Team management

The Team feature in Quickwork allows you to collaborate with other users within a shared workspace. You can invite members, assign system or custom roles, and control access to folders, Journeys, connections, versions, history, and other workspace resources through role-based permissions.

✅ Pre-requisites

• Access to Quickwork.
• Basic understanding of Quickwork terminologies and familiarity with Quickwork's GUI.

Accessing the Team feature

1. Log into your Quickwork account.
2. Navigate to Tools and select Team.

Creating a team

To create a team:

1. Click the Tools tab, then click Team.

2. Enter the Team name and click Create.
   If a team has already been created, enter the new team name and click Save.

   

3. The team gets created, and you can view the Members, Invitations, Invites, Roles, and Settings tabs.

Adding members to the team

To add members to the newly created team:

1. Click the Members tab. Currently, no members have been added.

   

2. Click on the invitations link. The Send Invitation dialog box appears.

3. Enter the details: First Name, Last Name, and Email.

4. Select the role you want to assign to the team members. For detailed information on what each role entails, users are advised to refer to the permissions table link, which provides a breakdown of the capabilities and limitations associated with each role.

5. Select the folders you want to give access to.

6. Click Submit.

   

7. An invitation email is sent to the user.

Roles that can be assigned to a team member

Role determines what actions the member can perform, which areas of the platform they can access, and how they can interact with shared resources.

Quickwork supports two types of roles:

• System roles: Predefined roles available by default in Quickwork.
• Custom roles: Roles created by users with specific permissions based on their requirements.

You can view these permissions by clicking on the permissions table link in the Send Invitation dialog box.

System roles
Quickwork provides the following predefined system roles:

• Admin: Can perform all the functions with regard to connection, Journey, folder, version, history, except sharing a Journey.
• Analyst: Can perform all the functions with regard to connection, Journey, folder, version, history, except deleting a folder, and deleting and sharing a Journey.
• Moderator: Can only view the shared folder, Journeys in them and versions.

Custom roles
Custom roles allow you to define specific permissions for a team member instead of using the predefined system roles.
For example, a Journey Developer custom role can be configured with access to create, view, and run Journeys while restricting actions such as deleting or sharing them.

When a custom role is created, it appears under the Custom Roles section of the Roles tab. You can view the permissions enabled or disabled for the role before assigning it to a team member.

Creating a custom role

Quickwork allows you to create custom roles and assign specific permissions based on the level of access required by a team member. This helps you control what users can view, create, edit, run, or manage within the workspace.

To create a custom role

1. Click the Roles tab.
   The Roles page displays the roles currently available in the workspace along with their permissions.

   

2. Click + Create Custom Role in the upper-right corner.
   The Create Custom Role window appears.

3. In Role Name, enter a name for the custom role.

4. In Description, enter a brief description of the role. This field is optional.

5. Under Permissions, select the permissions that should be available to users assigned to this role.

   Area	Permissions
   Connection	View, Create, Disconnect, Switch Account
   Journey	View, Create, Edit, Delete, Run, Share
   Folder	View, Create, Edit, Delete
   Version	View, Details, Restore
   Journey History	View, Details, Rerun
   Provisioned Concurrency	View, Create, Edit, Delete
   Analytics	View

You can select individual permissions or click Select All for a section to enable all permissions within that section.

6. After selecting the required permissions, click Create.
   The custom role is created and becomes available on the Roles - Custom Roles tab.

   

Assigning a custom role to a team member

After creating a custom role:

1. Go to the Members tab under Team.

   

2. Select an existing team member or click + Add Team Member to add a new member.

3. Select the required custom role for the member.

   

4. Complete the member configuration and save the changes. The team member receives access according to the permissions configured for the selected role.

Accepting the invitation

All the invitations you send to other users appear in the Invitations tab, while the invitations you have received to join other teams appear in the Invites tab. The invitee also gets an invitation email with the details of the team name and assigned role.

To accept the invitation via email:

1. The invitee will get an invitation email. The invitation email showcases the team name and assigned role as per which the invitee is asked to contribute.

2. To accept the invitation, click the View Invitation button.

   

3. Login to Quickwork and click the Invites tab to see the invitations sent to you.

4. To accept the invitation, click the Accept button.

To accept an invitation from Quickwork:

1. Navigate to Tools. Click Team.
2. The invitations sent to you appear on the Invites tab.
3. To accept the invitation, click the Accept button.

Working with the team

To work with the team, you are a part of:

1. Go to the User profile menu at the top-right corner of Quickwork home page and click the Switch Workspaces option.

2. A list of all the teams you are a part of is displayed. Click the workspace you want to access.

   

3. You will be redirected to the Folders page of the team owner’s account. As per your role’s permissions, you will be able to access the components.

4. To go back to your account, click on My workspace on the User profile menu.

   

Editing the role of a team member

You can edit the roles of the members you have added to your team. You can also add or delete the folders the members have access to.

To edit the role of a team member:

1. Navigate to Tools. Click Team, and then Members tab.

2. Locate the team member you want to edit, and click the three horizontal ellipses.

3. Click the Edit button.

   

4. In the Update Member Permissions dialog box, make the edits as required.

5. Click the Update button. The team member’s permissions and role are modified.

   

Deleting a team member

To delete a team member:

1. Navigate to Tools. Click Team, and then Members tab.

2. Locate the team member you want to delete, and click the three horizontal ellipses.

3. Click the Delete button. The member will be deleted from the team. This member will no longer have access to your account.

   

❓ Troubleshooting

• Invitation not received:
  • Verify the email address entered for the invitation is correct.
  • Check the spam or junk mail folder for the invitation email.
  • Error accessing shared folders:
    • Check that the correct folders are shared with the appropriate permissions.
    • Ensure members are assigned the correct roles that have permissions to access these folders.
• Unable to see the Tools menu and other tabs on the platform: You are not in your own account but in your team's workspace. Here’s how you can switch:
  1. Click on the User profile drop-down menu located at the top right of the screen.
  2. A list of all the teams you are a part of will be displayed.
  3. To switch back to your personal account, click on My Workspace.
• Prevent team members from viewing transaction details in history: To restrict team members from viewing transaction details, assign them the Moderator role. The moderator can only view the shared folder, Journeys in them and versions.

✏️ Tips and recommendations

• Periodically review and adjust the permissions and roles of team members to ensure they align with current project needs and security policies.
• Clearly define what each role is permitted to do within Quickwork to avoid confusion and unintended access issues.
• Establish clear guidelines on how the team should use Quickwork, including standards for creating, sharing, and managing Journeys and other resources.
• Use custom roles when the default roles do not provide the required level of access.
• Be cautious when providing permissions such as Delete, Edit, Run, Restore, or Switch Account, as these allow users to make operational changes within the workspace.

📚 Additional resources

Account settings