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Teams

System Users are assigned to a standards matrix through membership of a Team.

There are three types of teams: Action, Review and Manage. The team type controls which functions in the Xitracs system are available to users.

There can be multiple Action and Review teams, but there is only one Manage Team for the entire standard; users who are members of the Manage Team can edit or update the status of all sections.

 

To have access to a complete set of manage functions, members of a Manage team must also have a user role of Manager.

 

* When standard is in Response mode.                **If library assigned. See Administration > Groups.

 

Note: Preparation Status selections will differ depending on team type. See the Status section for more information.

 

There is one team of each type created automatically when an agency standard is first imported; these are the default teams and they cannot be edited or deleted. Additional Action or Review teams can be created as required, then edited or later deleted as appropriate. Creating additional teams is optional, however, it provides a greater level of granularity in assigning users to standards. For example, the preparation and review certain sections of a submission may relate to a specific department in the organization, say the Finance Department. By creating Finance Action and Review Teams, the relevant sections can be assigned only to the members of those teams, (see Manage Team Access below ). Users who are members of other Action or Review teams can view (unless the confidential designation is set - see below), but will not be able to edit these sections or update the statuses.

A user must belong to an assigned team in order to have access to a standard. If a user belongs to a team that has not been assigned to one or more sections, the standard will not appear in the user's standards list.

To Create a New Team

1.Click the Create a new team link

2.Enter a team Name  

3.Enter a team Description

4.Select the team Type, either Action or Review

5.Click Submit

To Add Team Members

1.Click the Members link

2.Click the Add member link

3.Enter a User ID, Last Name or First Name to find the user (partial entry allowed)

4.Click Submit

5.Matched user(s) will be listed

6.Check the box next to the relevant user

7.Click Submit

To List Team Members

1.Click the List or Remove members link

To Remove Team Members

1.Click the List or Remove members link

2.Check the box next to the relevant user(s)

3.Click Submit

To Manage Team Access to Sections of the Standard

1.Click on the Manage team assignment link

2.In the matrix, click on an Action Team or Review Team cell

3.Select a team from the pop-up

Note: You must first have created additional teams for them to appear in the pop-up. See Create a New Team above.

 

 

Settings

A row may be excluded from those listed in the Edit view and in the preview/publish view.

To Manage Excluded Rows

1.Click on the Manage team assignment and confidentiality/availability settings link

2.In the matrix, click on an Exclude cell

3.Select Yes or No from the pop-up

4.To exclude and entire section, click the Yes/No link next to the section row.

Note: If you exclude a section, all of the rows in the section will be excluded irrespective of any individual row settings.

 

 

A section may be set as Confidential. This action will:

a. Prevent members of other teams from viewing the narrative and evidence.

b. Exclude any associated evidence from the main evidence list except for users with a Manager role.

c. Exclude the section from a previewed or published submission unless explicitly included.

Note: You cannot assign the default Action or Review teams to a confidential section.

To Manage Confidential Sections

5.Click on the Manage team assignment and confidentiality/availability settings link

6.In the matrix, click on a Confidential cell

7.Select Yes or No from the pop-up