Teams and Folders

Available in V 4.0

The Teams and Folders feature enables you to manage and organize members within your iinked Sign Organization, allowing for a clear organizational structure, separation of duties, departmental organization, and controlled access to Signing Packages.

Organization Admins (OAs) can create Teams within your Organization and assign Members to one or more Teams to manage access to Packages, Templates, and Forms. OAs can also create and manage Folders with customizable access permissions across the organization.

When granted permission, Members are also able to create their own personal folders to organize and manage their Packages, Templates, and Forms. 

Teams

Only an Organization Admin has the ability to create and manage Teams.

1. Once logged in, if you are on the Administration Home Page, click on the Organization button under the Settings tab. Or from any other page, click on your name in the top-right corner and click Settings. This will take you to the Organization Settings page.

   

   

2. Then select Teams on the left panel.

   

3. On the Teams page, simply click the New Team button to start creating a new team.

   

4. On the new team creation page, there are 3 fields:

   • Name (mandatory)
   • Abbreviation (optional)
   • Assign Myself (optional)
   • Description (optional)

   

   After entering values into the fields, click the Add button in the top-right corner to create the team.

5. Once a team is created, you can add members by clicking on the add icon next to each member’s name. Additionally, the application automatically generates a Team ID, which integrators can use to access the team’s properties.

   

6. Clicking on the add icon will add members to the team. Ensure to click on the Save button in the top-right corner to commit the changes. After adding the members to a team, selecting a team member will display the available Team Roles in the right panel, allowing you to assign roles to that member. The various Team roles are explained here. 

   

7. If a member belongs to multiple teams, the Organization Administrator can assign them a Primary Team based on the member's primary responsibilities or intended role.

8. You can delete a team by clicking the Delete button and confirming the action. Please note that a team cannot be deleted if it still contains any Packages, Templates, or Forms; you will need to remove all associated items before the team can be deleted.

   

   

   

Folders

An Organization Admin can create and manage Folders for themselves, other members, and specific Teams.

1. Once logged in, if you are on the Administration Home Page, click on the Organization button under the Settings tab. Or from any other page, click on your name in the top-right corner and click Settings. This will take you to the Organization Settings page.

   

   

2. Then select Folders on the left panel.

   

3. On the Folders page, you will see a list of all organization members as well as all the teams that have been created. In the example below, there are 5 members and 2 teams.

   

4. Expanding each member or team will reveal the available sections where folders can be created: Packages, Templates, Forms, and Auto Templates.

   

5. Expanding a section will reveal the option to create a new folder. Clicking the New Folder link opens a text field where you can enter the folder name. After typing the name, press Enter or click outside the field to create the folder. In the example below, a folder named OA Packages is created under the Packages section for the Org Admin member. You can also create subfolders within any folder by expanding it and clicking the New Folder link.

   

6. When you select a folder, its properties will appear in the right-side panel. From there, you can rename the folder and add a description.The application also generates a unique Folder ID, which integrators can use to access the folder and its properties. Additionally, the panel shows the number of items created within the folder.

   

7. Folders created for individual members by the OA will appear under the Personal section and will be visible only to those members when they log in to the Syngrafii portal. Folders created under a team will appear in the Team section and will be accessible to all members assigned to that team.

8. On the iinked Sign Package List page, individual members can also create personal folders for themselves and folders for the teams they belong to by clicking on the New Folder link.

   

9. To delete a folder, right-click on it and select Delete. The application will prompt you to confirm the action, and once confirmed, the folder will be deleted.