# Working with Teams (QualityOne) QualityOne Vaults allow you to manage structured teams of individual users responsible for completing specific processes within your Vault. Using Teams helps to manage change controls, audits, corrective and preventative actions, and other quality event-related processes. When you create a new record from an object or object type that has a _Team_ configured, you can assign users to specific _Team Roles_ defined by that record's _Team_. For example, you might assign someone as a "Lead Auditor" or an "Approver" on an _Audit_ record. Hover over a role label to display additional information, if available.

Depending on your Admin's configuration , object, field, and section labels may appear differently than the labels mentioned in this article. ## About Constraining Roles {#about-constrain-roles} Your Admin can configure each team role to constrain which team members are available for selection, ensuring you assign the appropriate team member for the job using custom or matching sharing rules. ## Assigning Users to a Team {#assign-users-team} You can assign users to team roles on object records where there is a configured _Team_. For example, when an _Audit_ record is created, you can pair your _Audit Team_ to the _Audit_ record by assigning users to that _Audit Team_. You can add, remove, or change members on a _Team_ as long as those role memberships are not [constrained][3]. Depending on the team's configuration, a role's membership may also be exclusive, meaning that a user in that role cannot be assigned to another role on the same object record. Vault maps these team roles to sharing settings roles. Depending on your Admin's configuration, membership to a team role can also grant users team role membership to related records in the process. For example, when an _Audit_ record is created, Vault could attempt to default the same team members for the new _Audit_ record. To assign users to _Team Roles_: 1. Navigate to an object record with a configured _Team_. 2. In the _Team_ section, click **Manage Team**. 3. Assign users to their designated team roles on the record's details page. 4. Click **Save**. Depending on your Admin's configuration, your assigned team members may change on related records that inherit _Team Role_ configurations from a source record. ## Restoring Inherited Team Members {#restore-inherited-members} If you've added, removed, or changed members of an inherited _Team Role_ on a related record, you can attempt to restore the inherited team members by clicking **Restore** and then saving the _Team_ changes. For example, after adding or removing team members in the "Approver" role, you can click **Restore** to replace them with the current "Approver" team members inherited from the audit.

Note: If clicking Restore triggers an error message and Vault does not complete the action, it may be that a member that should be inherited is invalid for role membership on that record.

## Completing Teams {#complete-teams} When you finish assigning all team members to their appropriate roles, your team assignment is complete. Depending on your Admin's configuration, Vault can move the record into a defined state. If your Vault uses Auto-Start Object Workflows , completing a team can begin the workflow for the specified process and assign relevant tasks to your _Team_ members. ### About Invalid Team Members {#about-invalid-members} If you have permission to edit the team, Vault indicates when you have invalid team members on a _Team_. You must take corrective action on invalid team members before changing any team assignments on this record, or moving it into a state to apply the _Verify Team Validity For All Roles_ entry criteria. A team is invalid when: * A user assigned to a team role has been made _Inactive_. * A user assigned to an exclusive team role is also assigned to another role. This can occur if your Admin configures a role as "exclusive" after that user has been assigned to multiple roles on the same record. * The users are in the _Team_ members list but not in the linked constraining sharing settings role. For example, if your Vault uses sharing or matching rules to populate your constraining lifecycle role, one of the fields that defines the membership of that role changes even if the team role has been assigned. * The users are in the linked lifecycle role but not in the _Team_ members list. This may happen if your Vault is configured to allow the assignment of workflow participants to populate directly into sharing settings roles. Contact your Admin for assistance. * Your Admin has attempted to configure any type of sharing or matching rule on your team role's linked sharing settings role. Contact your Admin for assistance. * A team role does not meet the minimum required number of assignments.

Note: Vault does not support Team roles linked to sharing settings roles that use rule-based groups (Dynamic Access Control and custom and matching sharing rules).

### Managing Invalid Team Members {#manage-invalid-members} If you have the appropriate permission to edit the team, you can take corrective action on invalid team members by clicking **Manage Team** to open the _Manage Invalid Team Members_ dialog. You can select the following actions to execute for each _Team Role_ assignment listed in the dialog: * **Replace With**: Select this action if an assignment is invalid because the _User_ is _Inactive_, the role has been configured to be [exclusive][1], or the user's role assignment conflicts with a constraining role choice in the _Team_ role definition. Ensure that you pick another user in the replacement selection. If there are no eligible users to replace the invalid team member, consider choosing the _Remove_ action. Reassignment in this manner preserves any open tasks assigned to this invalid team member and [reassigns those same tasks][2] to the new replacement team member. * **Remove**: Select this action if the team member is invalid and there are no eligible users to replace the invalid team member. Any open tasks assigned to this invalid team member will also be removed.

