Invite new people to your team and manage access to it

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A team is a shared workspace, allowing you to collaborate on different projects with your colleagues. For example, if you start a new survey draft, other team members can also see it and join in editing it. However, if you want to restrict some team members' access to some resources, that is also possible through user roles.

How do I get invited to a team?

There are two ways: you can get sent an invitation to your email by a team member OR you can create a Maptionnaire user account at app.maptionnaire.com (for instructions click here) and ask a colleague with access and right to invite new members to invite you.

 

How do I invite new members to a team?
  1. Go to Manage teamsTeam settings> Members
  2. Click Invite member and type the email address of the person you want to invite. Click Continue.

  3. If the new member has not created a Maptionnaire user account yet, you are asked to first write their user name. Assign a role for the new member (it can be changed later). The role defines what they can access and do in the team.
  4. The Invite member button should become activated, allowing you to send the invite.

    Multiple email domains in one project

    When we first create a team for you, we will ask you for the email domain members will be using to register. You can see a list of the accepted domains for your team when you invite someone. Normally, your team consists of members using email domains belonging to your organization. However, if your team includes members from multiple organizations, we can also add their email domains to your list of accepted domains for a small fee.

How do I remove members from a team?
  1. Go to Team settings > Members
  2. You should see a list of all members in the team. Click the little arrow on the left side of the user's name.
  3. In the menu that opens, click the button Remove membership.
How can I restrict what some members can see/do? (User roles)

Each member of a team has to have a role. It defines the access level they have in the project group. The currently available default roles are:

Admin
Complete set of permissions
Producer
Permissions to create questionnaires and pages and to upload materials
Moderator
Permissions to moderate discussion on a project web page
Translator
Permissions to view and translate questionnaires and project web pages

Roles are defined when a member is invited to a team, but they can also be changed later. This can be done under the Members tab by picking the new role from the drop-down menu under the member's name and clicking Assign.

You can manage the permissions related to a role under the Roles tab (as shown in the image below). To add or delete permissions from a role, simply (un)check the boxes and click Save. Remember that if you made changes to a role that has already been assigned to team members, you need to re-assign the role to them following the steps described above.

If you have the Teams add-on in your subscription, you can also create custom roles (click Add role and follow the instructions).

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You can also view this information in video format:

What do the different rights in user roles mean?

User rights related to team management:

  • View team, Deactivate team, Delete team = These give the right to view the team and all information related to it and to deactivate (essentially archiving, means that the team cannot be used until it is restored) or delete it.
  • Edit profile = You need this right to be able to edit the profile of them team, e.g. its title and description. These will also affect the content of the public front page included in the Webpage Builder module.
  • View license = You are able to see the license(s) and subscriptions that your team has.
  • View access = You are able to view the different access permissions that different members of your team have.
  • Modify access = You are able to modify the access permissions.
  • View members = You are able to view members in your team and what roles they have been assigned.
  • Add members, Remove members = You can invite new members to your team or remove members from your team.
  • View subgroups, Modify subgroups = You are able to see information related to the subgroups of this team and modify them.
  • View logs = This means that you can view the auditing logs of the team. These record all actions taken within the team and can be used to track who has done what within your team. You can find these logs (Download event logs) under the Reports tab in team settings.

Please note! The user permissions above control access to the team. As such, we recommend to reserve these rights only for those users who are to be administrators of the team. To be able to invite new members to the team, a user must have at least the View team, View access, Modify access, View members and Add members user permissions.

User rights related to content production and management

Resources in this context mean both the questionnaires and the files uploaded to Materials (e.g. images, map files, documents...)

  • View resources = View questionnaires and materials
  • Delete resources = Delete questionnaires and materials.
  • Transfer resources = Transfer questionnaires and materials between teams and subgroups.
  • Edit resources = Edit questionnaires and materials.
  • Translate resources = Use the translation tool to translate questionnaires and materials used in them.
  • Publish questionnaires = Publish questionnaires
  • View responses = View the results data gathered with the questionnaire, i.e. the Excel results file and analysis tool.
  • Edit responses = Edit the results data, e.g. hide test results from the final results data and the analysis tool.
  • View reports = View reports related to the questionnaires (these can be found in team settings under the Reports tab).

User rights related to the Webpage Builder module:

  • View pages = View pages created with the Webpage Builder.
  • Edit pages = Edit these pages.
  • Publish pages = Publish these pages.
  • Delete pages = Delete these pages.
  • View moderation = If you have included the commenting feature in your pages, this setting allows you to view the actions of the moderator.
  • Moderate comments = If you have included the commenting feature in your pages, this setting allows you to moderate the comments left by the public.
What does the Teams add-on include?

If you would like to use Maptionnaire for several projects and with various project groups, then the Teams module is for you. The Teams module allows you to create subgroups, thus enabling the building of a more complex and extensive organization structure. Everyone in a main team automatically inherits access to any subgroups under it, but you can also restrict project workers' access to specific subgroups. Any materials (maps, images, documents...) uploaded to a team or a subgroup are only available in that specific group.

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How can I create subgroups for different projects? (Teams add-on)

Please note that the ability to create subgroups is included only in the Teams add-on. Please contact sales@maptionnaire.com if you are interested.

What is a subgroup?

Subgroups are teams that you create under your main team. This way you can have several independent work spaces and can control access to different data more easily.

It is important to understand that subgroups are not a file organization system for the content you create with Maptionnaire. Instead, subgroups are a way to manage the people working within your organization and to ensure that not automatically have access to all information across departments, which they may not be authorized to view.

You can invite a person to just participate in one subgroup. Everyone with access to the main team automatically inherits access to all its subgroups. Any materials (maps, images, documents...) uploaded to a subgroup are only available in that specific group.

An image of the team structure with a main team and subgroups under it.

How to create a new subgroup:

  1. Go to Manage teams > Team settings > Subgroups
  2. Click the Add subgroup button.
  3. Give the group a name and a description
  4. Click Save.

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Frequently Asked Questions:

I'm working on a Maptionnaire project and have used my Gmail / Outlook / iCloud / Hotmail etc. account to register. Now my colleague is telling me that I cannot be invited to a team. What's wrong?

When we create a team for a project, we create a list of approved email domains that members should use to register. This is to keep project teams as secure as possible. For this reason, we very strongly recommend that you only use your organization email to register to Maptionnaire as a project worker. It is possible to add several approved email domains to your team's list, but again, due to security reasons we advise very strongly against adding public email domains such as Gmail or Outlook on the list. Please note that we will charge a small fee for each extra domain added to your list.

How do I create a project team?

When you first begin using Maptionnaire, we create a team for you and send out the first team invitations. This will usually be completed before the training (onboarding) session.

If you are looking to use Maptionnaire in several project teams and would therefore like to create more teams / subgroups, then the Teams add-on is for you. For more information, please see our product page and contact our sales team

I've changed the permissions associated with a role, but my colleagues who have this role haven't received this new permission. What's the problem?

After each change to a role, you need to re-assign the role to the person under the Members tab. To do this, click the arrow symbol to expand a member's settings view, choose the role again from the drop-down view and click Assign

I forgot my password and am trying to reset it. However, I am not receiving the reset email. Why is this?

If you don't receive a reset email, remember to first check your junk mail folder. Also make sure that the email you resent the link to is correctly spelled and that it is the email you used to register to Maptionnaire. A reset link can only be sent to an email address that is already in our system. 

If this does not help, please contact us at support@maptionnaire.com

Next steps

Now that you know everything about project teams, you can start creating questionnaires.

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