With SharpCloud Teams, there are administrator roles to be assigned and performed to ensure the team has the correct settings to the requirements desired.


Actions that can be performed by team administrators include:


- Add and remove users from the team. 

- Manage user roles (i.e., either admin or member). 

- Manage the default team settings for sharing and publishing. 

- Manage whether specific stories can be shared outside the team and made public. 

Remove stories from the team

- Deleting the team

- Add your logo to the team site.

 

Accessing the Team Admin area


To access the Team admin area, simply follow the below steps:

 

  1. Navigate to the Team and Directories tab from the dashboard
  2. Click the Team Admin link (only available for Team Administrators)

 

This is highlighted here:

 

 

The team admin module has three tabs for Design, Managing Members & Invites and for Managing Story Settings as shown here:

 

 

Deleting a Team

 

Deleting a team can be performed by the function in the bottom right corner. In doing so, the team must have all stories removed and team members removed before deleting the team. This action is irreversible.

 

Design Tab

 

The design tab is responsible for the teams name and images that are associated with the team. The image will appear on the dashboard when in the Teams & Directories tab.

 

Members & Invites Tab

 

Members & Invites tab is the area where managing your team members occur. 

 

Adding Team Members

 

You can select members to add directly from your list of contacts or by entering their email addresses or SharpCloud usernames if they are known. You can enter a message to include in the notification email that will be sent to the new members. 

 

Any existing SharpCloud users that you add will automatically be added to the team members list and will receive an email and activity feed update informing them that they have been added to the team, and giving them a link to the team site.

 

If the person you add to the team using their email address is not yet a SharpCloud user, they will be sent an invite to sign up for an account. These invitees are added to the invitees list until they have signed up to SharpCloud at which point they are added to the list of current members. 

 

You can re-invite people who have not yet signed up for a SharpCloud account


Removing Team Members


There may be circumstances in which you need to remove a member from the team, for example when someone leaves your organisation. Before you remove a team member you should be aware that the removed team member: 

  • Will no longer be able to access the team site
  • Will have their implicit team-view permissions removed for all stories in the team site.
  • Will still retain any explicit permissions they currently have to team stories.
  • Will still retain ownership for the team stories they currently own 

Given this last point we recommend that before you remove a team member (or immediately after their removal) you consider whether you wish to transfer the ownership of the stories from this team member to another team member. Alternatively, after you have removed the team member you may want to remove the stories that they own from the team. 

The team administrator can remove team members as they see fit. To remove a team member:

  • In the Current members list, select the X to remove the team member
  • All team members are informed through their activity feed that the team member has been removed 

Assigning roles as admins or members

 

From time to time you may want to upgrade or downgrade the roles of the team members between team admin and member status.

As a member of the team, users can create stories within the team and have implicit team-view permission for all team stories.

Users who have been elevated to the Admin role can also access the Team Admin module and perform a range of admin operations.

To change the role of a team member:

  1. In the Role column click a user’s value and select from the drop-down list of roles
  2. The user assumes the new role and receives a message in their activity feed informing them of the change.

 

Story Settings Tab

 

You manage your team stories and settings for sharing and publishing from the Story settings tab in the team admin module. 

Controlling whether stories can be shared outside the team


There are a number of rules that apply to team stories that determine whether or when they will be able to be shared outside the team:

  • By default, team sites are initially set-up to prevent any team story being shared with non-team members, but this can be changed by any team administrator.
  • By default, all stories created in the team site pick up the current global ‘share’ setting for the team site.
  • However, when a story is moved into the team site, it retains its current setting, implied from its share community. So for example if a story that has sharees who are not in the team is moved into a team, the story will have its ‘Can share’ flag set to ‘true’ regardless of what the default team site setting is.
  • Whatever the setting on the story, this takes precedence over the team site setting.
  • Changing the global default setting for the team site does not change the specific setting for existing team stories. The change is only applied to new team stories. 

To change the global share setting for the team

  1. On the Story settings tab check or uncheck the Members can share stories outside team option.
  2. Click Update to confirm the change.

Allow/Deny sharing outside the team on a story by story basis


The team administrator can manage this on a story by story basis. So, for example, even if the global default for the team is that stories cannot be shared outside the team, the setting for a specific story can be set to allow it to be shared with non-team members. 

To over-ride the setting for a specific story:

  1. On the Story settings tab select the story you want to update.
  2. Check or uncheck the “Can share” option for the story

Controlling whether stories can be made public


There are a number of rules that apply to team stories that determine whether or when they will be able to be made public. Note that these rules and restrictions only apply to the open (public) publishing of stories and not to the publishing of stories to private directories.

  • By default, team sites are initially set-up to prevent any team story being made public, but this can be changed by any team administrator.
  • By default, all stories created in the team site pick up the current global ‘public’ setting for the team site. 
  • However, when a story is moved into the team site, it retains its current setting. So, for example if a story that has already been made public is moved into a team, the story will have its ‘Can make public’ flag set to ‘true’ regardless of what the default team site setting is. 
  • Whatever the setting on the story, this takes precedence over the team site setting.
  • Changing the global default setting for the team site does not change the specific setting for existing team stories. The change is only applied to new team stories.

To change the global publishing setting for the team: 

  1. On the Story settings tab check or uncheck the Members can make stories public option
  2. Click Update to confirm the change 

Allow/Deny publishing on a story by story basis


The team administrator can manage this on a story by story basis. So, for example, even if the global default for the team is that stories cannot be published, the setting for a specific story can be set to allow it to be made public.

To over-ride the setting for a specific story:

  1. On the Story settings tab select the story you want to update
  2. Check or uncheck the Can publish option for the story 

Removing a story from a team

 

There may be circumstances (for example where a team member is being removed from a team) where you may want to remove a story from the team site.

On removal the story will revert back to the personal ownership of the story owner and: 

  • All members of the story community (whether team and non-team members) who have been given explicit permissions to access the story will retain their access to the story.
  • Team members who previously had access to the story through their implicit team-view permissions will no longer be able to access it.

To remove the story:

  1. Select the Story settings tab and select the Remove from team option for the story
  2. The story is removed from the team and reverts back to the personal ownership of the story owner.

Transferring ownership of a team story 

 

Team administrators can transfer the ownership of any team story to an alternative team member through the team admin module.

  1. Select the Story settings tab and select the story you want to transfer
  2. In the Transfer ownership column select the new owner

The owner will be updated in the Owner column