Introduction.

The Contacts application allows you to create teams that include users from your instance or external email addresses to facilitate sharing, for example.

This application also allows you to create contacts and groups. This documentation illustrates this.

Teams work differently from groups, which you can manage from the Accounts menu. A group is made up of several existing accounts on your instance, while a team can contain both users created within your instance and external email addresses of people who do not have an account.

Creating a team.

To create a team, you must first go to the Contacts application by clicking on its icon at the top left of the interface.

For this example, we are creating a team named Team 1.

The settings can be changed by clicking on Team settings, which opens the available options.

The + Add members button allows you to add a person to the team.

For this example, we select another user within the team: user.

It is also possible to enter the email address of someone who does not have an account on the instance. For this example, we will enter the address sales@mail.com.

Roles can be changed to select one of the following options:

• Member: default option when adding a user to the team. This is the role with the fewest permissions, allowing access to content shared within the team and the ability to view team members.
• Moderator: has the same rights as a member, plus the ability to invite other users to the circle and manage them.
• Administrator: has the rights of a moderator, plus the ability to manage team options.
• Owner: there can only be one per team; has the rights of an administrator and can transfer ownership of the team to another person.

The team now has three members: one owner, another user of the instance whose role has been defined as administrator, and a simple external member address.

Sharing data with a team.

You can share data with a team from an existing directory in your data or from a Team Folder.

To share a directory that is not a team folder, open the share menu and enter the name of the team. Permissions can be set up as for a standard share.

Now, when user logs in to the instance, user sees that the directory has been shared with them.

The external email address belonging to the team, sales@mail.com, also receives an email informing it that a directory has been shared with it.

Resources shared within a team are visible from the Contacts application.

When a new member is added to the team after a share has been created, whether they are an instance user or an external email address, the previously created shares apply: the new user joining the team will see the directory shared with them, and the email address added to the team will automatically receive an email indicating that a directory has been shared with them.

If you administer Team Folders on your instance, it is also possible to share one with a team.

To do this, click on your profile in the top right corner, go to the administration settings, then to Team Folder. This section is only available for adminstrators.

Updated on: 13/10/2025