Servis.ai allows you to structure your data by teams, making it easier to manage access and visibility across your organization. Each App—including Contacts, Accounts, Deals, and Custom Apps—now includes a dedicated Team field.

When a user's Access Level is set to Team, they will automatically gain access to all records assigned to their team. This ensures that team members see only the information relevant to them.

For example:

• Create separate teams like West Coast and East Coast
• Assign sales reps to the appropriate team
• Tag each contact or account with the corresponding team based on location

This setup streamlines collaboration and improves data security by giving users the right access to the right records.

Edition Qualifier: This feature is available in all Servis.ai editions.

User Permissions: Only the Admins can use this feature.

In this tutorial, we will cover the following topics:

1. Navigate to Teams
2. Important Notice
3. Creating Teams
4. Search Teams
5. Editing Teams
6. Deleting Teams
7. Team Access Role
8. Team Field 

Navigate to Teams

Go to Settings > Company > Teams.

You can also use the search function to get there faster, just start typing 'Teams'.

Important Notice

Administrator-level users will be able to see all records from all apps regardless of the team they are assigned to.

Note: Each user can only be assigned to one team. If you wish to assign them to another team, you will need to remove them from the original team and then assign them to the new team.

• Users with Team access will only see records assigned to their team. If a record isn’t linked to their team, it won’t be visible to them.
• The Team Owner field is currently informational only. It does not automatically assign the owner to the team.
  To give the team owner access to team records, make sure to manually add them to the list of team users.

Creating a Team

To create a new Team in Servis.ai, click the “Add Team” button located at the top right corner of the screen. You’ll need to complete three required fields:

Note: If the user's name is not available, that means that the user has been assigned already to another team. Users can be assigned to a single team.

• After setting up your team and assigning users, click the “Save” button to complete the process.
• When creating additional teams, you can choose an existing team as a Parent Team.

This setup allows the parent team to access all records created by its child teams.

• However, the access is one-way—child teams won’t be able to see records created by the parent team.

Search Teams

To find a specific team, you can use the search box available at the top of the page. You can also use the advanced search to narrow down your available teams and display only those you need. To learn more about the advanced search, please visit the 'Advanced Search' section of the following tutorial:

• Search

Editing Teams

To edit a team—such as adding users—click the pencil icon next to the team’s name. Make the necessary updates, then click “Save” to apply your changes.

Deleting Teams

You have the option to delete teams that are no longer needed. Click the three dots right next to the Team's name and click the 'Delete' button. 

Team Access Role

Once your Teams are created and users have been added, there’s one final step to grant them access to team records: update their Access Role to Team.

To do this:

1. Navigate to Settings > Company > Users.
2. Select the user you want to update.
3. Click “Edit”, then change their Access Role to Team.

There click under 'Team' to display the available options and select the team you would like to assign the user to. Then click the 'Save' button.  

Your user will be updated and with the Team access level, they will be able to see all records assigned to the team in the Team field. 

Team Field

To assign records to a specific Team, you first need to activate the 'Team' field. This field is included by default in all system apps—such as Contacts, Accounts, Deals, and any Custom Apps—but it’s deactivated initially.

To enable it:

1. Go to Settings > Apps.
2. Select the app you want to use.
3. Click on “Form Fields”.
4. Check the “Show Deactivated” box in the top right corner.

You will then see the Team field. Click on the three dots next to the Team field name and select 'Activate'.

Whenever you create or edit any record, if you select one of your teams in the 'Team' field, all of the members that belong to that team will have access to that record.