Effective Team Organization for Efficient User Management

Introduction

This article introduces key points to consider when organizing teams.
While we provide examples based on typical corporate organizational charts, please adapt these strategies to suit your own organization's characteristics.

Mindset for Planning

You don't need to create a complete structure from the start.
It's fine to begin with what you can currently implement on a small scale, and gradually expand as needed while refining your approach.
There is no single correct way to organize teams.
Start as small as possible.

What is a Team?

Teams are a feature for managing multiple users collectively.
You can track "which folders a team can access" and "who participates in a team".
Creating teams makes operations more efficient than configuring and managing individual users separately.

Group administrators and sub-administrators can create teams and add or remove users.
Users can belong to multiple teams.
For more information on the basics of teams, please refer to the article below.

Team Organization Process

Teachme Biz has several features that can be utilized on a team basis.
This article mainly introduces the process of team organization for setting folder permissions by team.
The process is as follows:

• Organize folder structure
• Consider the viewing scope of folders (teams)
• Consider "who" should have "what permissions" for each folder
• Organize team permissions for folders
• Organize users to be added to teams
• Create teams
• Add users to teams
• Add teams to folders
• Verify teams have been added to folders correctly

Let's look at each step in detail below.

Organize Folder Structure

Before organizing teams, organize your folder structure.
Since we're focusing on team organization for folder permission settings, please first consider your folder structure.

Once you've organized your folder structure, identify the folders that currently exist.
*Subfolders don't need to be identified at this stage.

Consider the Viewing Scope of Folders (Teams)

First, consider the general viewing scope corresponding to each folder name.
It's helpful to think of this viewing scope as potentially becoming a "team".

Consider "Who" Should Have "What Permissions" for Each Folder

After broadly identifying the viewing scope for each folder, consider what permissions should be granted.
You can assign either "viewer" or "editor" permissions to each team.

Organize Team Permissions for Folders

Organize team permissions for folders by combining teams that can access folders and the permissions granted to each.

Using a matrix diagram is recommended for organizing this information.
A matrix diagram is a table organized by rows and columns that allows you to visually organize information.

Set "Folders" in rows and "Teams" in columns, and add the following symbols at intersections based on conditions:

When a team needs to view and edit a folder: ◎
When a team needs to view a folder: ◯
When a team cannot access a folder: ✕

This makes it easy to see at a glance "which folders" "which teams" have "what" permissions for.

Organize Users to be Added to Teams

Once you've organized team permissions for folders, organize who should belong to each team.
Set "Users" in rows and "Teams" in columns, and enter "Add" at intersections based on conditions.

This makes it easy to see at a glance "which users" should be added to "which teams".

Create Teams

Create teams based on the organized team information.
At this stage, only set the team name and team description.

Add Users to Teams

Add users to teams.
Use the matrix created in "Organize users to be added to teams" and the CSV batch registration feature to efficiently add multiple users at once.

If you want to add users to existing teams on the screen or change team information, please refer to the related manual.

Add Teams to Folders

Add teams to folders.

Verify Teams Have Been Added to Folders Correctly

Verify that teams have been added to folders with the intended permissions.

Tips

Recommendations for Initial Implementation

First, create a team for all employees and add it to folders that all employees can view.
As manuals that should only be shown to specific groups increase, create and adjust folders and teams as needed.
With this method, you don't need to create many teams from the beginning.

Adding Teams and Folders While Operating

If you find gaps in your folder structure or team organization during operation, consider adding folders or teams.

When You Need to Restrict Viewing of Certain Manuals

Add folders.

Example: You have manuals that should only be shared within the HR department.
→ Create an "HR (Confidential)" folder.

When You Want to Divide Manual Editing Roles

Add teams.

Example: You want someone else to take over manual editing tasks for the "Sales" folder.
→ Add a "Sales Support" team and grant them editor permission for the "Sales" folder.

Handling Personnel Transfers

When operating with teams, during personnel transfers, you don't need to change settings for each folder individually. Simply changing the teams a user belongs to ensures they have the appropriate permissions for folders.

Other Features That Use Teams

Creating teams allows you to perform the following operations:

• Specify teams as recipients for tasks or training courses
• Check training course progress by team
• Specify teams as notification recipients when publishing manuals

Summary

Creating teams allows you to manage "folders that teams can access" and "people who participate in teams".
Organize the folder permissions needed by teams and the users who should participate in teams to plan your team organization.
It's fine to start by creating a team for all employees and gradually creating and adjusting folders and teams as manuals that should only be shown to specific groups increase.
Ultimately, aim to achieve accurate management of folder permissions for all users.