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Chapter 2 - Users & Groups

2C. Teams

Teams - Introduction

Teams control the configuration and management of many features in Aproove such as Contacts, Time Tracking, Reports, and Tags.

Teams - Basic Setup

To manage Teams, log into the admin tool and navigate to Users & Groups → Teams.

Adding a new Team

To add a new Team, select the 'Add new team' button and enter the Team name. You can assign the Team to a specific Tree in the dropdown, as well as limit the storage space and number of projects available to this Team. Click the "Add" button to validate the Team.

Teams Add New

Modifying an existing Team

To add new Members or Contacts to a Team, you will need to modify an existing Team.  To do this, first, select an existing Team from the list to bring up the details window.

Teams List-1

Members: select from the list of available Users on the left and move them to the assigned Users on the right.  To remove Users from a Team, select them from the Assigned Users on the right and move them to the Available Users list on the left. When complete, save the changes that you made. 

Teams Members

Contact: Management of Team Contacts. 

Teams User Icon Registered/Licensed User (unique User ID)  Teams Guest Icon Guest User (User ID = 0)

Users added as Guests in the User Interface Dashboard interface will appear in this list along with Contacts manually added from this window.  Please note that Guest Users added from the User Interface Dashboard will only be available to the User who added them.  For all Team members to see a Guest User, that Guest User would need to be manually added here.

Teams Contacts

To modify an existing Contact, select them from the list to update the existing information. To assign the Contact to an existing Contact Group, choose the Group from the dropdown and click "Add to group". 

Teams Contact Edit-1

Contact Groups are used to manage Contacts and they can be used to easily assign Contacts to Tasks in the workflow.

Teams Contact Groups

Teams - Advanced Setup

Adding a new Team

To add a new Team, start by going to Users & Groups → Teams.  Select the 'Add new team' button, enter the name, and then the Add button.

Teams Add New

The additional options that can be configured in this window are:

  • Team tree - Allows for the assigning of a Tree to the Team.
  • Storage quota (MB) - Assigns a disk size quota to all of the Projects that Team members create.
  • Project quota - Assigns a disk size quota to each of the Projects that Team members create.

Modifying an existing Team

To make changes to a Team, including adding new Users or Contacts, you will need to modify an existing Team.  To do this, select it from the Team list to bring up the details window.

Teams List-1

Once the team has been selected, there are additional options that can be updated.

Teams Additional Settings

  • Team name - The name of the Team name can be modified.
  • Team tree - Allows for the assigning of a Tree to the Team.
  • Storage quota (MB) - Assigns a disk size quota to all of the Projects that Team members create.
  • Project quota - Assigns a disk size quota to each of the Projects that Team members create.
  • User quota - Assigns a disk size quota for each User on the Projects that they create.
  • Team token (SAML) + Portal key - ???
  • Portal MAC address - ???
  • Allow branding - Enables the custom logos and branding to be applied to a Team.
  • Force date and time format - Force all Team Members to a common date and time format.
  • Force time zone - Force all Team Members to a common time zone.

Modifying an existing Team

To add new Members or Contacts to a Team, you will need to modify an existing Team.  To do this, first, select an existing Team from the list to bring up the details window.

Teams List-1

Members: select from the list of Available Users on the left and click Right Arrow to move them to the Assigned Users on the right.  To remove Users from a Team, move them back to the Available Users list. When complete, click "Save". 

Teams Members

Contact: Management of Team Contacts. 

Teams User Icon = Contact      Teams Guest Icon = Contact Group (User ID = 0)

Users added as Guests in the User Interface Dashboard interface will appear in this list along with Contacts manually added from this window.  Please note that Guest Users added from the User Interface Dashboard will only be available to the User who added them.  For all Team members to see a Guest User, that Guest User would need to be manually added here.

Teams Contacts

To modify an existing Contact, select them from the list to update the existing information. To assign the Contact to an existing Contact Group, choose the Group from the dropdown and click "Add to group". 

Teams Contact Edit-1

Contact Groups are used to manage Contacts and they can be used to easily assign Contacts to Tasks in the workflow.

Teams Contact Groups

Time tracking and Time tracking billing code: part of the custom reporting feature.  For additional information on this, please see XXX.

Support: allows you to change the default support email address from support@aproove.com to the email address you specify. "SLA content" allows you to modify the language in the Contact Support window in the User Interface Dashboard Help window and localize it for the languages configured on the system. 

Teams Support

Teams Contact Support

Reporting: custom reports are configured outside of Aproove in Crystal Report and uploaded here via the "Add report" button. They are then mapped to Aproove database fields. Click on an existing report to view or edit its settings. You can also download the report template from this location. Reports are assigned to Users via Global Groups. To discuss creating a custom report for your organization, reach out to the Customer Success team.

Teams Reporting

Tag: Tags are Team-specific and available by permission only to the members of the Team they are created within.

For setup information, please see Note, Project, Proof & Section Tags - Setup.

Teams Tags

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