| Note: This is a BETA Feature |
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| This feature is in Beta. Opt in by consenting to our BETA Terms & Conditions. If you do not yet have access to this feature, review the information below for specific instructions. |
Objective
The purpose of this article is to provide direction to Outreach Admins on how to set up hierarchical teams and manage them automatically using User Roles.
Applies To
- User and Team Management
- Admins and users
Before you begin
- Team management experience uses the new simplified navigation experience. You can learn more about the new navigation here.
Overview
Teams in Outreach are multi-functional – they can be flat or hierarchical and they can be managed manually or synced automatically with User Roles. Once set up, these Teams can be used across the product in a variety of Team Selling scenarios.
Hierarchical Teams
Creating hierarchies with your existing Teams is as easy as going to the Team > Settings > Parent team > and assigning the appropriate parent:
Once you’ve selected the parent for the Team > Hit save. You can then navigate to the Teams Hierarchy page and start seeing your Hierarchy:
Content Governance
If you are using Content Governance, content associated with child teams will be automatically available to users in the parent team chain. Or in other words, we’ll respect the ‘Direct reports’ model of access control for Teams Hierarchy.
Automatic Teams Management
You can also choose to fully automate your Teams management by linking them to your existing User Roles. Once you’ve linked them, we’ll keep track of changes to your User Roles and automatically update the membership of the Team they’re linked to.
There are two ways you can link your Teams to User Roles.
Replicate User Roles Hierarchy into Teams Hierarchy
If you want to automatically manage a section of your organization, as set up in User Roles, as Teams, you can go to Team > Add members > Link the Role you want to sync and make sure you have selected to ‘Include sub roles’
In this example, Revenue Operations will be linked to the team and all the sub roles will be transformed as-is into a Teams Hierarchy and maintained as your User Roles are updated.
This, we believe, is transformative and powerful for customers who can now use these automatically managed Teams throughout Outreach including Reporting, Kaia, Prospects, Accounts, Opportunities, etc. and even use these Teams for access control using Content Governance.
Flatten multiple User Roles into the same Team
If you don’t want to bring in the entire Hierarchy, you can also choose to link multiple User Roles into the same Team by choosing not to ‘Include sub roles’ during setup.
In this example, any number of Roles selected will be linked to the AE-East team and automatically managed from that point on.
Things to consider
There are a few things to consider as you use this new powerful tool to manage users. In this release:
- Any team can either be managed manually OR linked to User Roles, not both
- User Roles can either be flattened OR replicated to Teams Hierarchy, not both
- The same user cannot be part of multiple Teams if the Team hierarchical. Flat teams can continue to have user duplication. Syncing duplicate users through CRM will result in a failure. If user is added manually, the following message will be displayed in the UI.
Additional Information
FAQs
What happens to my existing Teams?
Your existing Teams will be maintained. You can, optionally, give them a parent.
What happens to my existing Governance Roles Hierarchy?
Governance Roles, now called User Roles, will continue to as-is and continues to be under Groups > Hierarchies > User Roles.
What happens to my existing User Rollups Hierarchy?
Your existing User Rollups Hierarchy will remain under Tools > Forecasting and can be used with Forecasting. Teams Hierarchy and User Rollups Hierarchy do not overlap.
What kind of Teams does this apply to?
This change applies only to Teams you have manually created inside Outreach. Other types of Teams will remain associated with their relevant parent objects. For example, Account Teams will continue to have Accounts as their parents.
My User Role is syncing from my CRM. Will my CRM updates get reflected in associated Teams?
Yes! It’ll also work if you are using SCIM or our APIs to manage User Roles today.
I’m using GWC, will it continue to work?
Yes, we don’t expect any changes to our limited GWC released customers.
Can I sync both Flat Teams and Hierarchical Teams with User Roles?
Yes both can be synced.
Can I add additional users to a Team that’s linked with User Roles?
You can either manage a team manually or link them with User Roles.
Does this replace Profiles?
No, Profiles will continue to use User Roles for direct and peers’ permission.