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Users, roles & teams

Teams: control who sees which documents

Use teams to decide which colleagues see which documents and templates.

Written By Sebastian

Last updated About 8 hours ago

Teams are how you control visibility in fynk. A user sees a document when they're in a team the document is assigned to. Only Owners see all documents, regardless of teams.

Available on all plans, unlimited teams · Owners and Admins create teams

How visibility works

A user can see a document if at least one of these is true:

  • They're in a team the document is assigned to.

  • They uploaded or created the document.

  • They were invited to the document, or are a signatory or approver on it.

  • They're an Owner.

A document with no team is visible only to the person who uploaded it and to Owners. This is the most common reason a colleague can't find a document.

Create a team

  1. Go to Account Settings → Teams.

  2. Click the + button.

  3. Enter a Name and, if you like, pick an icon.

  4. Under Members, add the users who should be in it.

  5. Click Create.

Users can be in several teams, and documents can be assigned to several teams.

Assign documents to teams

  • When you upload or create a document: choose the team in the upload or creation dialog.

  • For many documents at once: in the document list, select the documents and use the bulk action Manage teams.

  • For templates: assign the template to teams. Documents created from it inherit them, and only members of those teams can use the template. [CHECK: inheritance]

To make sure no document ends up without a team, turn on Require team assignment in Account Settings → Document workflow.

How to structure teams

  • By department: HR, Legal, Sales, Purchasing.

  • By company or location: one team per legal entity or site.

  • Department per company: for example "Germany – HR" and "Austria – HR", if both dimensions matter.

  • Sensitive documents: a separate team for leads, such as "HR – confidential", and assign sensitive documents only to that team.

Keep it simple. A handful of teams is easier to maintain than dozens.

Good to know

  • Teams are flat. A team can't contain other teams, and nobody inherits access from a "parent" team. If managers should see all their departments' documents, add them to each team.

  • Teams control visibility only. What someone can do with a document depends on their role. See User roles and permissions.

  • Admins also only see their teams' documents.

  • Imports (bulk-import batches) can be assigned to teams too, just like documents and templates.

  • A team can't be limited to certain document types. Assign teams per document or template instead.

  • In a team's detail view, documents are only shown to Owners and to users involved in the document.

  • Deleting a team can't be undone.

  • You can set up a team dashboard and send notifications to a whole team. See Dashboards and widgets and Renewal and deadline reminders.

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