Note: Depending on your Admin’s configuration, any changes made to role assignments from this dialog will cascade to any related records that inherit their team role configurations from this record.

## Removing Users from a Team Role {#remove-users} When you remove a user from a _Team Role_, Vault also removes the user from the team role's linked sharing settings role. If the user has multiple relevant roles within the participant group, Vault won't remove the user from the participant group until you remove the user from all relevant _Team_ memberships. Depending on your Admin's configuration, removing the user from the team role will cascade to any related records that inherit their team role configurations from this record. To remove users, navigate to the _Teams_ section and click **Manage Team**. Click the **X** beside the user you need to remove. ### Task Cancellation {#task-cancellation} When you remove a user from a _Team Role_ and the user has a task assigned for that role, Vault cancels the task because the user no longer has the correct access. If you replace a user with another user during the same edit of the team's membership, the new user will receive the task assigned to the _Team Role_ before the workflow can continue. ## Managing Team Assignments in Bulk You can add, remove, and replace _Team_ members in bulk from the _Teams Bulk Management_ tab. ### Adding Users to Teams To add one or more users to multiple _Teams_: 1. Navigate to the **Teams Bulk Management** tab. 2. Select **Add User** from the **Select Action** drop-down. 3. Select a **Team** from the drop-down. Click **Apply** to retrieve records or **Clear** to clear your previous selections. 4. Select up to 250 records on which to add the selected users. You can filter by record name, lifecycle state, title, or description. Vault only displays team-enabled records of the specified object and object type that are not in locked states . 5. Click **Continue**. 6. Add up to 20 users to the desired roles. 7. Confirm the potential updates to the records listed in the _Summary_ section, then click **Confirm**. Vault adds the specified users to the specified _Teams_ and sends a notification once the operation is complete. You can download a CSV file of the results from the _Notifications_ page. ### Removing a User from Teams To remove a single user from multiple _Teams_: 1. Navigate to the **Teams Bulk Management** tab. 2. Select **Remove User** from the **Select Action** drop-down. 3. Select a **User** to remove from _Teams_. 4. Select up to five **Teams** from the drop-down. Click **Apply** to retrieve records or **Clear** to clear your previous selections. 5. Optional: Click **Additional Filters** to filter the record list by name, lifecycle state, or application role. 6. Select up to 250 records from which to remove the selected user. Vault only displays team-enabled records that have a role assigned to the selected user and are not in locked states . 7. Click **Continue**. 8. Confirm the potential updates to the records listed in the _Summary_, then click **Confirm**. Vault removes the specified user from the _Teams_ and sends a notification once the operation is complete. You can download a CSV file of the results from the _Notifications_ page. ### Replace a User on Teams To replace a single user on multiple _Teams_: 1. Navigate to the **Teams Bulk Management** tab. 2. Select **Replace User** from the **Select Action** drop-down. 3. Select a **User** to replace on _Teams_. 4. Select a **Team** from the drop-down. Click **Apply** to retrieve records or **Clear** to clear your previous selections. 5. Optional: Click **Additional Filters** to filter the record list by name, lifecycle state, or application role. 6. Select a replacement user for up to 250 records. To assign the same user on all records, populate a replacement user on the first row and click the arrow (

) icon. Vault only displays team-enabled records that have a role assigned to the selected user and are not in locked states . 1. Click **Continue**. 2. Review the potential updates to the records listed in the _Summary_, then click **Confirm**. Vault replaces the specified user on the _Teams_ and sends a notification once the operation is complete. You can download a CSV file of the results from the _Notifications_ page. ## Deleting Records with Team Assignments When you delete a team-enabled object record with _Team_ assignments, Vault also deletes its _Team Role_ assignments. Vault respects any object relationship deletion rules configured by your Admin when determining whether to delete a team-enabled object record with _Team_ assignments, and evaluates the impact of that deletion on any related records and their _Team Role_ assignments. ## Reporting on Teams {#reporting} You can report on your teams and team members to easily assess scope and efficiency. To do so, create a report with an _Application Role_ report type . [1]: #assign-users-team [2]: #task-cancellation [3]: #about-constrain-roles