Users, Roles, Teams, and Business Functions

Setting up your TrustWorks platform involves inviting teammates, assigning user roles, managing teams, and mapping business functions to align with your organisational structure.

Table of contents :

1. User Roles and Permissions
2. How to Manage and Invite New Users
3. Managing Teams
4. Business Functions Management

User Roles and Permissions

TrustWorks offers three predefined user roles:

• Admin: Full access to all platform modules, including user management and global settings.
• Member: Access limited to tasks assigned to them and related processing activities. Member role will soon be expanded to have access to other related objects assigned to the users such as assets and initiatives.
• Contributor: Only access tasks specifically assigned to them. No visibility of related objects such as processing activities or assets.

To review role permissions, navigate to Global Settings > Roles.

Note: These permissions are fixed and cannot be modified.

Important: Roles stack. If someone is assigned both Admin and Member roles, they effectively have Admin permissions. To avoid confusion, assign only one role per user.

How to Manage and Invite New Users

Only Admin users can manage users in TrustWorks.

Inviting Users

1. Navigate to Global Settings > Users.
2. Click + Invite User.
3. Enter user details, assign roles, and select their team.
4. Send the invitation.

The invited user will receive an email invitation to set up their account. Invitations can be resent (once per day) or canceled if necessary.

Creating users

There are several ways to add users to TrustWorks:

1. Inviting Users: Users must accept the invite before being assigned tasks or objects.
2. Adding Users from Staging: In the staging area, detected employees using assets can be added directly once an asset is imported. This doesn't send an invitation immediately; the invitation can later be triggered from the Users page. Users are activated automatically upon first login or task assignment.

3. Adding Users from Related Entities: Clicking an object's owner allows you to add a new user directly. This behaves similarly to staging users, with invitations sent only when explicitly triggered or tasks assigned.

Managing Teams

Teams are essential for organising and delegating tasks efficiently.

Creating and Managing Teams

1. Navigate to Global Settings > Teams.
2. Click + New Team.
3. Provide a team name, select an associated business function, designate a team leader (optional), and choose team members.
4. Add an optional description and click Save.

Teams can be edited or deleted at any time.

Mentioning Teams and Users

Use "@" to mention individual users and "#" to reference entire teams within comments.

Example: @JohnDoe or #PrivacyTeam . The users/teams mentioned will be notified.

Task Assignment to Teams

When tasks or surveys are assigned to teams:

• If a team leader is specified, only the leader is notified and responsible for assigning or reassigning tasks within the team.
• If no leader is designated, all team members receive notifications.

Any team member can complete tasks assigned to their team, regardless of notification settings.

Business Functions Management

Business functions help structure your organisation within TrustWorks. Default functions are provided, but custom functions can also be created. If need be you can also delete the business functions that don't apply to your organisation. Please note that AI assistant suggestions for creating new Processing Activities will be based on business functions and not teams. You can later link corresponding teams to these AI assistant generated processing activities.

Creating or Editing Business Functions

1. Go to Global Settings > Business Functions.
2. Click + New Business Function to create a new one or select an existing function to edit.
3. Enter the necessary details and click Save or Update.

Conclusions

Effectively configuring user roles, teams, and business functions enhances the efficiency of your TrustWorks platform. Regularly review and adjust these settings to align with organisational changes, ensuring optimal functionality and compliance management.