Enabling Teams in KnowledgeTree allows you to group together different salesforce profiles and/or roles into Teams of your choosing.
You can create as many Teams as you want. Enabling teams allows you to:
1. Restrict Assets by Team. This gives you finer control over who can share what assets within KnowledgeTree for Salesforce
2. Send Alerts to one or many Teams. This allows you to notify Sales when key assets have changed or when new assets are available.
First, let's enable Teams and create one. Begin by going to KnowledgeTree Settings, click on the Teams tab and click on the Enable Teams checkbox.
Once checked, you'll be able to add a team by clicking the blue Add Team button.
Type in the name of the Team you're creating and click Add Team.
After creating a team, you will need to add the appropriate profiles or roles. Use the drop down menus to select the roles and/or profiles you wish to add.
Why use one vs. the other?
Deciding to use Roles or Profiles to create Teams is dependent upon your Salesforce Setup. The goal of Teams is to pinpoint who to share content with or who to message to.
- If you use Profiles to segment job functions, then use them to build Teams.
- A common example is a different SFDC Profile for each Regional Sales Team. Your North American sales users may have different content from the UK. If the North American team has a different Salesforce profile then the UK team, use their profiles to make different teams.
- More commonly, our customers use Roles to segment job functions, then use them to build Teams.
- Roles are hierarchical. If you choose the top of the hierarchy, all roles included in that hierarchy will be added. If you wish to only add one, choose that one, not the top level.
- An example of using a role to create a team would be if you have different groups of users within your organization with different tasks to accomplish, but are part of the same profile in SFDC. You may have internal sales reps that share content that is part of early opportunity stages, whereas sales executives share content that is part of the later stages. Or you may have two sales teams that sell 2 different products. If they have the same SFDC profile, you can differentiate content based on their role in SFDC.
NOTE: If you use both Roles and Profiles, a user must have one of the selected Roles AND one of the selected profiles to belong to this team.