Optilogic Teams – Administrator Guide

Teams is an exciting new feature set on the Optilogic platform designed to enhance collaboration within Supply Chain Design, enabling companies to foster a more connected and efficient working environment. With Teams, users can join a shared workspace where all team members have seamless access to collective models and files. For a more elaborate introduction to and high-level overview of the Teams feature set, please see this “Getting Started with Optilogic Teams” help center article.

This guide will walk Administrators through the steps to set up their organization and create Teams within the Optilogic platform. For non-administrator users, there is also an “Optilogic Teams – User Guide” help center article available.

Step 1: Establishing Your Organization

To begin, reach out to Optilogic Support at support@optilogic.com and let them know you would like to create your company’s Organization. Once they respond, they will ask you two key questions:

1. Which Optilogic accounts should be designated as Organization Administrators?
2. Which email domains should be associated with your organization?

These questions help us determine who should have access to the Organization Dashboard, where organization administrators (“Org Admins”) can manage users, create Teams, invite Members, and more. Specifying your company’s domains also enables us to pre-populate a list of potential users—saving you time by not having to invite each colleague individually.

Once this information is confirmed, our development team will create your organization. When complete, you will be able to log in and begin using the Teams functionality.

Step 2: Overview of the Organization Dashboard

If you have been assigned as an Organization Administrator, you can access the Organization Dashboard from the dropdown menu under your username in the top-right corner of the Optilogic platform. Click your name, then select Teams Admin from the list:

This will take you to your Organization Dashboard, where you can manage Teams and their Members.

Teams Application for Org Admins

We will first look at the Teams application within the Organization Dashboard. Here, all the organization’s teams are listed and can be managed. It will look similar to the following screenshot:

1. The Toolbar shows that we are in the Organization Dashboard of the organization called “Optilogic Tech Preview”.
2. There are 2 applications available, Teams and Members, we will first cover the Teams application, which is selected currently.
3. Admins can quickly search for teams with certain text in their team names in the search box at the top of the Teams application.
4. New teams can be created here by clicking on the Create Team button. Creating new teams will be covered in detail in the “Creating a New Team” section further below.
5. Teams can be viewed in Card View format, like shown here, or List View format, which we will see an example of further down in this section too.
6. The 2 teams that were filtered out by the “cf” search, CF Test Team and Cosmic Frog Team, are shown here in card format. When taking a closer look at an individual team’s card, we can see following details:

1. The team’s name is shown directly underneath the team’s icon. The name of this team is AI Engineering. The team’s unique identifier (Team ID) is also listed below the team name, it consists of an at sign (@) followed by the team’s name without spaces and in all lower case, then a pound sign (#), followed by the organization’s name, again without spaces and in all lower case. This Team ID allows organizations to have multiple teams of the same name, while in the background maintaining unique IDs to ensure content is associated with the correct team, Clicking in this area of the card will open the “General” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section.
2. Here we can see this team currently has 3 team members, each is represented by a circle with the initials of the team member written on it. Clicking in this area of the card will open the “Members” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section.
3. Org Admins can invite users to a team, clicking on this envelope icon will open the “Invites” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section. If there is a little circle shown at the right top of the envelope (like there is here), it means there are pending invitations for this team.
4. Users can change the color and icon used for the team by clicking on this Edit Appearance icon, which opens the “Appearance” section of the team edit form. We will cover this further below in the “Editing an Existing Team” section.

In List View format, the Teams application looks as follows and the same sections of the team edit form mentioned in the above bullets can be opened by clicking on different parts of the team’s record in the list:

1. List View has been selected, as is indicated by the blue color of the icon.
2. We are looking at the Cosmic Frog Team here. Clicking on its green frog icon will open the “Appearance” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section.
3. Clicking on the team’s name will open the “General” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section.
4. Clicking on the Members of the team will open the “Members” section of the team edit form, which we will cover further below in the “Editing an Existing Team” section.
5. Clicking on this envelope icon will open the “Invites” section of the team edit form which we will cover further below in the “Editing an Existing Team” section. The 2 in the blue circle indicates that there are 2 pending invites for this team.

