Teams Feature FAQ
Setup and General Questions
Q: What mobile app versions support Teams? A: Android 7.1.85+ or iOS 7.1.65+. Users need to update before Teams will work properly.
Q: What happens to existing data when Teams is turned on? A: All existing users are automatically assigned to "All Teams" and all existing data remains visible to everyone. Admins then manually set up restrictions as needed.
Q: Can a user exist without being assigned to a team? A: No. When Teams is active, every user must be assigned to at least one team.
Q: What does "All Teams" mean? A: For users with access to all teams, it means every team in the company. For users with limited access, it means all of their assigned teams.
User Management
Q: How are new users assigned to teams? A: New users created by an admin with access to all teams are assigned to all teams by default. Users created by admins with limited access get assigned only to those teams.
Q: What happens when a user switches teams? A: They lose access to all data from their previous team, including activities they submitted themselves. Think of activities as belonging to teams rather than individual users.
Q: Can I bulk assign users to teams? A: Yes, through user import (CSV) or the User API. Add team names in the Teams column, separated by commas for multiple teams.
Content and Visibility
Q: Why can't I edit a team assignment on a form or user? A: Only admins with access to all assigned teams can edit assignments. If something is assigned to Teams A and B, you need access to both teams to modify it.
Q: Can a photo or note be assigned to multiple teams? A: No. Photos and notes must be assigned to exactly one team to ensure proper data segmentation. Forms can be assigned to multiple teams because their visibility can be managed by admins.
Q: Why can I see a form name in a visit but not open it? A: This happens when a form task is assigned to a team outside your access. You can see that a task exists but cannot view its details.
Feature Limitations
Q: Can I create projects or retail audits with Teams turned on? A: Not in the current Early Access version. Projects, retail audits, sales documents, messages, notifications, and photo galleries are not yet available with Teams.
Q: Are territory and place restrictions still active? A: Yes. Teams restrictions stack on top of existing territory and place restrictions. You must qualify for both team access AND territory/place access to see content.
Q: Can I see a visit if I only qualify for some activities in it? A: Yes, you'll see the visit but only the activities you're authorized to view. Other activities will show as restricted.
Troubleshooting
Q: Why is a rep seeing less data than before Teams was turned on? A: Possible reasons:
- They've been assigned to fewer teams than expected
- They lost "History Access" permission for pre-Teams data
- Territory or place restrictions are now affecting them differently
Q: Can I assign activities to teams other than my own? A: No. You can only assign content to teams you have access to.
Q: What happens if I try to remove a team from something I don't have access to? A: You can't. The system prevents you from modifying team assignments for content outside your access.
Best Practices
Q: Should I assign managers to multiple teams? A: It depends on your business needs. Multiple team assignment allows managers to oversee several teams but also gives them access to all data from those teams.
Q: How should I structure my teams? A: Common approaches:
- By brand (Team Premium, Team Essential)
- By geography (Team North, Team South)
- By product line (Team Electronics, Team Appliances)
- By customer/account (Team Enterprise, Team Retail)
Choose the structure that best matches how you want to segregate data access in your organization.