TeamLab How To

Upon registration or when you are invited to join TeamLab, you receive an email notification with your personal registration details and a link to your corporate portal.

To sign in, follow the link from the notification email or type in [your portal name].teamlab.com in the address bar of your Internet browser. This will display a Sign-In page. Enter your email address and then enter your password below. Finally, press the Sign In button in order to enter the portal.

You can also sign in to your portal using the appropriate link on the top of the main page of the TeamLab website at www.teamlab.com.

To sign out, click the [Your Name] link always available on the top of the portal page while you are signed in and select the Sign Out option from the drop-down menu.

You can change the personal information displayed on your profile page: change photo or edit any personal details that appear to be incorrect.

To edit your profile, click the [Your Name] link always available on the top of the page and select Profile from the drop-down menu. The Profile tab of the My Tools section opens. Click the Change My Password link to change your password. To edit your personal details or choose another picture, click the Edit My Profile button.

Please refer to the more detailed instructions here.

You may check your activity inside Community or Projects modules at any time by clicking the [Your Name] link and selecting the Recent Activity option from the drop-down menu. All your actions will be displayed here in chronological order with the most recent being on the top.

You may manage your subscriptions both inside Community and Projects modules on the Subscriptions section of My Tools. Click the [Your Name] link on the top of the page and select the Subscriptions option from the drop-down menu. You will see a list of the TeamLab content you are subscribed to. Click the Unsubscribe link to unsubscribe from content that is no longer of interest to you.

There are 2 notification options inside TeamLab. You may select to get notifications about updates via TeamLab Talk, email or both.

These are the default settings:

• Subscription to What's New - notification by Email
• Community subscriptions - notification via TeamLab Talk
• Projects subscriptions - notification both via email and TeamLab Talk.

To change the default settings, follow these steps:

1. Click the [Your Name] link in the upper right.
2. Switch to the Subscriptions tab of the My Tools section.
3. Select the needed section (Community, Projects, What's New) and select the desired notification type in the corresponding Notify by field.

Inside Community there are 2 access levels:

• user;
• administrator.

Inside Projects there are 4 access levels:

• user (a TeamLab member not participating in any project);
• project team member;
• project manager;
• administrator.

Inside Documents there are 2 access levels:

• user;
• administrator.

TeamLab Talk does not have any access limits.

You can enter your corporate portal from Android phones and iOS devices such as iPhone, iPod Touch. To start using the mobile version of the portal, make sure that the Internet connection is working on your device. Then follow these simple steps:

1. Open the Internet browser application on your phone.
2. Type your portal address in the address bar adding /mobile at the end. Here is an example:
   [your portal name].teamlab.com/mobile
3. The Sign In page displays allowing you to enter your identification data (Email and Password).
4. Use the available options of the mobile version:
   • read the latest posts and comments in Blogs, Forums and Events sections;
   • add your own comment;
   • follow the links added by other portal's users to the Bookmarks section;
   • view the list of your co-workers;
   • find contact information (email address, mobile phone number, etc.) of any person;

The current mobile version helps you to be up-to-date with your corporate news and search for the contact details of your teammates. Soon you'll be able to publish posts, edit and delete your comments, track your tasks, follow projects, open documents and many other useful things.

TeamLab administrator gets the maximum access to TeamLab. The administrator access permissions are listed below.

General Access Privileges

• change user passwords;
• change user profiles;
• configure SMTP settings;
• configure DNS settings;
• configure trusted mail server settings;
• add/remove people from the list of administrators;
• change portal's settings.

Community Access Privileges

• create new forums and forum categories;
• moderate TeamLab content.

Projects Access Privileges

• create new projects/confirm New Project requests by other users;
• fully manage all content across all projects (manage team, tasks, milestones etc.).

Documents Access Privileges

• manage and edit files stored in Shared Documents folder.

The questions below cover the specific operations inside TeamLab that can be performed only by its administrator.

The New Employee option allows you to add people one by one to the list of TeamLab users. Using this option you may fill in detailed personal information like date of birth, position etc. before adding the employee to the list. The added employee will receive an email notification that a new profile has been created for him.

We recommend using this option if you have access to detailed information about those you wish to add. If you do not have such information or you just want to quickly add/invite several people at a time, or need to import contacts from Yahoo, Google, Windows Live or a .csv file, use the Import Contacts option.

Anyway, the employee will be able to extend or modify any personal information about himself once he is on the list.

To add a co-worker, click the Employees tab, select the New Employee option, enter your co-worker's personal details (the first name, last name and email fields are obligatory), and press Add. The employee you added will appear in the list of TeamLab users on the Employees tab.

The Import Contacts option allows you to add/invite people using contact information from a different source like Yahoo, Google, Windows Live or a .csv file, or add/invite just one or several employees.

