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Working With Team Templates and Automatic Invitations

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Johnson Nguyen
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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?

After first creating a team template, you can include an automatic invitation which will automatically include the team template at different project stages.

How does an automatic invitation work?

There are five different automatic invitations: three for buyers and two for suppliers. When you assign a team template to an automatic invitation, the team template is assigned to the project at a particular stage in the project. The invitations are sent for:

  • Project (Buyer): Automatic invitations are sent when a buyer creates a project.
  • RFE (Buyer): Automatic invitations are sent when a buyer creates an RFE.
  • Order (Buyer): Automatic invitations are sent when a buyer awards an order.
  • RFE (Supplier): Automatic invitations are sent when a supplier receives an RFE.
  • Order (Supplier): Automatic invitations are sent when a supplier receives an order.

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:

  1. Hover over your badge in the upper right, then click the My Info sub-tab.
  2. Click the Team Templates tab.
  3. Click Create in the Team Templates List.
  4. Enter a Title in the New Template Properties area, then enter a description.
  5. 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 Contacts link to choose the Contact Selector, or simply start typing  a Contact's name.
  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.
  • 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. Hover over your badge in the upper right, then click My Info.
    2. Click the Team Template tab. In the Team Template List section, click the pencil 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 pencil 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 Contacts hyperlink next to the User field, or start typing the Contact's name.
      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.

    Click Add Team Member

    Working with Automatic Invitations

    This section describes how you create and edit automatic invitations.

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

    Project (Buyer)

    The project (buyer) 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 a project is created. 

    RFE (Buyer)

    The RFE (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 RFE is created for the project. 

    RFE (Supplier)

    The estimators 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.

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