Genie Snap® Teams and Permissions Guide
Every form belongs to a Team. Team Members and their permissions decide who can manage the team's forms, submissions, tasks, and payments. Team Members also share the team's saved eSignature signer lists. People who only fill out or sign forms don't need Team membership.
Teams
Note: A Default Team, '_Default Team' is created when a user is created. The Default Team's name and description cannot be edited nor deleted, and your username cannot be deleted from the Default Team's Team Members. You can add, edit, and delete additional Default Team's Team Members on your Default Team. However, you may only edit your Name and Role on the Default Team or any Team that you own.
Guidance: Each Form is assigned to one Team. One Team can cover every Form, or you can create Teams by department or function, such as a Finance Team for financial Forms.
- Teams can be created, deleted, and reassigned to Forms at any time, but most organizations need only a few.
- Each user can create up to 100 Teams in total.
Create Team
Teams are assigned to Forms, and the Team Member permissions then provide access to the Submission, Task and Form functions. Thoroughly consider before adding a new team. When a new team is added, try to align the team's name by function or department. This way the name is easily recognized by its purpose.
Team
Each Team record displays the Name, Description, total Team Members, Date Created and Updated. The Welcome Member email may be edited along with the Name and Description on all but the Default team. Edit and Delete are only available to Team Members with the Manage Team Members permission and Delete is not available for Default teams. A team can't be deleted while any of its submissions is on legal hold.
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- Transfer Owner Icon - This displays only to team owners in the top right corner of the team edit dialog.
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- Name - Team name is disabled for Default teams.
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- Description - Team description is disabled for Default teams.
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- Welcome Member Email Subject - Email subject is used when a Team Member is added to the team. The subject is limited to 100 characters. Right-click in the subject's input area to select tags.
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- Welcome Member Email Body - Email body is used when a Team Member is added to the team. The body is limited to 2000 characters. Right-click in the body's input area to select tags.
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- API Keys - Each team can hold multiple named API keys. They are listed at the bottom of the team edit dialog with each key's name, description, last-used date and created date, along with an Add API Key button and a Revoke action for each active key. Add a separate key for each integration that calls the API for this team, and revoke a key when its integration is retired or the key should no longer be trusted. See Managing API Keys for details.
Members
Each Team may have up to 100 Team Members. Assign each Team Member's Name, Role and Permissions.
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- Email Address - This is set when the member is created and cannot be edited.
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- First and Last Name - Enter name each time a member is added to a team.
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- Role - Role is a free-form field used to describe the member's function
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- Permissions
- - Manage Submissions - Member can update, delete, perform tasks, and add notes to client form submissions.
- - Manage Tasks - Member can configure tasks that are used by members when working with submissions.
- - Manage Forms - Member can create, edit and delete Forms. Members with this permission can also Edit Forms.
- - Edit Forms - Member can edit the Form's appearance, properties and behavior.
- - Manage Teams - Member can create, edit and delete Teams. Members with this permission can also Manage Team Members.
- - Manage Team Members - Member can add, edit and delete Team Members.
- - In App Payments Manage - Member can set the team's forms to collect in-app payments from clients through Stripe. The Stripe connected account itself is set up by the Team Owner.
Shared Signer Lists
In eSignature Document Setup, a signer list can be saved as personal or to a team. A team's signer lists are available to every Team Member, whatever their permissions. See Saved Signer Lists.
- Any Team Member can load, update, or delete the team's signer lists. No extra permission is needed.
- When a member is removed from the team, the team's signer lists no longer appear for them. Their personal lists are not affected.
- When a team is deleted, its signer lists are no longer available to anyone. Requests already sent with them are not affected.
- Transferring ownership doesn't change the team's signer lists. A personal list always belongs to the person who created it.
Transfer Team Ownership
To transfer ownership of a team from you to a team member, follow these steps:
- Step 1: Select Team Member menu and Add a Team Member if one does not currently exist with the Manage Team Members permission.
- Step 2: Select Edit from the Team to transfer ownership. Transfer ownership is only available from Teams where the logged-in user is the team owner.
- Step 3: Select Team Transfer Icon which displays team members which have Manage Team Members permission.
- Step 4: Select the member and then select Transfer.
- Step 5: The selected user's role is set to 'owner' and all permission are selected. The logged-in user's role is set to 'past owner' and several of the roles are removed.
- Step 6 (optional): When needed, the original owner must be manually deleted from the team members.
The new owner also takes over the team's records retention rules and legal holds, including releasing holds and approving deletions.