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

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

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. 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

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.

Completing 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

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.

Managing Invalid Team 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, 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 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.

Removing Users from a Team Role

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

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.
7. Click Continue.
8. 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

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.