Automatically Invite Colleagues to Projects

This articles goes over a general guideline specified in Team Templates on how to automatically invite your colleagues to the same project as you.

This guide is generally used when you are invited to a project and expect your colleagues to be on the same project as well. If you are looking to be invited to just one or two previous projects, that can be done via:

1. Navigate to the Project Home page.
2. Click on the project you want to add suppliers to.
3. Click the Teams options in the Project Menu.
4. Select Invite member
5. Select member and role, and click done!

This method will give you and your colleagues the ability to:

• Edit projects
• Submit RFEs
• Work with Orders

However, the abilities on what they can and cannot do will be described below.

Firstly,

What is a Team Template?

A Team Template is a distribution list you can add to your project team. Team templates are individual; you cannot share your team templates with other workgroup members. You can create as many Team Templates as you like. You can also create automatic invitations to your Team Templates.

What is an Automatic Invitation?

Include an automatic invitation to a team template to automatically include the team template at different project stages.

How to Create Automatic Invitations

There are three automatic invitations available for buyers and two automatic invitations available for suppliers. You can choose any one of your created team templates as the template assigned to each type of automatic invitation. To do so, be certain you have first created at least one team template. To create a team template, refer to How to Create a Team Template.

To assign a team template to an automatic invitation:

1. Click the Admin tab, then click the My Info sub-tab.
2. Click the Automatic Invitations tab.

1. Choose a team template from the pull-down menu next to:
• Order (Buyer)
• Order (Supplier)
• Project  (Buyer)
• Project Update
• RFE  (Buyer)
• RFE (Supplier) 

 How to Edit Automatic Invitations

You can choose a different team template for an automatic list. To edit the members in a team template, edit the team template.

Order (Buyer)

The order (buyer) automatic invitation is available to buyers. When a team template is selected for an automatic invitation, the team template members are invited to a project team when an order is placed for the project.

Order (Supplier)

The order (supplier) automatic invitation is available to suppliers. When a team template is selected for an automatic invitation, the team template members are invited to a project team when an order is received for the project.

RFE (Supplier)

The estimator’s automatic invitation is available to suppliers. When a team template is selected for an automatic invitation, the team template members are invited to a project team when an RFE is received for the project.

FAQ: Automatic Invitations

Can I attach multiple team templates to a single automatic invitation?

No. You can select one team template for each automatic invitation. You can, however, use the same team template for each automatic invitation.

Can I attach any team template to any automatic invitation?

Yes.

How to Create a Team Template

You can create Team Templates to easily invite a group of people to a project team. There are two steps to creating a team template. First, create the team template; then, populate the team template with members.

To create a team template:

• Click the Admin tab, then click the My Info sub-tab.
• Click the Team Templates tab.
• Click Create in the Team Templates List.
• Enter a Title in the New Template Properties area, then enter a description.
• Click Continue...

To add team members to a team template:

Make sure you are on the Edit Team Member and Roles page. This page will be displayed automatically when you create a new Team Template.

1. Click the  Contact card icon next to the first user you'd like to add.
2. Select a user, then click done.
3. Choose a Role for the user, then click Add Team Member.
4. Repeat until you've added all the users and roles for your team template.
• If you know the Roles that should be on a team template but don't know the users to be assigned to the role, you may leave the user name blank. You can then assign users when you use the role in a team template.
• Be certain to assign both a user and a role if you want to include an automatic invitation. Automatic invitations can only be sent if the user is specified.
5. Click Update when you have finished building your team template.

How to Edit a Team Template

You may edit existing team templates to modify team members and roles and to add or remove automatic invitations.

To edit a team template:

1. Click Admin, then click My Info.
2. Click the Team Template tab. In the Team Template List section, click the  Edit icon next the team template you'd like to edit.
3. To modify the Title, Description, or Automatic Invitations, make any desired changes and click Update.
4. To modify an existing team member, click the  Edit icon next to the team member you'd like to edit. Make any desired edits, then click Update.
5. To add new team members:

1. Click the  Contact card icon next to the first user you'd like to add.
2. Select a user, then click done.
3. Choose a role for the user.
4. Repeat until you've added all the users and roles for your team template.
5. Click Add Team Member to add your new team members and roles.