Many activities in Teamwork involve working with cross-sections of your organization.
Teams has been designed to bring a new level of alignment to your processes and help you work as efficiently as possible.
From better people management to some time-saving enhancements, Teams will help streamline your workflow and how you interact with your projects' main stakeholders.
|◑ Changing your existing
|◑ Default projects|
|◑ Comments and
|◑ Bulk editing|
With the introduction of the Teams feature, you can easily replicate your organization's structure and group people on your site based on their position or contribution.
Depending on your organization's needs, you may have different people who take up multiple roles. This can easily be mapped with the Teams feature as individuals can exist in multiple teams.
Any site administrator or user with permission to manage people & companies can create and manage teams on your site via the People area.
The feature breakdown for Teams will vary depending on your Teamwork subscription plan.
Each team you create can be given a meaningful name, handle (more on that later!), and custom logo, making them easily distinguishable. Using the enhanced people picker, you can select the relevant people to add as members of the team.
In the Advanced tab, you can associated the team with a company, meaning only members of that company can be added to the team. Client users can only be added to company teams associated with their own company.
Note: Company level teams are available on per-user Premium/Grow plans and above.
While all of the work on a project might be associated with all team members overall, a particular task, message, or other project item may be directly relevant to just a few people.
Note: Subteams are available on per-user Premium/Grow plans and above.
You can achieve a deeper level of granularity by further splitting out your teams into subteams. With the added layer of subteams, you can do things like send a message to the entire team updating them on the project schedule, while only assigning your developers to a bug that needs to be fixed!
Below, you will see a few examples of team/subteam structures. Depending on how you operate, you may decide to structure one team based on role, while another is based on location. It's entirely up to you!
Design|| - Cork
Website|| - Belfast
| || - PR|| - Support
content || - API|
| || - Product
| || - Digital
marketing|| || -
When adding members to a subteam, they will automatically become members of any teams above them in the team's hierarchy. You will still be able to mention and assign the subteam independently.
Now that you have seen how you can map your organizational structure at site-level, let's explore how project teams can help you become even more efficient.
As we touched on previously, people can be members of multiple teams. A great benefit of this is that you can place people into their company role, while also positioning them for individual projects they're working on.
Project teams allow you to be more detailed about the relevant work and responsibilities by creating informal teams across projects. Rather than cluttering your site-level team structure with short-term team needs, you can leverage project teams to organize the work in front of you at any given moment.
For existing users of Teamwork, the introduction of Teams brings with it some tweaks to existing functionality, designed to enhance your experience.
You may have been leveraging the existing Companies feature to represent departments in your organization. You can easily replace these companies with new teams, if you wish.
While viewing a company, go to the People tab and select the checkboxes to the left of each user. The bulk edit toolbar will appear where you will first need to click Move company. This is an important step if you are intending to delete the current company the users are in, as each user on your site must be associated with a company.
Once the people have been assigned a new company and added to a team, you can then delete the company itself if you no longer need it.
Note: If you delete a company that has existing members, those users will also be deleted from your site.
After you have moved the users to a new company, select the users again and then choose Add to team from the bulk edit toolbar. You can then either add the users to an existing top-level team, or create a new team to add them to.
The scope of the Teams feature means that what you could previously achieve with project roles can now be done using project teams.
Any existing roles on your projects are automatically converted to project-level teams for you. Going forward, you can simply create project teams when the need arises. Roles are no longer supported.
When creating or editing teams on your site, you can add one or multiple default projects to the team. This means that any future members of the team will automatically be added to those default projects once they are added to the team.
Note: Default projects are available on per-user Premium/Grow plans and above.
One of the greatest benefits of Teams is the added efficiency it can introduce to your workflow in the assignment of project items. You can assign various items based on team or company.
Dynamic assignment can be utilized in the following ways:
- Assigning tasks and
- Setting privacy on project
- Adding followers to project
Assigning an item to a team/company acts as a dynamic assignment. This means that if more members are added to that team/company in the future, they will automatically be assigned to the item. Likewise, they will be removed from the assignment if they are removed from the team.
One thing to note is that for tasks assigned to a team/company, you won't be able to generate separate tasks for each team/company member via the Create a task for each assignee option.
Another time-saving benefit to using teams is the ability to notify specific teams or companies in one go on comments and messages.
Rather than searching through the people picker and selecting the relevant people one by one, you can now select the associated team or company. Any current team members will then be notified.
If individual users were already set to be notified and you then select to notify a team where they are a member, their name will be removed from the notify list as they will already be counted as part of the team.
You can also quickly direct your comment or message at a particular team/company by mentioning them in the message itself.
Note: When you mention a top-level parent team, subteam members will also be notified.
Bulk edit options in Teamwork have become more powerful with Teams.
While viewing a team at site-level, you can select each of its associated members, or a subset of the team, and bulk update their profile permissions such as administrator rights or the ability to manage people & companies.
You can also go through this process while viewing a project team on an individual project. Instead, you'll be able to set project-specific permissions such as the ability to add tasks, view milestones, or log time.
The bulk update bar at the top of the screen will also allow you to remove the selected user(s) from the team or delete them from the site. For project level teams, you can also remove them from the associated project.
You can also bulk set profile permissions, delete, or add users to a team while viewing the overall list of people on your site in the main People area.
When viewing the list of companies on your site, the bulk edit toolbar gives you the option to bulk delete the selected companies.
Improved filtering options have also been introduced with Teams. While filtering the various task views by assignee, you can now choose a particular team or company.
When filtering by team or company, you will see all tasks dynamically assigned to the entire team/company, as well as any tasks that individual members of that team/company have assigned to them independently.
Project templates have become even more powerful with Teams. When creating project templates, you can maximise the usefulness of dynamic assignment by assigning items in the template to teams or companies.
You can also add entire teams as members of the project template, meaning that when the template is used to populate a project, any of those teams' members will automatically be added to the project.
Note: Teams can be used with templates on per-user Premium/Grow plans and above.
For more information, see: Teams help docs