To do that, please follow these steps:

1. Click Import Contacts link on the Actions panel of the Employees tab.
2. In the opened Import Contacts window select one of the 3 options:
   • From Web - to import contacts from Yahoo, Google, Windows Live.

     Note: after you have selected either of these options, you will be asked for permission to access the account contact information. You'll need to allow such access in order to continue the importing process.

   • From File - to import contacts from a CSV file or the address book of a mail client.
   • Manually - to manually add or invite one or several people.

     Note: when using the manual option, you'll be able to specify only the person's first name, last name and email. If you have detailed information about employees and would like to specify it when creating user profiles, use the New Employee option.

   Whatever option you choose, the contacts from the selected source will appear in the Import Contacts window.

3. Select whether you wish to add or invite those your have imported by ticking the corresponding option. If you tick Invite, the invitation messages will be sent to all the imported contacts. If you tick Add, the contacts will be added to the list of TeamLab users right away. If you leave both options unchecked the contact will not be added.
4. Select the department where you want the checked contacts to be added by ticking the Add to...department option and selecting the needed department.
5. Finally, click Perform.

The selected contacts will be added/invited in accordance with the specified options.

You can inform your co-workers about your new TeamLab portal by sending invitation messages to their emails. The invitation message contains the link to the portal start page where the person can enter a password and confirm it in order to sign in. The employee will be added to the list only after he follows the link and enters the portal.

To invite people, follow the instructions here and MAKE SURE THE INVITE OPTION IS CHECKED in the Import Contacts window next to all users you have imported.

The current version allows you to import contact information from Yahoo, Windows Live and Google accounts, and we plan to extend the list in future. For detailed instructions on how to do that, please click here.

To create a CSV file, you can use spreadsheet programs like Microsoft Excel.

Open Microsoft Excel and follow these steps:

1. In the 1st three fields of the 1st row enter the headers of the table strictly in the following order: Email, Name, LastName, etc.)
2. In the columns below the headers enter the corresponding information;
3. Once you've entered all the contacts into the table, save the document and select CSV (Comma Separated Values) (*.csv) as the type of file you would like to save.
4. In the opened window check the users' data, uncheck those you do not want to import and click Import.

Once you've saved the CSV file, you're ready to import it to TeamLab. To do that, click Import Contacts link on the Actions panel of the Employees tab. Next switch to the From File tab and mark the CSV option.

The procedure is pretty much the same for the majority of mail clients. We'll describe exporting from Vista's Windows Mail below:

1. Open Microsoft Mail.
2. Follow File>> Export>> Windows contacts.
3. Select the CSV option and click Next.
4. Select the exported file location and click Next.
5. Make sure that the First Name, Last Name and email fields are filled in and click Finish.

For detailed instructions on how to do that, please click here.

Once you've exported the file, you're ready to import it to TeamLab. To do that, click Import Contacts link on the Actions panel of the Employees tab. Next switch to the From File tab and mark the Outlook option.

To create a list of your company's departments, you'll need to add departments to TeamLab and assign people to their corresponding department.

To add a department, switch to the Employees tab and click the Add department link on the Actions panel. In the opened window enter the department's name, select its head, and press Add. The new «empty» department will appear in the list of the company's departments.

To add people to a department, select the needed department in the list of departments by clicking its title. Next press the Edit Staff button. In the opened window select the employees you would like to add and click the rightwards arrow.

You may disable an employee who no longer works for the company by using the Disable link on his profile page. Disabling the employee will hide his profile, but will not delete his actions inside TeamLab (his posts in blogs and forums, photos uploaded or commented etc). You will be able to either enable or delete the disabled employee's profile from the profile page if needed.

SMTP settings are the parameters of the mail server used for sending invitation messages and TeamLab notifications. To configure smtp settings, enter TeamLab and click the Portal Settings link on the top to open the Settings page. Now scroll down to the SMTP section and configure the needed smtp parameters.

If you use an internal corporate mail server within your company, select the Corporate Mail option. Fill in the fields below to configure your corporate mail server settings.

If you use any third-party mail server for email communication within your company, select the Personal option. Next fill in the fields below to configure this mail server settings.

Whatever option you choose, we recommend you to contact your local system administrator to get information on how to configure mail settings.

Note: when you get started, the mail settings are automatically configured so as to use our TeamLab mail server for sending messages and notifications. We have done it for you to get a completely functional software right from the start. Yet, you might not want our server to be involved in your mail communication process, so we recommend that you change the settings to those of your corporate mail server when you start using TeamLab.

Note: the SMTP settings are available for an open-source version only.

The Trusted Mail domain option on the Settings page allows you to specify the mail servers that may be used for user self-registering in TeamLab.