Members Application for Org Admins

In the Members application, all the organization’s members are listed, and they can be managed here:

1. The Members application is selected and open.
2. In the Search Members box, Org Admins can type text to filter the list of members and find the one(s) they are looking for quickly.
3. Name and Email address of each of the organization’s members are listed, by default in alphabetical order of the member names. The sort order can be changed by clicking on the column headers. Clicking a second time will reverse the sort, and clicking a third time will take the sort off again.
4. There are 4 Organization Roles a member can be assigned:
   1. Admin (= Org Admin): user is able to access the Organization Dashboard to create & edit Teams and add & update Members.
   2. Domain: user has been automatically added based on the organization’s email domain(s) and can be added to existing teams by an Org Admin.
   3. External: user has been added to the organization by an Org Admin and can be added to existing teams (by Org Admins), similar to domain users.
   4. Team-only: user has been invited by an Org Admin to a specific team and will need to be invited to any team via email.
5. In the Teams column, the team(s) the member belongs to are indicated by circles with the team’s color and icon. Sorting by this column will sort the members list by the number of teams the member is part of.
6. Org Admins can click on the Invite Users button to add members from the organization’s domains and to invite people external to the organization to specific teams. This will be covered in more detail in the “Adding New Members” section further below.

The following diagram gives an overview of the different roles users can have when using Optilogic Teams:

Step 3: Creating & Editing Teams and Members

Creating a New Team

From the Organization Dashboard, while in the Teams application, click the Create Team button (as seen in the screenshots in the “Teams Application for Admins” section above) to start building a new team. The Create New Team form will come up:

1. We are on the Create New Team form.
2. First, enter the team’s name into the New Team Display Name box. In this example we are calling the new team “Onboarding”. It is best practice to use clear naming conventions for the team names. This will ensure everyone can quickly identify the correct team spaces & files. Like for example Partner – Client, or Department – Project.
3. Next, add members to the team. All the organization’s members are listed below, sorted by email in alphabetical order by default. To facilitate finding members, use the search box. Team members with the search text in their email address will be filtered out and on the right-hand side of the search box you can see how many members of the total have been filtered out.
4. If this “Hide un-selected items” toggle is clicked, only the members whose checkboxes have been checked in the list below will be shown. Clicking on the toggle again, its caption now changed to “Show all items”, will show all members again, regardless of if their checkboxes are checked or not. In an organization with many members, it can be helpful to first go through the list to add the desired new members by using the search box. Then click on the “Hide un-selected items” toggle to review if all desired members have been selected, before finalizing the creation of the new team.
5. In the list of members, check the checkboxes of those you want to add to this new team. Please note:
   1. If your organization is linked to specific domains, this form will show a pre-populated list of users, like it is shown here for the Optilogic domain. Org Admins do not need to add these members. If someone within your domain signs up for an Optilogic account at a later time (after your domains have already been associated with your organization), these new accounts will also automatically appear in the list.
   2. It is also possible to invite people outside of your associated domain(s) to specific teams, See the “Adding New Members” section further below on how to do this.
6. The checkbox at the top can be used to check or uncheck the boxes of all (filtered) members simultaneously.
7. Members of a team can have different roles which are assigned when creating the team (these roles can be changed later by an Org Admin if necessary):
   1. Admin team role (“Team Admin”): team admins be able to manage the team and its members in the near future. In this first release of the Teams feature set, the role is limited to being able to change the team’s appearance.
   2. User team role: can collaborate in the team environment but cannot manage team settings.
8. Once the desired members have been added and their roles defined, the Org Admin can click on Next. Click on Cancel or the x at the right top of the form in case it is decided the team should not/cannot be created at this time. If the Next button is clicked, the Customize Appearance screen comes up next:

1. We are on the Customize Appearance screen of the Create New Team forms.
2. The Org Admin can select an icon that will be used for the new team in the Select Icon section. Here a rocket is chosen.
3. The color can also be selected in the Select Color section. Here purple is chosen.
4. A Preview of what the team’s card will look like is shown on the right.
5. Now the Org Admin can choose to not create the team at all by clicking on Cancel, going back to the previous step where members of the team were selected by clicking on Back, or finalizing the creation of this team by clicking on Create Team.

