Our Rule-based Team feature allows Administrators to automize and map their Teams and Members based on their Segments. Essentially, this feature is a hybrid of Synched Teams and Segments.
The Rule-based Team option, which is only available with an Officevibe paid plan, should only be used if the need is identified, for example, if a manager needs to be assigned to a grouping based on a Segment. If this is not the case, you can proceed with managing your Officevibe account through Manual Teams or Segments.
How to:
Create your Rule-Based Team from Scratch
In order to create your Rule-Based teams from scratch, you will need to do the following:
1. Create the Properties that will represent each team.
2. Assign the properties to the people who need to belong to the team.
3. Create a Segment for each team from each identified Properties.
4. Create a Rule-Based team from the Segments.
How to:
1. If you are an Administrator on the account, click the settings icon on the top right-hand corner of your page and select Properties under the Data and insights section.
2. Select and give it a name to represent the teams you want to create. Choose "Choices" from the property type in the drop-down menu, and under Values, you will list the teams that you are looking to create. Once you have listed all the teams' names as values, click on 'Create Property'.
3. Now, you will need to assign your members with the Property Value (in this case, the project number) so that it will be associated with them in their profile. You can assign properties manually or in Bulk with the Bulk Upload tool. To assign the properties manually, you will choose the team member, click the settings gear, and scroll down to properties. From there, you will locate the property you just made (in this case, Special Project Teams) and choose the appropriate property value from the choices in the drop-down. Confirm the change by clicking update properties.
4. Next, you will need to create a Segment for each property value you listed so you can create a team for each one. You can do this by clicking the settings icon on the top right-hand corner of your page and selecting Segments under the Data and insights section.
5. For each property choice you listed, you will need to create an individual Segment for it, so that you will have something to based your team off of. Select (+New Segment) and name it according to the first property value you listed (in this case, Project #1). Under Propety you will choose the main property created (in this case, Special Project Teams); Under Condition you will select "is equal to"; Under Value you will select the name of the team (in theis case, Project #1). Confrim the team by clicking "Create Segment". You will need to do this for each property value you listed earlier (in this case, one each for Project #1, Proejct #2, and Project #3).
Note: Consider adding the word "Segment" under the name so that you will be able to easily distinguish the Segment from the Rule-Based Team once created, or they will have the same name.
6. Now that you have created the Segments for each of the teams, you will go into the segment and click on "Create a team from this Segment".
7. A pop-up window will appear, allowing you to update the details of the Rule-based Team. Via this pop-up, you can use the designated areas to:
- Choose a name for the Team (in this case, Project #1 Team)
- Assign a Team manager(s) in the box to that effect.
- Choose your new Team's identifying colour.
- Use the toggle to bring historical data to the new Team to ensure that the data of that Team does not start from its creation date.
- Click on Create the Team to save your updates.
Note: You are able to view the related Segment in this window as well (framed).
Note: When choosing your new Team's name, keep in mind that you will need to be able to make the distinction between the related Segment and the Team.
You'll get a new header pop-up informing you that the new changes will appear momentarily.
8. You can verify that the sync was successful by going back into your Segments. You will see that the Segment is synchronized and the Segment has now created a Rule-based Team by looking for the sync icon. From this point on, no changes can be made to the segment without affecting the new Team.
Create your Rule-Based Team via an Existing Segment
1. If you are an Administrator on the account, click the settings icon on the top right-hand corner of your page and select Segments under the Data and insights section.
2. Select the Segment that you want to create a Rule-based Team from.
Note: You can learn how to create Segments here.
3. Create the Team by clicking Create a team from this segment.
4. A pop-up window will appear, allowing you to update the details of the Rule-based Team. Via this pop-up, you can use the designated areas to:
- Choose a name for the Team.
- Assign a Team manager(s) in the box to that effect.
- Choose your new Team's identifying colour.
- Use the toggle to bring historical data to the new Team to ensure that the data of that Team does not start from its creation date.
- Click on Create the Team to save your updates.
Note: You are able to view the related Segment in this window as well (framed).
Note: When choosing your new Team's name, keep in mind that you will need to be able to make the distinction between the related Segment and the Team.
You'll get a new header pop-up informing you that the new changes will appear momentarily.
6. You can verify that the sync was successful by going back into your Segments. You will see that the Segment is synchronized and the Segment has now created a Rule-based Team by looking for the sync icon. From this point on, no changes can be made to the segment without affecting the new Team.
7. When searching for your Rule-based Teams and Segments in the "Jump To" search bar, they will both appear, however, the Segment will be differentiated with the "S" next to it.
8. By clicking on the Team, you will be led to the Rule-based Team's data, you will be brought to the team hub, where you can see the members, survey data, and goals for the team.
View and edit your Rule-based teams:
1. If you are an Administrator on the account, click the settings icon on the top right-hand corner of your page and select Rule-based Teams under the Member and Team Management section.
2. You will then land on your Officevibe Teams' list and this page is where you can assign a different Segment to the Team, in the event that the wrong segment was synced initially.
You can begin typing the name of the Segment in the box opposite of the Team's name and once the Segment is selected, make sure to update the Team.
3. Following the Segment re-assignment, a pop-up will appear to confirm that this action will erase the previous information contained in the Team, in order to have it correspond accurately.
4. Once you have clicked on Yes, sync, another pop-up will inform you that your changes will be applied momentarily.
Detach a Team from a Segment:
1. If you want to undo your changes, you can access the Team's information and click on Detach from segment. This will turn the Rule-based Team into a manual team and will no longer sync with the details from the Segment.
2. Once you have clicked on Detach team from segment, a prompt will appear, and you need to confirm the action you are trying to take.
NOTE: If you are using a Custom Integration, any previously synced as Rule-based Teams, turned into manual teams, and not added to your Custom Integration files will be overridden and deleted. Do not un-sync any Rule-based Teams you wish to keep if you have a Custom Integration.