Teams are used to define collections of users, and can be accessed by clicking the Setup gear in the top-right corner and go to Access > Manage Teams. Users can be a part of multiple teams, but must always have a Primary Team. The Primary Team determines a lot about how you can interact with the system, so it is vital that users in your system are assigned to the right team. Improper team assignments can prevent employees from doing their jobs, or can enable someone to approve records they shouldn't be able to approve. 

End Users

For end users, teams are used to control how the End User Interface (EUI) appears. In the Standard System Demo, the end user teams are Customer Team and Supplier Team. If you have multiple teams that require different branding, color schemes or views, multiple EUIs need to be created. EUIs are stored in the EUI templates table, and are selected through the Primary Team field. Teams can also be associated with a different default language, so it makes sense to have language-based customer teams if you plan to operate in a multi-lingual environment.

Power Users

For power users, teams are also used as a way to assign ownership for records requiring completion, follow through, or approval. Each assignment group requires a separate team. For example, whenever someone creates a Support Task record, the Support Team is notified and is expected to complete the task. Teams can be hierarchical, so it is wise to set up a hierarchy that can send an email to a mid-level team where the members of the mid-level team's sub-teams also receive the email. Power users are assigned a Primary Team, which defines their Look and Feel scheme and default table views. Power users should be members of as many additional teams as needed, so that they are included in relevant emails and assignment lists.

Accessing Teams

The Teams table is used to store Team records in the Standard System Demo. Access teams from Setup > Access > Manage Teams. In the Teams table, you can view the list of teams in your system, as well as their ID and a brief description.

Team Record Settings

Each Team record holds an interesting array of settings that are used to ensure that each member has access to the correct data. These settings are configured using the tabs of the Teams wizard.

Working Hours

Team records contain a special hard-coded field called Working Hours. This field is configured under a tab in the Team wizard with the same name. The Working Hours tab is used to determine each team's Working Hours, which can be used to control when emails are sent.

Language

The Language tab determines the language that the EUI appears in for that team. The system supports 20 different languages, as well as additional dialects for Chinese and Portuguese.

Date Format

The settings of a user's Primary Team controls how the default date and time fields appear. For example, Primary Team defines whether a date field is displayed as May 15 2020 18:00 or 05/15/20 6:00 PM. This is determined on the Format tab of the Teams wizard for each particular team. Some individual date fields can be configured to always use a specific, customized format, but if they use the default format, then the person's Primary Team determines the format that the user sees. This format is used wherever a date or time field is used throughout the system and on document templates. 

Custom Fields

Team records contain fields for dates, the team name, label, description, Team Leader, and some screen refresh options. From a customization standpoint, you can use the Custom Fields tab of the Table wizard to modify some fields that come by default in the Standard System Demo, or you can add new fields to the Teams table by:

1. Clicking the arrow next to Teams in the left pane
2. Clicking Setup [Teams]
3. Clicking the Fields tab 

Team Membership

Team membership, particularly Primary Team membership, determines a user's working hours, email distribution, available views, Look and Feel schemes, and search access. However, team membership itself is determined by two Person record fields that are linked to the Teams Table: a single-choice Primary Team field and a multi-choice Teams field. By default, the Standard System Demo adds the Primary Team value to the multi-choice Teams field. This way, all of a user's team memberships can be found in a single field, which makes searching and filtering easier. 

When you initially import users into the system, you can import both their Primary Team and Teams using multiple comma-separated values with no spaces. Once users are in the system, you can update team membership by:

• Editing the Person records of specific users.
• Editing a Team record by looking up and importing users to either the Primary Team Members table or Team Members table, which are embedded in the Custom Fields tab. Looking up and selecting a user for either of these tables changes the linked field in the user's own user record to point to this Team.

Default Teams

The teams shown below are the default teams available in the Standard System Demo. You can delete any of the default teams you do not need, create additional teams, or rename the default teams to match your company's naming conventions. You can delete, create, or edit teams from Setup > Access > Manage Teams.