Groups and Teams: FAQ by Feature

• Organizations with SSO/SAML Set Up
• Insights
• Templates, Panel, Existing RFPs

SSO/SAML Set Up

Q: As we have SSO implemented, if we create separate Teams for all Markets and HQ teams, how will it work when people connect for the first time? Will they still go to the “Legal Team” by default and need to be reassigned?

A: For SSO-enabled organizations, there are two ways users are created:

1. Admin-created users (via User Access Management)
   • Admins can create users directly in User Access Management (UAM) and assign them to the appropriate team at the time of creation. Users can also be reassigned to a different Team later if needed.
2. Auto-provisioned users (via SSO login):
   • If a user is created automatically when they log in via SSO:
     • They can be assigned to a configured default Team, or
     • They can request to join a specific Team, depending on setup

Key points:

• Team assignment is independent of SSO configuration
• Admins retain full control over Team assignment at all times
• Role assignment can be impacted by SSO (if enabled), but this is optional and can be disabled in-app
• Today, users can belong to one Team at a time, which helps maintain clear collaboration boundaries and prevents unintended over-sharing

Q: Is multi-group membership ready? If not, can admin users still see everything?

A: Today, users can belong to one Group and one Team within that Group.

• Managers and admins retain full visibility across their assigned Group
• There is not yet a dedicated role for managing across multiple Groups simultaneously
• Multi-Group membership is not currently supported, but we recognize this as an important use case for global organizations and are evaluating it

Insights

Q: If we have one Group but multiple Teams, will we still have a consolidated view in Insights?

A: Yes. Insights is Group-scoped by default, so you will continue to see a consolidated view across all Teams.

• Teams are available as a filter within Insights
• You can segment data by individual Teams or combinations of Teams as needed

Q: Will creating Teams impact our existing Power BI dashboard?

A: No. Creating Teams does not change or restructure the underlying data model, so your existing Power BI dashboards will remain unaffected.

Q: Is there a timeline for Team-level Insights (e.g., restricting visibility by Team)?

A: Team-based segmentation is already available via the Team filter in Insights.

In terms of access control:

• Insights visibility is Group-wide
• Users with Insights access can see aggregated metrics across all Teams
• However, underlying RFP access remains permissioned, so users cannot open or view details of matters they are not assigned to

For more granular reporting (e.g., by region, country, department), we recommend using custom tracking fields, which provide greater flexibility than a strict Team hierarchy.

A helpful way to think about this:

• Teams are best used for collaboration and auto-sharing of work (e.g., ensuring the right users have access to each other’s RFPs)
• Custom tracking fields are the primary mechanism for reporting and segmentation

This approach allows you to:

• Create small, purpose-built Teams (e.g., lawyer + paralegal auto-sharing groups)
• Maintain robust reporting across regions, departments, or business units without being constrained by Team structure

Additional notes:

• Creating Teams does not impact Insights visibility or default reporting views
• Users will still see Group-level metrics unless filtered
• If a user attempts to access a specific RFP they are not shared on (e.g., via a report), they will be blocked from viewing the underlying details
• A limitation today is that users cannot belong to multiple Teams simultaneously, which may impact certain auto-sharing configurations, though this can often be mitigated through thoughtful Team design and use of tracking fields

This area is not currently on the roadmap for access restriction by Team, but we are actively gathering feedback to inform prioritization.

Templates, Panel, Existing RFPs

Q: Are templates shared across the whole Group or restricted to Teams?

A: Templates are shared at the Organization level, ensuring consistency across all Groups and Teams.

Q: Are panel law firms shared across Teams?

A: Yes. Panel firms are managed at the Organization level and are shared across all Groups and Teams.

Q: Will existing RFPs be moved to a new Team if users are reassigned?

A: No. Existing RFPs remain associated with the Team they were originally created under and are not reassigned if users move Teams.

This preserves:

• Historical integrity
• Auditability of prior work and collaboration context