Define and manage teams

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

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Teams are groups of users that work together, and each group fills a different role for the team. Admins can grant team members read and/or write access to one another’s work by using the View/Edit Team access-privilege settings for each entity. (See also Work with user accounts and staff contacts). This feature lets all the users in a given team see the work of all members in that team without seeing the work of other teams. There is also a feature called virtual teams, which works a bit differently. There are three types of teams in all:

  • Site-wide teams operate across all entities in Dynamics Marketing. These are set up on a site-wide basis by using the settings under Settings > My Company > Teams.

  • Entity teams are temporary teams that work on a single project, such as a single campaign, job, or task. Entities that support teams include a related-information tab called Team on their maintenance page.

  • Virtual teams are single-discipline teams that function as placeholder contacts for roles to be assigned later. Examples of virtual teams include: “copywriter”, “graphic designer,” or “account manager”. These are typically used in templates, where actual contacts will be assigned later when the template is used to set up a real project. Virtual teams are set up on a site-wide basis by using the settings under Settings > My Company > Virtual Teams.

To work with site-wide teams, you must have the Edit/View Teams privilege. More information: Work with user accounts and staff contacts.

To work with your site-wide teams, go to Settings > My Company > Teams. This opens the Teams list page, which lists current teams, their members, and roles. This page provides many of the same standard sorting, searching, filtering, and toolbar functions as most other list pages in Dynamics Marketing. (See also Learn how to work and get around in Microsoft Dynamics Marketing).

To create a new team:

  1. Click the New button New button on the toolbar of the Teams list page to open the Add Team page.

  2. Fill in the following fields:

    • Team: Enter a name for the team

    • Owner: By default, this is you. However, if you want to specify a different user as the team owner, enter another user here. (Type-ahead help is provided; use “%%” to scroll through all available users).

    • Description: Enter a description for the team.

  3. Click Save to submit your settings and reload the form with space to add team members.

  4. Add the required Contacts to the team and specify a Role for each one by using the various rows of the Team list. Use the toolbar buttons to add or remove rows as needed.

  5. Select Submit to save your team and return to the Teams list page.

Do one of the following to edit, add, or remove members for a team:

  • The Teams list page shows the name of each site-wide team, and its members are nested below it. Select the check box for any team member and then use the toolbar buttons to add a new member to the same team, remove that team member, or reassign that team member’s role.

  • Go to the Team maintenance page by clicking the team name on the Teams list page. This brings you to the same view that you see when you create a new team, as described previously.

To delete an entire team, click the Delete button Delete button on the Teams list page. The dialog box that opens is where you'll enter the name of the team that you want to delete.

  1. Go to the maintenance page for the entity that you want to work with. This might be an individual campaign, email, job, task, or most any other type of entity in Dynamics Marketing.

  2. Open the Team related-information tab at the bottom of the maintenance page. Here you can see a list of all users who are already on the team for that entity (not including site-wide teams).

  3. Edit the team members and roles directly in the table. You can also use the toolbar buttons on the Team tab to add rows to the table and to remove or email selected team members.

  4. Select Save or Submit to save your changes.

Projects (and some other entities) that have teams often have tasks that are associated with them. When you change a team member, Dynamics Marketing can automatically reassign all the tasks to the new contact.

  1. Open the Team related-information tab on the maintenance page for the entity that you want to work with.

  2. Change the contact that appears on a row to a different contact.

  3. Click Submit. Dynamics Marketing will prompt you to reassign all the tasks to the new team member.

  4. Click OK.

One of the main reasons to set up teams is to let all of the members of those teams read and/or edit the records that each team is working on together. The collection of records that you are able to see and search depends on the following:

  • User privileges: These control the types of entities that you can access and the level of access (view/edit my, view/edit my team, view/edit all) that you have to them. Each record belongs to a specific user—usually the user who created it. If you only have view/edit my privileges for a given entity type (campaigns, for example), you will only be able to see and edit those campaigns that you created and records where you are part of the entity team. Being on an entity team is similar to being the record owner when it comes to visibility. If you also have view/edit my team privileges, you can find records that belong to any member of a site-wide team that you belong to and records where a site-wide team member is on the entity team. You can see all records from all teams for entities where you have view/edit all privileges. More information: Work with user accounts and staff contacts

