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TeamForm has defined user access groups, which provide access to parts of the application. It also has additional user-based access controls which further defines information and functionality available based on user.

User groups are typically defined via SSO Groups.

TeamForm Access Groups

The below Roles / Groups are to be created on the customer Identity Access Platform, once setup they can then be provided and mapped into TeamForm so that the two are connected.

TeamForm Access Group

Access

Functionality

Directory (typically given to all team members)

Directory Only

Directory view (for default workspace only):

  • View tags if set visible in Directory via tag config

  • Edit tags in directory if enabled via tag config

  • Edit team name, description, background in directory within own team (if enabled).

Power (typically given to leaders of teams, to enable team and work planning)

Directory and TeamForm App

Directory plus

TeamForm app (for default workspace only):

  • View team summary page

  • Browse teams by type

  • view people, team history

  • Planner/forecast/team builder/allocate people (if enabled) for their team only if user-based Group Access restrictions are enabled - see below)

Admin (Typically given to TeamForm Admins)

As above plus admin controls

  • View other workspaces via workspace switcher in directory and TeamForm app

  • View & edit global settings

  • Workspace management

  • Workspace Config

  • Edit details for all teams

Reporting (typically analyst / reporting, some leadership roles, admin roles)

TeamForm reporting

  • View queries and data for enabled workspaces aka data sources (set at group / user level via reporting settings.)

TeamForm Support

All of above plus dev tools

  • Devtools (bulk moves, bulk allocations, batch operations for groups/ people / tags, workspace cloning, workspace feature flags)

User Home

A user can be shown a personalised landing page in both App & Team Directory.

TeamForm needs to be able to link a user’s auth0 account to person data stored in the teamform-api backend. The mechanism for this is email address matching.

A user’s email address needs to come in as an attribute with a type of id to be used for this purpose. The easiest way to achieve this is to run an import with this column header, where each row contains the email address of the person: Attributes:id:email:Email

When a user makes a request we attempt to match the email on their auth0 profile to the email addresses that we have imported. We first try an exact match, and then a lowercase match.

Screenshot 2024-05-14 at 10.32.46.png

Troubleshooting

  1. ensure the person data returned from the backend has the id attribute. The easiest way is to use devtools on Chrome or Firefox and inspect the person -> attributes payload on the network tab.

  2. ensure the user’s email on their auth0 user matches what we’ve stored in the backend. Use the auth0 web app to see the user’s email address.

The feature can be tested by performing an import that has your own email address as an attribute, and then visiting Team Directory or App.

Further restrictions you can apply

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