This article explains how to set up and manage teams in Candis, control their access and responsibilities, and optimize approvals using teams.
Step-by-step guide
1. Create a team
Go to Settings in Candis.
Select the Teams section.
Click on Create new.
Enter a name for the team.
Add members from the existing user list.
Tip: You can add or remove members at any time if the team composition changes.
2. Manage team members
Select the team you want to edit.
To add a member, click Add member and select the appropriate users.
To remove a member, click Remove button next to that user's name.
Note: Removing a member affects access to documents assigned to the team.
3. Assign/Use teams in workflows
Go to the Workflow menu in Settings.
Select the workflow template of your choice.
In the Workflow Editor, under Approvals, select the team responsible for that step.
Save the changes. When an invoice is submitted for approval, requesters can use the workflow as usual.
4. Request approval from teams
Open an invoice or reimbursement case.
In the Approval section, select teams just like individual users for the relevant approval steps.
Click Request approval.
Tip: All team members with approval rights can approve.
5. Document access for teams
If a team is added to an approval step in a workflow, all team members will gain access to the corresponding documents.
When a member is added or removed from a team, they will gain or lose access to all current and past documents where:
The team was included in a workflow approval step
The team was mentioned in a comment
Or the team was added to the Manage Access function.
Note: Access to documents can also be determined by an employee’s role or individual access rights.
Requirements
You must have the Plus or Max package.
Note on teams and absence management
At the moment, teams are not compatible with absence management. This means that team members cannot be substituted in approvals via absence management. However, other team members who already have approval permissions can take over approvals at any time.