A GENERAL NOTE: For technical issues and support, please contact our 24h helpdesk team

If you experience any issues logging into Teamworks, or have questions that are not answered sufficiently in this FAQ, please send an email to our online helpdesk team at support@unteamworks.org and we will get back to you.

 

Please make sure to describe the issue in detail so our team can try to replicate the problem and investigate a possible solution.

Back to top

Can country offices with poor connectivity use Teamworks?

Teamworks is available globally to anyone with an internet connection and browser.  Given that some countries have bandwidth limitations, we are working on providing complementary input mechanisms in the future such as SMS or mobile phone interfaces.

Back to top

Can I add more than one colleague at a time to my colleagues list?

To add more than one colleague at a time, use the menu “People”à “Search people” to find each person., Check the box that appears next to their icon in the search results, then search for the next person and do the same. Every person you select will be added to the column on the right. When you have found every person you wish to invite, click the 'invite' button in the right column, which will add all these colleagues to your list at once.

Back to top

Can I control who has access to content I upload?

All Teamworks Users
Choose this setting to grant access to all users with Teamworks accounts, including anyone who has ever been invited as an external guest into a specific space only. This includes external guest users from NGOs, governments, private sector, academia and media. Use this setting when you want the broadest distribution possible without publishing to the official website of your organization.

UN Agencies
Only Choose this setting to grant access to all users who are full members of at least one distinct UN domain within Teamworks. UN domains are secure environments within Teamworks that have been established for a number of participating UN entities (agencies, programmes, funds or initiatives) to host all their staff as well as their consultants, external experts, volunteers and trusted affiliates. Use this setting when you want broad distribution across all users working for UN organizations in any capacity (staff and non-staff). To learn more about UN domains and the Teamworks security model click here. 

Agency Only
The default setting, this will ensure that only staff and official guests of the UN entity that has granted you access to Teamworks can see what you wish to share. Use this setting when you want to post for "insider feedback" or similar reasons.

Private
Use this setting when you want to clearly limit distribution of this content, if it says "private" that means only you will have access to this content. If it shows the name of a space, then only members of that space will see this content. It will not appear in searches, activity feeds or suggested content listings for anyone else.

Back to top

Can I invite external members (outside of MDG-F) to join my space?

If you want external users to join your space, you can invite them through the

“Add by email” mechanism. For this, click first on 'Invite Members' on the “Space Administration” block and then select the tab “Add by email” on top of the invitation page. Provide a list of emails separated by comma or new line. Clicking on “Import Email Addresses” will add them to the selection column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

 

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

Can I invite external members (outside of UNDP) to join my space?

If you want external users to join your space, you can invite them through the

“Add by email” mechanism. For this, click first on 'Invite Members' on the “Space Administration” block and then select the tab “Add by email” on top of the invitation page. Provide a list of emails separated by comma or new line. Clicking on “Import Email Addresses” will add them to the selection column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

 

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

 

Back to top

Can I invite external members (outside of UNECA) to join my space?

If you want external users to join your space, you can invite them through the

“Add by email” mechanism. For this, click first on 'Invite Members' on the “Space Administration” block and then select the tab “Add by email” on top of the invitation page. Provide a list of emails separated by comma or new line. Clicking on “Import Email Addresses” will add them to the selection column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

Can I invite more than one person at a time to a group?

To invite people to join your group space, click on 'Invite Members' on the “Space Administration” block and search for the person you are looking for. When you find that colleague, click on the large plus sign left of their profile picture in the list. This will add the person to the list of invitees on the right. Continue to search people and add them to the list on the left.

When you have selected all the people you wish to invite, click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

Alternatively you can invite people via their email address. For this, click on second tab “Add by email” on top of the invitation page. Provide a list of emails separated by comma or new line.  Clicking on “Import Email Addresses” will add them to the column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

Can I upload more than one file at a time?

