Why organize users in teams ?

On DiliTrust you have the possibility to create teams, from user members, as soon as you have the necessary access rights, meaning that your role allows you to create teams. Creating teams makes it easier to set up access rights within your folder architecture.

Learn more on the importance of role on DiliTrust, with the dedicated article.

In this article, we will see:

• Why organize your users in teams?
• The questions to ask yourself before creating teams
• Examples of teams

To learn more on team organization within DiliTrust, see the dedicated article.

Why organize your users in teams?

On DiliTrust, users have different access rights to folders, documents and have different role. Rather than granting access to one user at a time, create teams to grant access to many users at once. By doing so, creating teams simplifies and secures the confidentiality of folders and documents when granting access. 

The teams' goal is to gather a homogenous population of users that will have the same use of DiliTrust and the same access to folders.

The organization of folders is narrowly linked to the creation of teams, for that reason, it is important to form your teams according to the organization of your folders.

To learn more about the organization of folders on DiliTrust, see the dedicated article.

In one click, grant access to the concerned teams to your folders and documents: by default right (allows the user to take action upon the contract, edition, download, etc.) or reading right (simple visualization of the contract without edition rights).

To learn more about access rights on DiliTrust, see the dedicated article.

The questions to ask yourself before creating teams

Before creating teams, it is important to decide on a file architecture or to know about the one already in place.

Here are some questions you should ask yourself:

• How are access rights currently managed on contracts? Should we keep the same operation?
• What are the constraints concerning access rights (level of confidentiality, use by the different teams concerned)?
• For each team, who should have access to the contracts?
• Should access rights be differentiated by user population?
• Does the management of access rights respect the internal organization scheme?
• Is there a need to create a team? 

Examples of teams

Creating teams simplifies the set-up of access to documents and folders. For that reason, it is important to create your teams according to your file architecture.

For example, organize your folders depending on the lawyer's intern clients. In this case, the tool is used in close contact with non-lawyers who must have easy and constant access to documents. Grant access to a folder to a team without any differentiation within the team.

Team organization example:

In the example above, the file architecture is organized so that:

• The Sales folder can only be accessed by the European Sales Management team members (1st level)
• The sales team are divided by country, France, Spain, Germany and therefor only have access to the folders corresponding to their country (2nd level).
• The France Management team can only access the France folders and the different professions associated in a transversal way, but not the other countries.

Subteam organization example:

In the example above, the file architecture is organized so that:

• The France Management team can access the France folder and all of its subfolders (1st level)
• The profession teams only have access to their respective folders, meaning that the Sales team can only access the Sales folder, etc. (2nd level)
• The subteams can only see and have access to the folders for which they were given access rights (The France F-Real Estate subteam, can only access the Real Estate subfolder of its parent Financial folder)