Help centre

Teams: who sees whose envelopes

Create departments inside one organisation, name team leads, and control which envelopes each person can see.

Teams (departments) keep, say, HR's offer letters out of sight of Accounts while the owner still sees everything. They live inside one organisation and need no extra seats.

Who sees what

PersonSees
AdminEvery envelope in the organisation, from every team.
Team leadTheir team's envelopes, read-only: open, download, audit trail, remind.
Everyone elseTheir own envelopes, plus anything in shared folders.

Set teams up

  1. Open Admin → Teams.
  2. Under Departments, type a name (up to 40 characters, for example HR or Accounts) and press Add.
  3. In the People table, tick the departments each person belongs to. Someone can be in several.
  4. Tick the star next to a department to make that person its team lead.
  5. If someone is in more than one department, choose Sends as: the department used when they send without choosing.
  6. Press Save on their row.

Sending under a team

Every envelope goes out under a team. A sender in one team sees "Sent under your HR team" on the prepare screen. A sender in several chooses from Send under team.

The owner of an envelope, or an admin, can change the team later from the team drop-down at the top of the envelope page. Owners can pick only teams they belong to; admins can pick any.

The Teams page

Admins and team leads get Teams in the top bar. It lists a team's envelopes with a search box, status filters and the team's folders as tabs. Admins also get an Everyone view of every envelope in the organisation.

A lead opening a colleague's envelope sees a "Read-only" banner. To let someone act on an envelope, use custody transfer.

Good to know

  • Envelopes sent before teams existed have no team. Admins see them; leads don't until an admin assigns a team on the envelope page.
  • Edit → Remove department deletes the department only. Its envelopes keep their history and become visible to admins only, and its folders become private to whoever created them.
  • With SCIM, pushing a group creates a team with the same members.
Teams decide who can read envelopes. What people can do is set by their role.
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