Files can be uploaded in bulk in Teamworks. A title for each file is automatically suggested by the system based on the original filename. Please adjust the title as appropriate in order to make sure the different files are distinguishable from each other. Tags and file description as well as cross-referencing information will be applied to all files together.

Back to top

Can Teamworks be used to find consultants?

Yes, profiles offer a flag to show if members are consultants. Teamworks will also allow a search for consultants or by specific expertise to find past work done by consultants. Click on "People" à “Search People” on the blue toolbar on the top of the screen. There you can search for Teamworks members by name or expertise with the option to list only staff or only consultants.

Back to top

Can users get notified when new content is uploaded or they receive a comment on Teamworks?

Users can receive email notifications on any update they are interested in. Users can choose to activite notification for new content and comments in spaces they are a member of, from specific colleagues they are connected to, or on specific content items they are interested in.

In their account settings users can determine how often they want to be notified about Teamworks updates and activities via email. By configuring their notification settings, they can decide to receive notifications on Teamworks messages: 

  • Immediately
  • Every hour
  • Twice a day
  • Daily
  • Weekly

By default, the notification digest will be set up for “daily”. Users can customize their setting by selecting à“Account Settings” from the drop-down menu on the top right menu bar.

Back to top

Do non-UNDP users have access to all of Teamworks?

By default, non-UNDP users will only be invited into specific spaces by space owners, and do not have access to any other content or spaces in Teamworks. However, UNDP consultants with a @undp.org email address as well as affiliated professionals with a @undpaffiliates.org address have full access to Teamworks as well. In special cases, consultants without @undp.org email addresses as well as selected trusted colleagues from other UN organizations are at times also given temporary access to Teamworks in order to allow them to accomplish specific time-bound tasks within an established collaboration with UNDP.

Back to top

Does Teamworks allow full-text search and search within documents (pdf, doc, xls, etc.)?

Yes, Teamworks uses the search engine “Alfresco” which allows full text search across the website and within PDF, Microsoft Office and text documents.).

Back to top

Frequently asked questions

  

 

 

 

 

Question: I am a UNDP staff member, how can I get a user account in Teamworks?

Answer: Every UNDP staff member who has a @undp.org email address can log in with her/his UNDP email address and UNDP password at http://undp.unteamworks.org. The respective profile will then be activated at the first login.

Back to top

Question: How will staff learn how to use Teamworks to its full potential?

Answer: User training will be carried out at UNV headquarters by the  Knowledge Management Team. In every UNDP Country Office training will be provided through the Knowledge Management Team Leaders in the Regional Service Centres. Please get in touch with UNV’s Knowledge Management Team in UNV HQ to explore the possibilities to participate in these trainings.

In addition, there will be online training material available in the Teamworks Orientation space where new users will be directed to when they log in for the first time.

Back to top

Question: How can I add someone as my colleague? What are the implications?

Answer: To add someone as your colleague, you have to first find the person through the general search in Teamworks on the top right, or you can go to the menu 'People' and then select 'Search people'. When you have found the profile of the person you were looking for, simply click on 'Add colleague’. Connections in Teamworks are uni-directional, which means that you don’t need your colleague’s approval. You can add the person you are interested in, to learn and be informed about his/her contributions in Teamworks. The added colleague, however, receives an email notification that you have added him/her as a colleague, and is encouraged to add you as one  as well.

Once you add your new colleague, you will be able to see the actions your new colleague does on Teamworks, on the 'Activities' block on your Dashboard: when he/she contributes content, comments on discussions or connects with other colleagues. He/she will also appear in your list of colleagues, and all of those who have you as a colleague will see that you are now connected to that person. 

Back to top

Question: Can I add more than one colleague at a time to my colleagues list?

Answer: Yes, you can add more than one colleague at a time to your colleagues list. To do so, you can go to the menu ‘People’, and then you can select ‘Search People’ to find each person.  Check the box that appears next to their icon in the search results. You should repeat this procedure with all the colleagues you want to add. Every person you select will be added to the column on the right. When you have found every person you wish to invite, click the 'invite' button in the right column, which will add all these colleagues to your list at once.