Once a new team is created, members will gain access to the team. If it is their first team, a new application called Team Hub will appear in their list of applications on the Optilogic platform:

Learn how to use the Team Hub application and about switching between teams and your own My Account in the “Optilogic Teams – User Guide”.

Editing an Existing Team

Org Admins can change existing teams by clicking on them in the Teams application while in the Organization Dashboard. Depending on where you click on the team’s card, one of 4 sections of the Edit Team form will be shown, as was also mentioned in the “Teams Application for Org Admins” section further above. When clicking on the name of the Team, the General section is shown:

1. We are in the General section of the Edit Team form of the AI Engineering team.
2. The team’s name can be changed here in the Team Display Name box.
3. The team’s unique identifier that was automatically created when the Team was first created is listed here and cannot be changed. It will also not change if the Team name is changed.
4. A Team can be deleted by an Org Admin by clicking on this Delete Team button. A message asking to confirm the deletion of the team will come up, see next screenshot below. Please note that if the Team is indeed deleted, this action:
   1. Deletes all files and models that were owned by this Team.
   2. Deletes the Activity history of this Team.
   3. Removes “Team-only” users who were only part of this 1 team within the organization both from the team and the organization. However, their Optilogic account remains operational and accessible.
5. If a change is made in this section (i.e. the Team name was changed), clicking on the Save All button will make the change permanent.
6. If wanting to close the Edit Team form without making any changes, you can click on the Cancel button.
7. If any changes were made, but you do not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes.

The following screenshot shows the confirmation message that comes up in case an Org Admin clicks on the Delete Team button. If they want to go ahead with the removal of the team, they can click on the Delete button. Otherwise, the Cancel button can be used to not delete the Team at this time.

The second section in the Edit Team form concerns the members of the team:

1. We are in the Members section of the Edit Team form of the AI Engineering team. The 2 in parentheses means that the team has 2 members currently.
2. In the Search Members box, Org Admins can type text to quickly find specific users in the list of all the organization’s users below.
3. If this “Hide un-selected items” toggle is clicked, only the members whose checkboxes have been checked in the list below will be shown. Clicking on the toggle again, its caption now changed to “Show all items”, will show all members again, regardless of if their checkboxes are checked or not.
4. The checkboxes of the members of this team are checked. Unchecking them will remove the user from the team. Checking a box that was not yet checked will add the user to the team. Clicking on the checkbox at the top of this column will simultaneously check all filtered records and clicking on it again will uncheck all of them.
5. The role within the organization of the user will be listed here; see the “Members Application for Org Admins” section above for an explanation of the different roles.
6. The role the user has / will have within the team is selected / updated here. Within a team, a member can be either a user or an admin:
   1. Admin team role (“Team Admin”): team admins be able to manage the team and its members in the near future. In this first release of the Teams feature set, the role is limited to being able to change the team’s appearance.
   2. User team role: can collaborate in the team environment but cannot manage team settings.
7. If any changes were made, but Org Admin does not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes.
8. If wanting to close the Edit Team form without making any changes, Admin can click on the Cancel button.
9. If any changes were made in this section (e.g. a team member was added or removed), clicking on the Save All button will make the change(s) permanent.

In the third section of the Edit Team form the team’s appearance can be edited:

1. We are in the Appearance section of the Edit Team form of the AI Engineering team.
2. At the top the Preview of how the team will appear is shown.
3. The icon representing the team can be chosen in the Select Icon section.
4. The team’s color can be chosen in the Select Color section.
5. If any changes were made, but you do not want to go ahead with them, the Revert All button can be used to go back to the Appearance settings before the changes. If wanting to close the Edit Team form without making any changes, Admin can click on the Cancel button. If any changes were made in this section (e.g. the team color was changed), clicking on the Save All button will make the change(s) permanent.