  • List view settings: Nearly all list views include a show/hide inactive button Hide Inactive/Deleted button/Show All/Active Only button and a show/hide others' records button Show View All/View My button/Show View All/View My button. Each of these is a toggle button whose symbol changes to indicate the current setting. As the names imply, these buttons control whether you can see records that belong to other users and/or records that have been "deleted" (marked as inactive). For entities where you don't have view/edit all privileges, the show/hide others' records button is not shown. More information:

  • Search and filter controls: Nearly all list views include a search form to do a free-text search and column filters to find specific values in specific columns. More information: Learn how to work and get around in Microsoft Dynamics Marketing. However, many list views also include a Filter tab that has a team filter, which provides some possibly unexpected functionality if you have view/edit team privileges as described in the remainder of this section.

When you first open a list page where you have view/edit my privileges, you see all active records that belong to you and all records where you are on the entity team. If you have view/edit team privileges, you also have access to records that belong to all members of your site-wide teams, which includes records where one of those members is on the entity team. However, you won't necessarily see these in the standard list view unless you also have view/edit all privileges. To find records that belong to members of one of your site-wide teams (including records where one of those members is on the entity team):

  1. Go to the list view for the entity that you want to work with (and for which you have view/edit team privileges).

  2. Click the Filter tab, which is located at the top of the list above the Search field.

  3. Select Team from the Filter on drop-down list.

  4. Select the name of the appropriate site-wide team from the Value drop-down list.

  5. Click Go.

    The list now updates to show all records that belong to any member of your selected site-wide team and records where your site-wide team members are also on the entity team.

The following table provides an example of how privileges, record ownership, and team memberships affect the campaign records that various users can access.

John

Jesse

Dante

Campaign privileges

View/Edit My

View/Edit My

View/Edit My Team

View/Edit All

View/Edit My

View/Edit My Team

Campaign owner

"Summer campaign"

"Winter campaign"

"Spring campaign"

"Fall campaign"

On site-wide team

<none>

"Publisher team"

"Publisher team"

On entity team

<none>

"Summer campaign"

<none>

Can see in campaign list, with Show others' records disabled

"Summer campaign"

"Winter campaign"

"Spring campaign"

"Summer campaign"

"Fall campaign"

Can see in campaign list, with Show others' records enabled

<not available>

"Spring campaign"

"Summer campaign"

"Fall campaign"

"Winter campaign"

<not available>

Can see on the campaign-list Filter tab with:
Team = "Publisher team"

<not available>

"Spring campaign"

"Summer campaign"

"Fall campaign"

"Spring campaign"

"Summer campaign"

"Fall campaign"

Unlike the site-wide and entity teams that were described previously, each virtual team represents a single role in a project. Virtual teams function as placeholders to be replaced later with an actual contact. So, for example, although you might set up a task that should be executed by a member of the copywriter team, you can leave the decision about whether the actual copywriter will be Chuck or Mary until later. Virtual team assignments can be especially useful when you set up templates for tasks, jobs, campaigns, events, or programs.

You can use a virtual team nearly anywhere that you can assign a contact, by specifying the virtual team name instead of a contact name. When you work with tasks, for example, you cannot save the task until you specify an Assigned To contact. However, you can specify a virtual team instead of an actual contact and still be able to save the task.

To see virtual teams, go to Settings > My Company > Virtual Teams. Here you see a simple table with the following columns:

  • Name: The virtual team member name. Usually you will give a name that indicates the role to be filled by the virtual team member, such as copywriter, team leader, designer, etc.

  • Created by: The user who created each virtual team member.

To work with virtual teams:

  • Use the toolbar buttons to add virtual teams to or remove virtual teams from the list.

  • Work directly in the fields in the Name column to set the name of each team.

  • When you are done working with the virtual teams, click Save or Submit to save your settings.

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