Back to top

Question: Can I invite more than one person at a time to a group?

Answer: Yes, you can invite more than one person at a time to a group. To invite people to join your group space, click on 'Invite Members' on the ‘Space Administration’ block and search for the person you are looking for. When you find that colleague, click on the large plus sign left of their profile picture in the list. This will add the person to the list of invitees on the right. Continue to search people and add them to the list on the left.

When you have selected all the people you wish to invite, click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

Alternatively, you can invite people via their email address. For this, click on the second tab “Add by email” on top of the invitation page. Provide a list of emails separated by commas or a new line.  Clicking on ‘Import Email Addresses’ will add them to the column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

Question: Can Teamworks be used to find consultants?

Answer: Yes, but so far only the UNDP Teamworks domain can be used to find consultants. UNV will provide a consultants database on the UNV Portal.

On the UNDP Teamworks domain profiles offer a flag to show when members are consultants. Teamworks will also allow a search for consultants or by specific expertise to find past work done by consultants. Click on ‘People’, ‘Search People’ on the blue toolbar on the top of the screen. There you can search for Teamworks members by name or expertise. You can also select the option to list only staff or only consultants for your search.

Back to top

Question: How are guests from outside UNDP invited onto Teamworks?

Answer: Any space owner or space administrator is able to invite external guests to join Teamworks via their email address. This can be done by selecting ‘Invite members’ from the 'Space Administration' menu. An external user that gets invited this way will receive access to only the particular space (and its content and members) he/she has been invited to, as well as to any content in Teamworks that has been given the access level ‘All Teamworks users’. Content that is only available to members of a particular agency domain (Access levels ‘Agency only’ or ‘UN agencies only’) will not be visible to that external user.

Back to top

Question: What browsers are supported by Teamworks by default?

Answer: Teamworks officially supports Internet Explorer 7.x and Firefox 3.x, although you should also be able to use Teamworks with Safari, Chrome and Internet Explorer 8. However, if you experience any problems with Teamworks, always switch to one of the officially supported browsers first, in order to ensure that the issue is not browser-related.

Back to top

Question: What is a Teamworks domain?

Answer: Every colleague from the UN system can be invited into specific spaces as external users, allowing them access to only the particular space they have been invited to. However, if a UN organization corporately decides to use Teamworks as its own social networking and knowledge platform, it can establish its own domain within Teamworks. This is an area in Teamworks which is under the full control of the organization and where it can import and manage all its users and its content.

By default, content produced in a domain is only accessible by the users of that domain. However, as all domains are sitting on the same platform, users can also select specific content of their domain to be available to users from other Teamworks domains as well, thus sharing it in a One UN fashion. Any content that a user specifies as accessible to “All UN agencies” in the details of a content item will become available and searchable by all other users from any UN organization which maintain their own Teamworks domain.

User profiles themselves are always visible and searchable across all Teamworks domains, however, domain administrators can determine which profile fields of their staff are visible only internal to the organization, and which fields are visible across all domains.

For more information on how to get a domain for your organization, please contact support@UNteamworks.org.

Back to top

Question: What is the One UN domain in Teamworks?

Answer: While some organizations maintain their own domain in Teamworks where they have full control over their user management and content, UN colleagues from other organizations which do not have their own Teamworks domain, often want to take part in inter-agency knowledge sharing as well.

For this purpose, the One UN domain was established. This is a platform environment in Teamworks which allows full access to any individual from a UN organization in order to engage into inter-agency knowledge exchange. As members of the One UN domain, UN colleagues have access to any content that has been made available to all UN agencies, within this domain or other Teamworks domains. Also, all content that is created in the One UN domain is by default visible to all users from other Teamworks domains as well. Members of the One UN domain can also create spaces for inter-agency knowledge sharing and invite colleagues from the One UN and other Teamworks domains to engage into exchange.

