Access Groups and User-Based Access Controls

TeamForm has defined user access groups, which provide access to parts of the application. TeamForm has additional user-based access controls which enable further use level behaviour.

User access groups are typically defined via SSO groups, these can be created new or re-used if there are already access groups that cover the intended population.

TeamForm Access Groups

The below Groups are to be created on the customer Identity and Access Control Provider (IACP). Once setup the access groups can mapped into TeamForm to provide synchronised access and control.

Access Group	Directory User	Power User	Admin	Reporting User	TeamForm Support
Typically given to	All team members	Leaders of teams, to enable team and work planning	TeamForm Admins	Analyst / reporting, some leadership roles, admin roles	Typically reserved for TeamForm Support
Have access to
Directory View
TeamForm App
Admin Controls
TeamForm Reporting
Dev Tools
Functionalities available
Workspaces	View only default workspace.		View default and other workspaces via workspace switcher. Workspace management. Workspace Config. Edit details for all teams.
Directory	View own team. Edit team name, description and background within own team. If enabled.	All from Directory Users and: View teams summary page. Browse teams by type. View history for people and teams.
Tags	View tags. Only for tags which type is set as “visible in Directory” via tag config. Edit tags in directory. Only for tags which type has edit enabled via tag config.
Planner	No access.	For their team. If enabled based on user or Group Access restrictions in settings (see below).
Forecast
Team Builder
People Allocation
Settings		No access.	View & edit global settings.
Reporting			No access.	View queries and data for enabled workspaces. Set at group / user level via reporting settings.
Dev Tools			No access.	No access.	Bulk moves, bulk allocations and batch operations for groups, people and tags. Workspace cloning and feature flags management.

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.

Troubleshooting

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.
Seek TeamForm support to ensure the user’s email in TeamForm’s authentication platform (auth0) matches that loaded into TeamForm from the people or HR information system.

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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