Teams Real World Use Cases

The Teams feature simplifies the assignment of roles and permissions by grouping users. Teams can be accessed through Organization settings and lets you assign both organization-level and stack-level roles to the users. Let's look at the following real-world use cases to learn how to work with Teams in Contentstack.

Example 1: Use Teams To Enable Cross-functional Project Collaboration

Let’s say your company’s product and marketing departments are collaborating on a new product launch. You need both departments to have access to specific content stacks without compromising on permissions for other unrelated stacks.

With Teams, you can streamline your product launch process. You can create a “Product Launch” team, bringing together members from various departments to collaborate effectively. This team can be assigned specific stack-level roles that are directly relevant to the new product launch, ensuring that they have the necessary permissions and access. At the same time, you can maintain the integrity and security of unrelated content, making sure that this specialized team has access only to the crucial information they need, without compromising other sensitive data. This approach not only simplifies role assignment but also enhances content security and collaboration across departments.

Example 2: Use Teams to streamline your onboarding process

Let’s say your company has recently hired 30 new employees for your content creation and marketing department. To ensure a streamlined content creation and approval process, you can use the Teams feature in Contentstack.

By using the Teams feature, your company can streamline the integration process of new hires by creating a dedicated team, such as the Content Creators team. This allows you to extend invitations to all 30 recruits simultaneously and assign both organization-level and stack-level roles to the entire team in one collective action, ensuring smooth access and workflow for everyone in this team.

Example 3: Use Teams for restructuring your organization

Let's say your company recently underwent an internal restructuring, leading to the realization that several teams have overlapping or redundant roles. This scenario necessitates a re-evaluation and adjustment of user roles and permissions to ensure efficiency and clarity in role assignments.

You can utilize the Teams feature to make necessary adjustments in team names, descriptions, and assigned roles, ensuring that each team has a clear and distinct purpose.

The company can enhance its role management by incorporating custom roles, tailored to specific tasks and permissions within the stack. This allows for fine-grained control over user access at various levels, including entries, fields, and assets.

To accomplish this, the admin first logs into Contentstack and proceeds to "Org Admin". Here, they can select the 'Teams' option to view and manage the existing teams. The admin can then make necessary modifications to each team by choosing the 'Edit' option and updating the team’s name, description, and roles. It's important to note that users who are part of multiple teams will still inherit roles from all their affiliations, ensuring their access privileges remain intact even after any team restructuring.

Example 4: Use Teams to provide temporary access for seasonal campaigns

Let’s say your company is known for its regular seasonal projects and advertisement campaigns. This would imply bringing in outside professionals and consultants for short periods. The key is to give them temporary access without changing the usual permissions for your regular users.

To achieve this, your company has the option to establish temporary teams, such as Winter Campaign or Summer Sale, tailored specifically for the duration of particular marketing initiatives. You can configure these teams with the precise permissions needed, ensuring that members have the right access for the campaign period. This approach streamlines the process of managing access and roles, making it more efficient and suited to the temporary nature of seasonal campaigns.

When the campaign ends, instead of taking away permissions one by one, you can simply disband or archive the whole team, quickly removing access for all the temporary members.