Unlike agency domains, which feature an agency logo in their user profiles and spaces, the One UN domain is neutrally branded, featuring only the UN logo within spaces and profiles. This allows the establishment of jointly owned communities, initiatives and programmes without featuring the branding of one specific UN agency, fund or programme.

The use of the One UN domain is free as long a user creates only a limited number of spaces (up to ten) and as long as the spaces have an inter-agency purpose. If a user wants to organize purely internal work of its organization, the organization is encouraged to consider the establishment of its own Teamworks domain to manage its internal social networking and collaboration.

For more information on how to get a domain for your organization, please contact support@UNteamworks.org.

Back to top

Question: Can Field Units with poor connectivity use Teamworks?

Answer: Teamworks is available globally to anyone with an internet connection and browser. Given that some countries have bandwidth limitations, we are working on providing complementary input mechanisms in the future such as SMS or mobile phone interfaces.

Back to top

Question: Does Teamworks allow full-text search and search within documents (pdf, doc, xls, etc.)?

Answer: Yes, Teamworks uses the search engine ‘Alfresco’ which allows full text search across the website and within PDF, Microsoft Office and text documents.

Back to top

Question: How can I set up my Skype account to make it visible on the Dashboard?

Answer: Go to your Skype application and log into your account. Click ‘Tools’, ‘Options’, ‘Privacy’ and click the box that states: Allow my online status to be shown on the web. The online status will then be shown on your user profile and other users can directly contact you through Skype by clicking the respective button in your profile.

Back to top

Question: What is cross-posting/cross-referencing and how do I use it?

Answer: Cross-posting or cross-referencing is a Teamworks’ function that allows a user to post a content item (e.g. a document, video, photo, bookmark, article, etc.) in one space, and have it appear in other spaces or groups simultaneously. 

This enables you to post a file in multiple places within Teamworks without having to go through the process of creating it several times. Files that have been cross-referenced are marked with a small blue arrow turning to the right in the bottom corner of the file icon. 

To cross-reference a file when uploading it, select the destination from the drop-down menu ’Posting to’ in the file upload screen. The file will then also appear in the spaces that you select there. To cross-reference a file that another user has already created, go to the ‘Details’ page of the file and click on ‘Cross Post’ on the menu in the right column, and then select the desired space from the drop-down menu where you want the file to show up. Please note that you can only cross-post a file into a space you are a member of.

After you have cross-posted a file, it is possible to delete the duplicate reference while preserving the original item in its original location. However, if you delete the original item, you will receive an alert indicating that this will also be deleted in all the spaces and groups to which it was cross-posted. 

Back to top

Question: What is the difference between Article and Blog?

Answer: You can use articles for any kind of text piece that you want to appear as static web text on Teamworks. Articles are meant to be static, non-interactive and information-oriented. They are usually of rather official or formal nature and do not reflect personal views.

A blog offers you the option to share your point of view. You can have a personal blog, where you can share your thoughts and ideas; or, a community blog in a specific space, where all the people belonging to that specific space can post their thoughts and ideas.  Blog posts are usually concise, opinionated and meant to provoke the reaction of other bloggers.

Look at it like any online news website you visit, e.g. the New York Times homepage. There you will find news articles written from a rather neutral perspective on behalf of the organization, next to the weekly column in which a correspondent shares his own personal view and opinion on a specific issue. The same happens in Teamworks. You should use articles for neutral pieces, such as news updates, instructions, explanations, etc., and blog posts to share opinion pieces and personal views.

Back to top

Question: How is the quality of content assured?

Answer: The content on Teamworks is primarily innovative content contributed by members of user groups, which are more ad-hoc and free-flowing. The content origin is always clearly delineated and in many cases will include comments, evaluations and recommendations added by users. Final corporate policies, strategy documents and other quality-controlled documents can be found on the Portal.

