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Teams

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Introduction

You can group individual users into teams to make effort-based planning easier than ever. The concept of teams is used mainly in the Resources module - task data can be presented in team swimlanes.

The information about teams can also be displayed in the Gantt module by adding teams to the Column View.

Benefits of using teams

  • monitor work across teams

  • team capacity and workload information

  • automatic assignment of a task to a team based on the assignee

How does it work

A team is created in a box - automatically, this is the primary box a team is assigned to. A team can be managed only in the primary box it is associated with. It is possible to assign a team to a different box (change the primary box).

A single team can be available in multiple BigPicture boxes. This is useful when the same teams work in multiple projects.

Users are assigned to teams - this creates a ‘membership’. Membership information specifies how much time a user dedicates to the team effort.

Assign tasks to a team

  • Assign tasks to team

  • Tasks can be automatically assigned to a team based on the assignee.

View teams

Go to the Teams module to see the list of teams available in a box.

Team attributes

Information

Description

Basic attributes

  • Identifying information

    • name

    • Arrow (blue star) next to box name (inherited teams)

    • code

    • code color

  • created in

    • ID of the box the team has been created in

  • members

    • number of team members

Inherited vs primary teams

Each team must be managed in the primary box it is assigned to. Teams can be used in multiple boxes, but team information can’t be modified in secondary boxes.

By default, the box in which a team has been created becomes its primary box.

The primary box can be changed when you ‘assign existing team’ to a different box.

Details tab

Identifying team information:

  • name

  • code

  • color

Members tab

Team members - the list contains current membership information of team members:

  • name - functions as a link to the list of user memberships

  • active membership

  • availability

  • skills

If a team membership has a future date it doesn’t apply yet - resource is listed as having ‘no membership’. To see all memberships of a user, click on the resource name.

Boxes involved tab

List of boxes the team is available in:

  • name

  • id

  • status

Team management

Create new team

Newly created teams don’t have any members - add team members to finish setting up a team.

If the button is greyed out (team cannot be created):

  • You don’t have sufficient box permissions

  • Box type settings don’t allow for a team to be created

 Steps

In the Teams tab:

  1. Click the (blue star) button at the top

  2. Select Create new team from the dropdown menu

  3. Provide

    1. team name

    2. team code

    3. team code color

  4. Click Create

ADD - create new team .mov

Assign existing team

A team from an upper-level box is assigned in a lower-level box → team is added as an inherited team to a lower-level box. The upper-level box is unaffected.

A team from a lower-level box is assigned in an upper-level box → primary box of a team is changed. The upper-level box (where the action is performed) becomes the primary team box of a team. In the lower-level box (that used to be primary) the team still available, but is treated as inherited.

If the button is greyed out (team cannot be assigned):

  • You don’t have sufficient box permissions

  • Box type settings don’t allow for a team to be assigned

 Steps
  1. Click the (blue star) button at the top

  2. Select Assign existing team from the drop-down menu

  3. Select a team from the list

  4. Click Assign

ADD - assign team.mov

Duplicate existing team

All team information, including memberships, is duplicated. Make sure to adjust the team memberships.

Original team is unaffected.

 Click here to expand...
  1. Click the (blue star) button at the top

  2. Select Duplicate existing team from the list

  3. Select a team

  4. Click Duplicate

ADD - duplicate team.mov

Edit

Team name, code, and code color can be modified in the Details tab of the Teams module.

 Steps

In the Teams module:

  1. Click on a team to select it

  2. Open the Details tab

  3. Modify team information

  4. Click Save

EDIT - team details.mov

Delete

A team is deleted from ALL the boxes (including the boxes in which it is listed as ‘inherited’)

The action cannot be reversed.

 Steps

In the Teams module:

  1. Click the (blue star) icon

  2. Click Delete to confirm

DELETE - a team .mov

Unassign

Only teams marked (blue star) as inherited can be unassigned.

 Steps

In the Teams module:

  1. Click the (blue star) unassign icon

  2. Click Unassign to confirm

DELETE - unassign team .mov

Inherited teams

Inherited teams = teams that are available in a box they weren’t created in.

How to know if a team has been inherited

  • Inherited teams have an (blue star) arrow next to their name (teams module).

Configuration - Box type settings

Box type configuration settings apply to ALL boxes of a given type.

 Who can access this screen?

Available to App Admins.

 How to get to this screen?

  1. Click the Advanced Settings (wrench icon wrench icon.png) in the top right of the screen.

  2. Select Box types.

  3. In the Box types tab, click on a Box type name to open the Box type configuration screen.

Toggle the switch

on

off

Manually allocated teams

You can add teams to boxes.

Teams can’t be added to boxes.

Auto-inherited upper-level teams

When the toggle switch is on, all teams created in upper-level boxes are inherited.

Teams aren’t automatically inherited.

If the Manually allocated teams toggle switch is on, you can assign

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