The fourth and last part of the Edit Team form is the Invites section:

1. We are in the Invites section of the Edit Team form of the AI Engineering team.
2. Admins can invite members to the Team here, these can be existing members of the organization or people external to the organization:
   1. Type the email address of the new team member in the Invite by Email box.
   2. Choose the Team Role of the new team member, either user or admin (= Team Admin, not Org Admin).
   3. Click on the Invite button; the invite will be sent immediately.
3. Any pending invites are shown here. You can click on the red bin in the Actions column to delete any pending invites, the previously invited user will then not be able to join the team anymore. When deleting an invite, an additional message to confirm if the invite should indeed be deleted will come up.
4. If any changes were made, but Admin does not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes. If wanting to close the Edit Team form without making any changes, Admin can click on the Cancel button. If any changes were made in this section, clicking on the Save All button will make the change(s) permanent.

Adding New Members

Org Admins can add new users to the organization and/or to teams by clicking on the Invite Users button while in the Members application on the Organization Dashboard. The top part of the form that comes up (next screenshot), will be used to for example add a contractor who will help out your organization for an extended period of time – they become part of the organization and can be added to multiple teams:

1. At the top, any already existing Optilogic users (i.e. a person who has an account on the Optilogic platform) can be invited to join the Organization.
2. The new member’s email address or username needs to be entered into the Email / Username box.
3. The role of the new member within the organization can be chosen from the drop-down: either admin or external.
   1. Admin (= Org Admin): user is able to access the Organization Dashboard to create & edit Teams and add & update Members.
   2. External: user has been added to the organization by an org admin and can be added to existing teams (by org admins), similar to domain users.
4. Clicking on the Add to Organization button will add the user, and they will now be shown in the Members list. They can now be added to teams by the organization’s admin(s).

In the second part of this form, people can be invited to a specific team without adding them to the overall organization; these are called Team-only users:

1. In the second part of this form an email invitation can be sent where the recipient is invited to log into or create an account (on the Optilogic platform) and accept access to a specific team.
2. Enter the email address of the person to be invited to the team.
3. Select the team the person will be invited to from the Team drop-down list.
4. Assign the person a Team Role of user or admin:
   1. Admin team role (“Team Admin”): team admins be able to manage the team and its members in the near future. In this first release of the Teams feature set, the role is limited to being able to change the team’s appearance.
   2. User team role: can collaborate in the team environment but cannot manage team settings.
5. Click on the Invite button – the email is sent and until the recipient accepts the invite, it will be shown as a pending invite.
6. This list shows the pending team invites and their details.
7. Org Admins can delete any pending invites by clicking on the red bin icon in the Actions column. The next confirmation message will come up:

When someone has been emailed an invite to join a team, the email will look similar to the one in the following screenshot:

User can click on the “Click here” link to accept the invite. More on the next steps for a user to join a team can be found in the “Optilogic Teams – User Guide” help center article.

Updating Existing Members

Roles of existing organization members and the teams they are part of can be updated by clicking on the team member in the list of Members:

1. Here the Admin clicked on a member, and the General section of the Edit Member form comes up.
2. This person’s role within the organization is shown and can be changed here, options are:
   1. Admin (= Org Admin): user is able to access the Organization Dashboard to create & edit Teams and add & update Members.
   2. Domain: user has been automatically added by the organization’s email domain and can be added to existing teams by an org admin. Note that this option will be greyed out for people who have not automatically been added by the organization’s email domain.
   3. External: user has been added to the organization by an org admin and can be added to existing teams (by org admins), similar to domain users.
   4. Team-only: user has been invited to a specific team and will need to be invited to any team via email. Note that this option will be greyed out for people who are already part of the organization.
3. Org Admins can remove members from the organization by clicking on this “Remove From Organization” button. An additional confirmation message will come up to prevent accidental removal:

4. If any changes were made, but Admin does not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes. If wanting to close the Edit Member form without making any changes, Admin can click on the Cancel button. If any changes were made in this section, clicking on the Save All button will make the change(s) permanent.