The quality of the Teamworks content is fostered and evaluated by a number of mechanisms:

  1. Space owners and administrators will be able to flag selected content as ‘Key Resource’, which helps users to identify material which has been specifically vetted or recommended by advisors.
  2. The number of downloads/views of a content item shows a user how many users found this item interesting to explore, indicating the relative importance of the content in relation to other items.
  3. Users can recommend other user’s content by clicking a ‘Thumbs Up’ button, indicating that they found this item useful. Via sorting by number of recommendations, users can quickly identify in a pool of content the items that users found most useful.
  4. Every content item allows comments by other users, who will add suggestions and corrections, or express their concerns or appreciation, which gives a qualitative indication regarding the value of the content item to other users.

Every content item, discussion or comment in Teamworks is directly associated with the user profile of the contributor. Therefore, users have a genuine interest to produce high-quality content, as many views, recommendations or positive comments by other users will reflect well on their reputation (as much as poor quality of content will reflecting poorly on the author).

Back to top

Question: Can users be notified when new content is uploaded or when they receive a comment on Teamworks?

Answer: Yes, users can receive email notifications on any update they are interested in. They can choose to activate notifications for new content and comments in spaces they are a member of, from specific colleagues they are connected to, or on specific content items they are interested in.

In their account settings users can determine how often they want to be notified about Teamworks updates and activities via email. By configuring their notification settings, they can decide to receive notifications on Teamworks messages:

  • Immediately
  • Every hour
  • Twice a day
  • Daily
  • Weekly

By default, the notification digest will be set up for “daily”. Users can customize their settings by selecting ’Account Settings’ from the drop-down menu on the top right menu bar.

Back to top

Question: Can I control who has access to the content that I upload?

Answer: Users can designate any content uploaded to be accessible to all Teamworks users, all users from other UN agency domains, their own organization, a particular space, a specific group of colleagues, or they can designate the content as private for their personal use.

All Teamworks Users

Choose this setting to grant access to all users which have Teamworks accounts, including anyone who has ever been invited as external guest into a specific space only. This includes external guest users from NGOs, governments, private sector, academia and media. Use this setting when you want the broadest distribution possible without publishing to the official website of your organization.

UN Agencies Only

Choose this setting to grant access to all users which are full members of at least one distinct UN domain within Teamworks. UN domains are secure environments within Teamworks which have been established for a number of participating UN entities (agencies, programmes, funds or initiatives) to host all their staff as well as their consultants, external experts, volunteers and trusted affiliates. Use this setting when you want broad distribution across all users working for UN organizations in any capacity (staff and non-staff).

Agency Only

This is the default setting, and it will ensure that only staff and official guests of the UN entity that have granted access to Teamworks can see what you have to share. Use this setting when you want to post for insider feedback or similar reasons.

Private / Space Only

Use this setting when you want to clearly limit distribution of this content. If it says private, it means that only you will have access to this content. If it shows the name of a space, then only members of that space will see this content. It will not appear in searches, activity feeds or suggested content listings for anyone else.

Back to top

Question: Can I upload more than one file at a time?

Answer: Yes, you can upload more than one file at a time. A title for each file is automatically suggested by the system based on the original filename. Please adjust the title as appropriate in order to make sure the different files are distinguishable from each other. Tags and file description as well as cross-referencing information will be applied to all files together.

Back to top

Question: What is the file size limit for file uploads to Teamworks?

Answer: Any type of file in Teamworks, no matter if it is a document, video, photo or other media file, can be up to 100 MB large.

Back to top

Question: What are the many different types if spaces for?

Answer:

  1. Corporate Spaces are the official entry point for any corporate topic or service in the areas of management, administration, partnerships, communications, etc. Basically any major corporate theme that is not directly development-related. They are open to UNDP users who want to join them, and they are usually managed by the business unit which owns a specific corporate topic or service. There are only a limited number Corporate Spaces, and they can only be created by Teamworks Administrators. If you think your topic should have a Corporate Space as well, please contact support@unteamworks.org.
  2. Event Spaces are used to establish an online facility to manage a time-bound event such as a conference, CoP meeting, workshop, training or retreat. It is useful to bring together all participants, observers and organizers to share and discuss presentations, documents and photos before, during and after an event. Event spaces can be open or closed, and they can be created by any user in Teamworks. After the event is concluded, the respective space will remain in Teamworks and serves as a historic archive of interactions and knowledge assets related to the event.
  3. User Spaces is the default type of space for any purpose which is not listed above. They can be created by any user for any topic, issue or initiative that is related to the work of the organization, and they can be designated as open or closed.


