Boost Efficiency! How to Organize Teams Effectively for User Management

Introduction

This article introduces key points to consider when organizing teams.

While this article uses examples based on typical corporate organizational charts, please adapt them to suit the characteristics of your own organization.

Things to keep in mind when planning

You don't need to create a perfect setup from the start.
It's fine to start small with what you can do now, and gradually scale up while making adjustments as needed.
There is no single correct answer for team organization.

Start as small as possible.

What is a Team?

A team is a feature for managing multiple users together.
It allows you to see "which folders a team can access" and "who belongs to the team."

Using teams makes it more efficient to configure folder permissions compared to setting them up individually for each user.

Group administrators and sub-administrators can create teams, add users, and remove users.
Users can also belong to multiple teams.

The basics of teams are also summarized in the following article, so please refer to it.

Tell me about teams
https://help.teachme.jp/hc/en-us/articles/28513829929369

Team Organization Process

There are several features that can be used at the team level.

This article mainly introduces the team organization process for configuring folder permissions using teams.
The steps are as follows.

• Organize your folder structure
• Determine the viewing scope (teams) for each folder
• Decide "who" should have "what kind of permissions" for each folder
• Organize the folder permissions each team will have
• Organize the users who will join each team
• Create teams
• Add users to teams
• Add teams to folders
• Verify that teams have been successfully added to folders

Let's look at each step in detail below.

Organize your folder structure

Before organizing teams, organize your folder structure.
Since this team organization is for configuring folder permissions using teams, please plan your folder structure first.

How to think about folder structure
https://help.teachme.jp/hc/en-us/articles/30745916090521

Once your folder structure is organized, list out the folders that currently exist.
※It is not necessary to list subfolders.

Determine the viewing scope (teams) for each folder

Start by broadly considering the viewing scope that corresponds to each folder name.
Think of this viewing scope as what will become your "teams."

Decide "who" should have "what kind of permissions" for each folder

Once you have a rough list of folder viewing scopes, also consider what permissions each should have.
Teams can be granted either "View" or "Edit" permissions.

Organize the folder permissions each team will have

Combine the teams that can access each folder with the permissions to be granted, and organize the folder permissions each team will have.

When organizing information, using a matrix diagram is recommended.
A matrix diagram is a table organized by rows and columns that allows you to visually organize information.

Set "Folders" in the rows and "Teams" in the columns, and add the following symbols at the intersections according to the conditions.

If a team needs to view and edit a folder: ◎
If a team needs to view a folder: ✓
If a team cannot access a folder: -

This makes it easy to see at a glance which permissions "which team" has for "which folder."

Organize the users who will join each team

Once the folder permissions for each team are organized, determine who should belong to each team.

Set "Users" in the rows and "Teams" in the columns, and enter "Add" at the intersections according to the 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.

Manage user teams (Web Browser)
https://teachme.jp/8/manuals/4929282

Add users to teams

Add users to teams.
It is convenient to use the CSV bulk registration feature to add a certain number of users at once.

Bulk update teams (Web Browser version)
https://teachme.jp/8/manuals/4965352

If you want to add users to an existing team or change team information, please refer to the following manual.

Edit Team (Web Browser Version)
https://teachme.jp/8/manuals/42393945

Add teams to folders

Add teams to folders.

Add/exclude teams to folders (Web browser)
https://teachme.jp/8/manuals/42082645

Verify that teams have been successfully added to folders

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

Change and check the folder privileges of users or teams (Web Browser)
https://teachme.jp/8/manuals/23074527

Tips

Recommendations when getting started

Start by creating a team for all employees and adding it to folders that everyone is allowed to view.
As manuals you want to share with specific groups increase, create and adjust folders and teams as needed.

With this approach, you don't need to create many teams from the start.

Adding teams and folders as you go

As you operate, if you find gaps in your folder structure or team organization, consider adding folders or teams.

When you have manuals you want to restrict access to

Add a folder.

　Example: There are manuals you want to share only within the Human Resources department.
　　　→ Create a "Human Resources (Internal Only)" folder.

When you want to divide manual editing responsibilities

Add a team.

　Example: You want a different person to take over the manual editing work within the "Sales" folder.
　　　→ Add a Sales Support team and grant it edit permissions for the "Sales" folder.

Handling personnel transfers

By operating with teams, when a user transfers to a different position, you don't need to change settings for each folder individually — simply changing which teams the user belongs to will give them the appropriate permissions for the relevant folders.

How can I efficiently update permissions when personnel changes occur?
https://help.teachme.jp/hc/en-us/articles/900005508926

Other features that can utilize teams

By creating teams, you can perform the following actions.

- Specify a team as the distribution target for tasks or training courses
- Check training course progress by team
- Specify a team as the notification target when publishing a manual

Create and distribute task (Web Browser)
https://teachme.jp/8/manuals/5260961

Distribute training course to trainees (Web Browser)
https://teachme.jp/8/manuals/9316265

Check each team and user's training progress (Web Browser)
https://teachme.jp/8/manuals/10632218

Notify users about manual release or update (Web Browser)
https://teachme.jp/8/manuals/14651979

Summary

By creating teams, you can manage "the folders a team can access" and "the people who belong to the team."
Organize the folder permissions each team needs and the users who should join each team, then plan your team structure.

It's fine to start by creating a team for all employees, and then create and adjust folders and teams as needed when manuals you want to share with specific groups increase.

Ultimately, aim for a state where the folder permissions of all users can be accurately managed.