Teams

Clover provides data visibility controls for organizations of all sizes.  Companies on the Individual or Business plans use the built-in access controls for workflows, tasks, companies, fields, and files.  For users whose company is on the Enterprise plan, additional capabilities are available via the Teams feature.  Teams allow administrative Users to define named groups of Users from within their organization, and then use those teams to easily define access to data in Clover.

Managing Teams

To begin using the Teams feature, simply create one or more Teams that represent the way you want to limit access to the various data in Clover.  For example, if you have two separate groups of employees that each work on different types of processes - say, onboarding new vendors and ensuring the quality of the products that you buy from those vendors, then you may choose to create two teams - one to represent each of these groups.    For this example, we will create a Team named Vendor Onboarding and another named Quality Assurance.  Creating a team is easy:

1. Navigate to the Settings section in the main navigation
2. From the Settings section, click on the Teams sub-menu (note, you must be an administrator to be able to access the Teams section)

3. From the Teams list page, click on the +Add Team button

   

4. Name your team and click Create Team
5. Click on the name of a team and then +Add Members to select the Users you want to add to the selected Team 
6. When through adding members, click the Add Members button to close the modal

Note: Users may be added to more than one team.

Workflow and Task Visibility

With Teams enabled for your organization, visibility is controlled when accessing workflows, via the Share Workflow dialog.  Every time you publish or re-publish a workflow, you will be presented with the Share Workflow dialog.  This dialog allows you to define which teams you would like to restrict workflow visibility to.  Simply select the Teams radio button, and then select each of the teams that should have visibility to the workflow you are publishing.  If you do not want the workflow visibility to be restricted, select the All Assigners radio button.  That's it!  Now, only Users who are present in the Team(s) selected will have visibility to the published workflow, in the folder you selected.  

Note: Because Workflows are used for Task assignments, if a User is prevented from accessing a particular workflow via their Team membership, they are then also prevented from assigning Tasks with that workflow.