In the Teams section of this form Org Admins can update which team(s) the member is part of and what role they have in those teams:

1. We are still looking at the same Optilogic member.
2. We can filter the teams list down by typing text in the Search Teams box to only show teams with names containing that text.
3. By checking/unchecking the checkbox of a team, Org Admins can add/remove the member to/from a team. The checkbox which functions as the column header can be clicked to simultaneously check/uncheck all (filtered) teams.
4. The Team Role of the member for the teams they are part of can be set/updated here. Options are admin or user:
   1. Admin team role (“Team Admin”): team admins be able to manage the team and its members in the near future. In this first release of the Teams feature set, the role is limited to being able to change the team’s appearance.
   2. User team role: can collaborate in the team environment but cannot manage team settings.
5. If changes are made here the little circles on the left indicate how many and what kind: the green circle with the number 1 means that this member was added to 1 Team, and the red circle with the number 1 means that this member was removed from 1 team. It is also possible to see a blue circle in case the team assignments stay the same, but the team role has been changed.
6. If any changes were made, but Admin does not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes. If wanting to close the Edit Member form without making any changes, Admin can click on the Cancel button. If any changes were made in this section, clicking on the Save All button will make the change(s) permanent.

For Team-only members (people who are part of 1 or multiple specific teams, but who are not part of the Organization), a third section named “Invites” will be available on this form:

1. The Invites part of the form. The 1 in parentheses indicates there is 1 pending invitation for this user.
2. A new invitation to join a specific team can be sent to the user:
   1. Select the team the user should be invited to from the Select Team drop-down list.
   2. Select the Team Role from the drop-down list, either user or admin.
   3. Click on the Invite button. An email invite will be sent to the user immediately.
3. Any pending team invites for this user are shown here. Org Admins can delete a pending team invite by clicking on the red bin icon and then confirming they indeed want to delete the invite on the message that comes up.
4. If any changes were made, but you do not want to go ahead with them, the Revert All button can be used to go back to the settings before the changes. If wanting to close the Edit Member form without making any changes, you can click on the Cancel button. If any changes were made in this section, clicking on the Save All button will make the change(s) permanent.

Regular Housekeeping

As a best practice, it is recommended to perform regular housekeeping (for example weekly) on your organization’s teams and their members, and your organization’s members. This will prevent situations like a previous employee or temporary consultant still having access to sensitive team contents.

Step 4: Using Teams Hub & Working in Teams

A user with an Org Admin role can also be part of any of the organization’s teams and work inside those or their own My Account workspace. To leave the Organization Dashboard and get back to the Optilogic platform and its applications, they can click on their name at the right top of the organization dashboard and choose “Open Optilogic Platform” from the list:

Here the Admin user can start using the Team Hub application and work collaboratively in teams, the same way as other non-Admin users do. The “Optilogic Teams – User Guide” help center article documents this in more detail.

FAQs

1. What happens if I invite a user to join my organization, but they do not have an account on the Optilogic platform yet?
   1. They will receive an email invitation to join your organization. Once they sign up for an account, they will appear in your organization’s user list.
2. Can I invite users to my team that do not belong directly to my organization?
   1. An admin can invite users from outside your organization and add them directly to a Team.
3. A member of my organization no longer works for my company, how can I remove them from my organization in Teams, and any teams that they belong to?
   1. An admin can go to the Organization Dashboard and remove the user. This action removes them from the organization and any Teams they were part of.
   2. If a file or database is still owned by an individual who has left your company, the user will still retain the file or database in such event. You will need to work with the individual in order to get everything transferred over prior to such events. 
4. Can I assign different permission levels (e.g., read-only, editor) to team members?
   1. Not currently, but future iterations will include the ability to manage read/write privileges at the user level within a team.
5. Can a user belong to multiple teams?
   1. Yes! Users can be members of as many teams as necessary. Simply switch between teams via the Teams Hub.
6. What happens if I remove a user from my organization or team—will they still have access to team data?
   1. Once a user is removed from the team or organization, they will immediately lose access to any associated files, models, or databases.
7. How many teams can an Admin establish?
   1. There is no limit. Admins can create as many Teams as needed to support your organization’s work.
8. How do I ensure external users cannot invite others into my team or organization?
   1. Only Organization Admins can invite new users or add them to teams. External users cannot invite others or make admin-level changes.
9. Can another Org Admin make changes to the teams I (as an Org Admin) have created?
   1. Yes, all Org Admins together essentially work as a team of Org Admins who all have the same level of permissions to manage teams and organization/team members.

Once you have set up your teams and added content, you are ready to start collaborating and unlocking the full potential of Teams within Optilogic!

Let us know if you need help along the way—our support team (support@optilogic.com) has your back.