Please note: Any space which is inactive for a period of six months will be archived. This means the space will still be there and can be accessed via its web address, but it is no longer found in the regular search. Users have to activate the option “include archived spaces and content in search” in order to find it.

Back to top

Question: What permissions do the different roles within a space have?

Answer: Below is the list of standard roles that can be applied to users within a space, and the permissions that come with them. All roles can be assigned by users who have either the role of Owner or of Space Administrator.

Space Member

This is the regular participant in a space. Every new member of the space will automatically be assigned to this role. He/she can see all the content in this space, and create his own as well. He/she can only edit/delete his/her own content.

Owner

The user who created the space will automatically be assigned this role. He/she has full permissions in the space and can create, edit and delete any content in the space, and manage all the space administration settings, including space settings, manage user roles and customize space layout.

Space Administrator

Has full permissions in the space to create, edit and delete any content in the space, moderate content and manage all space administration settings, including space settings, manage user roles and customize space layout.

Space Resource Team

This person can delete comments, invite users to a space and access space member lists.

Space Moderator

This is a space member with the additional authority to moderate content in a space (in case space moderation is turned on).

Space Advisory Team

Title only. This role carries no additional permissions. It is used to feature a specific set of space members as advisors in the space member block ‘Advisory Team’. Usually, users who have this role are also given the role of ’Space Administrator’.

Featured User

Title only. This role carries no additional permissions. It can be used to feature a specific set of space members in a separately member block in the space.

 

Back to top

Question: Can I invite external members (outside of UNV) to join my space?

Answer: If you want external users to join your space, you can invite them through the ’Add by email’ mechanism. For this, click first on 'Invite Members' on the ‘Space Administration’ block and then select the tab ‘Add by email’ on top of the invitation page. Provide a list of emails separated by commas or a new line. Clicking on ‘Import Email Addresses’ will add them to the selection column on the right, after which you can click the 'Invite Members' button at the bottom of the right column, which will invite all these colleagues to your space at once.

If the email belongs to a person that is already registered in Teamworks, the respective profile is invited into the space. If the email is not registered in Teamworks yet, an external invitation message is sent to the email address with a link to register a new external user account. This external user account will provide access to only the space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

Question: Will existing UNDP Practice Networks be on Teamworks?

Answer: Members of existing Communities of Practice will be invited to register on Teamworks and join spaces they are interested in. All official UNDP Communities of Practices (e.g. the knowledge networks of UNDP along the practice areas Democratic Governance, Environment & Energy, HIV & AIDS, Capacity Development and Gender) will have their own space in Teamworks which will serve as the virtual home for the community. While some communities will still continue to discuss via their mailing lists for a while, the Teamworks space will exist in parallel offering additional means of interactions such as exploring each other’s profiles, sharing files, links and pictures, writing blogs and collaborating in wikis. Eventually, within the first half of 2011, also the discussion component will be switched from the previously used email list technology to using the internal discussion function on Teamworks.

Back to top

Question: How does Teamworks fit into UNDP's new Corporate Content and Collaboration Architecture?

Answer: Teamworks is the Extranet component of the Corporate Content and Collaboration Architecture. It is a secure, corporate, internal and external global platform for social networking and knowledge sharing. Teamworks is distinct from the Intranet, which is for internal, secure workflow management, archiving, administrative tools and official record keeping, and also distinct from the Internet, a content management system for UNDP's public websites. For more information how Teamworks fits into UNDP’s Content and Collaboration Architecture, please click here

Back to top

Question: How is Teamworks helping ’green” UNV?

