Join and manage a project team

Maptionnaire_process__1_.png

What is a team?

In order to use Maptionnaire with any license, you need to be in a team. It is the workspace where you can create and manage questionnaires, pages and materials. When your organization first begins using Maptionnaire, we will automatically create a team for you and invite you to join it.

Every team member is assigned a role, which determines what they can view and do in Maptionnaire. In comparison to the old version of Maptionnaire, where only one person could edit a questionnaire at a time, this new team structure allows you to work in a project team in a much more effective way.

The advantages of a Maptionnaire team:

 Control and access— Assign different permissions and access levels to different project workers.

 Increased collaboration— Make it easier to share information within your organization

 Reliability—Convenient permission sharing allows you to cope with changed situations.

How is the Teams module different?

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.

team_hierarchy.png

How do I get invited to a team?
  1. Register to Maptionnaire (at new.maptionnaire.com) using your organization email. Confirm your email address. You cannot be invited to a team before you have registered to Maptionnaire.

    Multiple email domains in one project

    When we first create a team for you, we will ask you for the email domain (address) that members will be using to register. 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.

  2. The admin of your Maptionnaire Team sends you an invitation to join the team (if your organization is only just beginning to use Maptionnaire, we will invite you first). Once they have  sent the invitation, a red dot will show up next to your user name when you log in to Maptionnaire (see image below). Please note that you will not be sent an email notification about the invitation! 

    a_anotification.png

  3. You can accept the invitation by either clicking the dot or by choosing Manage teams from the drop-down menu. You will then be taken to the Manage teams section, where you can accept the pending invitation by clicking the button that says Accept invitation.

    a_accept_notification.png

You can also view this information in video format:

Manage teams and Team settings

Manage teams is the section where you can view and manage your team members and roles. Your rights to manage the team depend on the role that you have been assigned and the license that your organization has purchased. You can access the Manage teams menu from the drop-down menu that opens below your username in the upper right corner (please see images above). The teams and subgroups available for you are shown on the screen. You can change the team's settings by clicking Team settings and navigating to the right tab under which the settings are organized.

You can always see what team you are working in from the upper left corner of the page (see arrow in the image below). If you belong to more than one team, the drop-down menu that opens when you click the team name will also show your most recently visited teams and subgroups, thus enabling you to move easily between them.

aa_team_left.png

How to invite new members to a team
  1. In Manage teams, go to Team settings and choose the Members tab.
  2. Click Invite member and type the email address of the person you want to invite. Please note that the person being invited has to be registered with their organization email to Maptionnaire before an invitation can be sent.

    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. 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.

  3. Assign a role for the new member (this can be modified later).
  4. Click Invite member below the email field. The invitee will be able to accept the invitation following the instructions above.

    members.png

    members_invite_member.png

You can also view this information in video format:

User roles

Each member of a team has to have a role, which defines the access 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.

You can also create custom roles (click Add role and follow the instructions).

roles_settings_example_expand.png

You can also view this information in video format:

User rights

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.

Next steps

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

Was this article helpful?
0 out of 1 found this helpful

Comments

0 comments

Please sign in to leave a comment.