Easily group together Administrators, Authors and Reviewers and assign and control content access

In dominKnow | ONE Administrators and custom Author roles with Teams permissions can create Teams to organize users.

Teams can then be assigned to content as individual Projects or Collections of Projects.

When you add a new member to the Team, they are automatically assigned to all content assigned to that Team.

When you remove a Team member, access to content assigned to that Team is removed.

Roles and Team-assigned content permissions

A user’s role has priority over assignments to content as part of a Team.

For example, a Reviewer can’t author, so if a Reviewer is a member of a Team that is assigned to content For Authoring, the Reviewer will not be assigned, but all Author Team members will be assigned. And Administrators on the same Team are not assigned, because they have authoring access to the content by default.

Here's an overview of how this works for each default role for assigning to content for Authoring and for Reviewing.

RoleTeam Assigned as AuthorsTeam Assigned as Reviewers
AdministratorIs not assigned, because they have authoring access by default

Is shown as assigned as a Reviewer, but still has editing permission because the role has editing permission by default.

Will also find the Project(s) on the For Review menu item on the Browse Projects panel.  

AuthorIs assigned as an Author

Is assigned as Reviewer without editing permissions.

Will also find the Project(s) on the For Review menu item on the Browse Projects panel, when they select a Project they only have a For Review option.

ReviewerIs not assigned (because they have no authoring permission)Is assigned as Reviewer

Also, since Reviewers don't have access to any authoring features, if you assign a Team as Owners of a Team the Reviewers won't be assigned.

Why include Administrators in a Team?

Since default Administrators have access and permission to see and edit all content, including being able to review it, it might seem that there's no value in including them in a Team.

There are a few use cases for this, though:

  • There is a For Review menu item on the Browse Projects panel where Administrators and Authors can easily find the Projects that they have been assigned as reviewers.
  • They will receive all emails sent to the Team (see the Send an email to a Team section below)
  • If the Team is assigned to content for Review, they will receive review-related notifications for that content. 
  • Teams can be assigned as Owners of Teams, so you might set up a Team with Administrators so they can edit Teams as owners over time.

Team Ownership

Owners are users who can add and remove users from a Team as well as edit a Team's properties.

When you create a Team, you are the default Owner. You can also add Authors and Administrators as additional Owners, and even a Teams as Owners. You can do this by editing the Team's Properties after it has been created.

Having multiple owners means that more than one person can take care of changes to the Team. It also means that if the original creator of a Team leaves the organization, others in the organization still have controlling permission to the Team.

To work with Teams you access the Manage Teams panel:

  1. Select the Application Menu
  2. Select Users
  3. Select Teams

Adding a New Team and Assigning Members

You can add a Team and assign Members to it all in one process.

Assign a Team to Content

Once a team is created you can assign the Team access to content.

You can assign individual Projects as well as Collections of Projects. 

The Team can be assigned as:

  • For Review, in which case all Team members are assigned for reviewing the Project
  • or For Authoring, in which case Authors are assigned for authoring and Reviewers are not assigned

Edit a Team's Properties

You can edit a Team's Properties such as:

  • Name
  • Description
  • Shared status
  • Ownership

Send an Email to a Team

You can also send an email to all members of a Team.

Delete a Team

As time goes by, not all of Teams will continue to be needed.

You can easily delete a Team. 

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