a Team?

    Each individual who is a member of the team will receive notifications.

  • An application was assigned to my team, but it's not appearing in my assigned applications. Why?

    You will receive a notification when an application is assigned to the team. However, we do not display them in your assignments to keep things clear and avoid assignment overload.

  • My team was assigned a task, but it's not appearing in my assigned tasks. Why?

    You will receive a notification when a task is assigned to the team. However, we do not display them in your assignments to keep things clear and avoid assignment overload.

  • When a person is assigned to a Team, who are conversations assigned to?

    The assignee will be the Team, and each person within the Team will be able to see the conversation. Tip: Use advanced filtering to narrow your conversations to view the ones assigned to a Team.

  • I am trying to assign both a Team and an individual to a task, and I need help adding both.

    In places where you can have multiple assignees, such as Tasks and Workflows, you can assign only multiple individuals OR multiple Teams, not a combination.

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