External Teams

* [External Team Example](#external-team-example) * [Creating and Permissioning External Teams](#creating-and-permissioning-external-teams) * [Accepting Invitations & Adding Users](#accepting-invitations-and-adding-users) * [Deleting an External Team](#deleting-an-external-team) * [Collaboration and Switching Contexts](#collaboration-and-switching-contexts) [block:callout] { "type": "info", "title": "ADMIN ONLY", "body": "Note that external team management can only be performed by your organization's admin." } [/block] The External Teams feature facilitates collaboration between different organizations. It allows Org A to give Org B partial access to its resources. Here is how it works: 1. Org A sends an external team invite to a representative of Org B. 2. Org A sets permissions determining which resources Org B can access, and what kind of access they have. 3. Org B representative accepts the invitation. 4. Org B representative adds users to the external team. That's it! Org B now has access to some of Org A's resources. In order to use that access, an Org B user who is part of the external team will have to switch contexts to Org A. See here for an example of a situation where External Teams are very useful. Note the division of responsibility in the steps outlined above: * *Org A determines which resources will be available to Org B*, and what kind of access Org B will have to those resources. Org A cannot control which users from Org B have access to those resources. * *Org B determines which of its users will have access to the resources made available by Org A.* Org B cannot control to which of Org A's resources it has access. [block:api-header] { "type": "basic", "title": "External Teams Example" } [/block] An example of how the External Teams feature can be used to facilitate collaboration between different parties during the ad creation and publishing process. Many brands use a lot of external resources for display advertising. Frequently, different creative agencies are used for different projects, and a media agency is typically used for publishing the ads. This kind of scenario is perfect for the external teams feature. Here is how the brand should use external teams in this situation: * **Creative agencies:** An external team should be created for each agency. Each of these external teams should be given Edit access to the folders containing assets for the ads they are working on, allowing them to store their work directly within the brand’s Flite account. * **Media agency:** An external team should be created for this agency, and given access to all folders containing completed ads, allowing them to generate ad tags for each ad as needed. Employing this approach means that all parties will have a common sandbox to work in, with each having access to all the right resources. This streamlines collaboration, increases transparency, and ultimately reduces the time-to-market. [block:api-header] { "type": "basic", "title": "Creating and Permissioning External Teams" } [/block] To **create a new external team**, do the following: 1. Mouse over the *External Teams* heading until the :fa-gear: appears. 2. Click the gear menu, and select *Invite External Team...* The *Invite an External Team* lightbox pops up. 3. Fill out the fields in the lightbox with the following information: * **External Team Name:** The name of the external team you want to invite. * **To:** The email address of a representative of the external team. This person will be an admin for this team. * **Subject:** The subject line of the email the team representative will receive. The default title is "You have been invited to a Flite account". * **Message Body:** The text of the email the team representative will receive. 4. Click *Send Invite* to send the invite and close the dialog box. You have successfully invited an external team. The team name should now appear under the *External Teams* menu. If you click the team name, you will see one user in the team, represented by the email address to which you sent the invite. The user's *Type* is set to "Pending External User". When the user accepts your invitation, the user's *Name* field will change to their first and last name, and the *Type* will switch to "External User". The next step is for the user to accept your invitation. Once you have created an external team, you can set the team's permissions. This is just like [setting the permissions](doc:console-folders-and-permissions) for any other team. When you look at the [Permissions view](doc:console-folders-and-permissions) for any folder, you will see an expandable "External Teams" entry at the bottom of the permissions list. Expand the entry to see a list of all the external teams in your organization. Set their permissions to this folder just as you would for any internal team. For example, if an external team is expected to create ads for Project A and monitor progress on Project B, you may want to give them Edit access to the folder associated with Project A, and View access to the folder associated with Project B. [block:api-header] { "type": "basic", "title": "Accepting Invitations and Adding Users" } [/block] If you have been invited to join a team, you will receive this invitation via email. The email will contain a message and a link that you must click to accept the invitation. In order to accept the invitation, you must already have a Flite account of your own. Assuming you do have an account, follow these steps **to accept the invitation**: 1. Click the invite link in the email. * If you are not logged into your Flite account, your browser will open to the *Log Into Flite* page. Enter your Flite Username and Password, and click *Log In* . 2. The *Accept Invitation* page opens, asking you to verify your password. * Enter your password in the *Verify Password* text field. * Click *Continue*. You have successfully accepted the invitation! Take a look at your Console's Sidebar under the *Teams* heading. You will see a new expandable entry with the name of the organization that invited you. Expand the entry to see the name of the external team of which you are now a part. The next step is to add other users from your organization to the external team. This is just like [adding users to any other team](doc:console-user-team-management). Simply drag and drop the user to the team, and click *Add User* in the confirmation dialog box that pops up. All users in the team will have access to the resources that the external organization made available to them. [block:api-header] { "type": "basic", "title": "Deleting an External Team" } [/block] Deleting an external team is just like [deleting a regular team](doc:console-user-team-management). To **delete an external team**, do the following: 1. Mouse over the team name in the sidebar until the :fa-gear: shows up. 2. Click the gear menu, and select *Delete Team*. 3. Click the *Delete Team* button in the confirmation dialog. Once you delete an external team, the members of that team will no longer have access to your organization. However, all the items they created and worked on will remain in your organization. [block:api-header] { "type": "basic", "title": "Collaboration and Switching Contexts" } [/block] If you are part of an external team, you can access the host organization's resources by switching organizational contexts. Look at the top of the Console Sidebar. You will see the name of your organization indicating that you are currently within your own organization's context. [block:image] { "images": [ { "image": [ "https://www.filepicker.io/api/file/HkACosB1TjiUiX152RYj", "Current Org Context.png", "388", "156", "#6b9bb8", "" ], "caption": "Organization Context" } ] } [/block] If you are part of an external team, view the Account Badge Menu in the Console Header in the top right. [block:image] { "images": [ { "caption": "Account Badge Menu", "image": [ "https://www.filepicker.io/api/file/6EwP5f5jTUeIpAyOPohF", "Account Menu.png", "327", "149", "#6c93ac", "" ] } ] } [/block] To **switch contexts**, do the following: * Click the expansion triangle to the right of your organization name in the Account Badge Menu * In the Account Badge drop-down menu click on the pencil icon next to Current Org [block:image] { "images": [ { "image": [ "https://www.filepicker.io/api/file/3hwY73Q7RBWDvLkSHAtj", "Account Badge 1.png", "362", "536", "#df1e0c", "" ], "caption": "" } ] } [/block] * A lightbox appears with the list of external teams you are a member of [block:image] { "images": [ { "image": [ "https://www.filepicker.io/api/file/xidppyRSvOggjtkS7P4A", "List of Orgs.png", "993", "623", "#2c5b7b", "" ] } ] } [/block] * Highlight the organization to which you want to switch. * Click *Switch* in the confirmation dialog box. You have successfully switched organizations. Instead of seeing the folders and items for which you have permissions in your organization, you will now see the folders and items for which you are permissioned in the organization to which you switched. The interface works the same way, except any changes you make will now be made directly in the host organization, and will only be visible in that context. For instance, if you create a new ad, it will be created in the host organization. When you switch contexts back to your own organization, you will not see the ad there. In addition to the indicator at the top of the [Sidebar](doc:console-overview) that signals your current organizational context, there is also an indicator in the [user dropdown menu](doc:console-overview). Typically, the dropdown menu lists your name and organization. When you are in a different organization's context, it will also display that organization's name in parentheses.

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