It is recommended to enter the name of the mail server that you usually use for exchanging emails in your company. After it has been done, any member of your company who has an account at this mail server will be able to register him(her)self by clicking the Join link on the title page and entering the email address. Those who have done so will receive an invitation email with a link to the portal start page where the person can enter a password and confirm it in order to sign in.

The DNS Settings section on the Settings page allows you set an alternative URL for your TeamLab portal. Your may set an alias or even specify your own domain name. Let's see how it can be done.

Say you registered your portal at name.teamlab.com. The alias will help you change the «name» part of your portal URL so that your portal is available at alternativename.teamlab.com.

To set an alias, please follow these steps:

• Enter your TeamLab portal.
• Click the Portal Settings link to open the Settings page.
• Scroll down to the DNS Settings section, then enter the desired alias in the corresponding field.
• Click Save to save the changes.

You may also specify your own domain name for your TeamLab portal in the DNS Address field below (so as to use your own domain name instead of teamlab.com to access your TeamLab portal). Before you may do it, you'll need to configure your domain name to point to the TeamLab server by setting up the appropriate DNS records with your registrar. Please contact your registrar from whom you purchased the domain name for help on how to do it.

To set up your own domain name, you can use one of the following options (the first one being more preferable):

• Add a DNS CNAME entry, such as for example: team.ourcompany.com - intranet.teamlab.com
• Add a DNS A-type entry, such as for example: team.ourcompany.com - 184.73.209.189 (IP address).

To add a user to the list of administrators, click the Portal Settings link on the top of the page, then scroll down to the Administrators section. You will see a list of the employees who currently have administrator rights.

Click the Edit button below the list. This will open the Select Employees window.

To add employees to the list of administrators, check the needed people on the list of employees on the left and click the rightwards arrow. To remove employees, check them in the list to the right and click the leftwards arrow. When all changes are made, click the Save button.

Note: you cannot remove yourself from the list of administrators. If you wish to be excluded, you'll have to ask another administrator to remove you.

The administrator gets full control over TeamLab content.

For this purpose, the edit and delete links are available for every post, comment, event, photo, bookmark and wiki page inside Community. To edit an item, click the Edit link. To permanently delete an item, click the Delete link.

You may change a password for any TeamLab user. To do that, click the employee's name to access his profile. Then click the Change Password button and enter the new password and its confirmation and press Save. The selected employee's password will be changed.

You may change employee's personal data in the Profile section. To do that, click the needed employee's name to access his profile, next press the Edit button. Enter the necessary data and press the Save button to change user personal details.

To create a new forum, click Create new forum on the Actions panel. Select a category from the Category drop-down list. Or create a new category by selecting the «Create a new category» option and typing the category title in the Title field. Next enter the forum title and description in the corresponding fields. When ready, click Create. A new forum will appear on the Forums tab.

Unlike project managers who are allowed to edit settings of their own projects only, you may fully control any project regardless of whether you are its project manager or not.

For details on how to change the project title/description/manager, click here.
For details on how to complete/resume a project, click here.
For details on how to delete a project, click here.

To import data from Basecamp, please follow these steps:

1. Go to Projects.
2. Switch to the Settings tab.

3. In the Import from Basecamp section, enter your Basecamp portal address in the URL field and specify your API token in the corresponding API token field.

   Note: your API token can be found by logging into your Basecamp account, clicking the "My Info" link in the upper-right, and then clicking the "Show your tokens" at the bottom (under "Authentication tokens"). Please see Basecamp help for more details.

4. Click Start Importing and wait while the program transferes the data. The data will be imported in the following order: employees, projects, files attached to projects.

The portal's statistics include the following information:

• date of creation;
• number of users on the portal;
• size of space it uses;
• size of uploaded files (by modules);
• customizable usage graph.

To open the Statistics page, please follow these steps:

1. Enter your TeamLab portal.
2. Click the Portal Settings link to open the Settings page.
3. Click the Statistics link on the Navigation panel.

To change the logo and the title, enter your TeamLab portal and click the Portal Settings link to open the Settings page. Select the Customization section on the Navigation panel. At the top of the page you'll see the Greeting Settings section. Type your portal's name in the Title field and add your logo clicking the Change Logo link and uploading an image from your hard disk drive.

Note: the image to be uploaded must be of size 250x100 pixels, otherwise resizing will take place.

Click Save to save the results.

To backup your portal's data, please follow these steps:

1. Enter your TeamLab portal.
2. Click the Portal Settings link to open the Settings page.
3. Click the Backup/Deactivation link on the Navigation panel.
4. Use the Perform Backup button to start the process. A progress bar appears to note the progress of the copying, and then disappears when the copying is completed.
5. Click the link to save the created file on your local drive.