Answer: Teamworks is a ’green’ application that will enable UNV to reuse its knowledge multiple times, make it possible to retrieve information quickly and efficiently, potentially minimize travel costs and improve communication and activity flow.

Back to top

Back to top

How are guests from outside MDG-F invited onto Teamworks?

Any space owner or space administrator is able to invite external guests to join Teamworks via their email address . An external user that gets invited this way will receive access to only the particular space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

How are guests from outside UNDP invited onto Teamworks?

Any space owner or space administrator is able to invite external guests to join Teamworks via their email address, by selecting "Invite members" from the 'Space Administration' menu. An external user that gets invited this way will receive access to only the particular space (and its content and members) the user has been invited to, as well as to any content in Teamworks that has been given the access level "All Teamworks users". Content that is only available to members of a particular agency domain (Access levels "Agency only" or "UN agencies only") will not be visible to that external user.

Back to top

How are guests from outside UNECA invited onto Teamworks?

Any space owner or space administrator is able to invite external guests to join Teamworks via their email address . An external user that gets invited this way will receive access to only the particular space (and its content and members) the user has been invited to, and to nothing else on Teamworks.

Back to top

How can I add someone as my colleague? And what are the implications?

To add someone as your colleague, you have to first find the person through the general search in Teamworks on the top right, or you can go to the menu 'People' and then select 'Search people'. When you have found the profile of the person you were looking for, simply click on 'Add colleague’. Connections in Teamworks are uni-directional, which means that you don’t need your colleague’s approval. You can add the person you are interested in, to learn and be informed about his/her contributions in Teamworks. The added colleague, however, receives an email notification that you have added him/her as a colleague, and is encouraged to add you as one  as well.

 

Once you add your new colleague, you will be able to see the actions your new colleague does on Teamworks, on the 'Activities' block on your Dashboard: when he/she contributes content, comments on discussions or connects with other colleagues. He/she will also appear in your list of colleagues, and all of those who have you as a colleague will see that you are now connected to that person. 

Back to top

How do I change my organization, department, position, and duty station fields in my user profile?

For UNDP staff, Teamworks uses an initial data feed from the HR system to populate user profiles. The Support team is working on a dynamic link so data are updated automatically from the HR system and reflect your current user profile information. However, we are not quite there yet!

In the meantime, if your details such as organization, department, position/ title or duty station are not accurately reflected in Teamworks, please email the changes to Support support@unteamworks.org so they can update it for you.

Back to top

How does Teamworks fit into UNDP's new Corporate Content and Collaboration Architecture?

Teamworks is the Extranet component of the Corporate Content and Collaboration Architecture. It is a secure, corporate, internal and external global platform for social networking and knowledge sharing. Teamworks is distinct from the Intranet, which is for internal, secure workflow management, archiving, administrative tools and official record keeping, and also distinct from the Internet, a content management system for UNDP's public websites. For more information how Teamworsk fits into UNDP’s Content and Collaboration Architecture, please click here

.

Back to top

How does Teamworks interact with other systems?

Teamworks has built-in integration with UNDP’s Atlas systems of record, receiving feeds from Human Resources for establishment of user personal profiles and project information for Project Spaces. Users will also be able to navigate from Teamworks to the eRBM and to POPP via links.

 

Teamworks eventually will be integrated with UNDP’s Learning Management System so that courses the user has completed will be flagged and certifications of courses taken will appear on user profiles. Teamworks will also use the Skype web integration to allow for instant communication. For further information how to activate the Skype integration, click here.

 

Finally, Teamworks is providing an Application Programming Interface (API) which allows programmers to develop plug-ins that integrate with other systems. For more information on how to build Teamworks plug-ins please contact support@UNteamworks.org.

Back to top

How is Teamworks helping "green" UNDP?

Teamworks is a "green" application that will enable UNDP to reuse its knowledge multiple times, make it possible to retrieve information quickly and efficiently, potentially minimize travel costs and improve communication and activity flow.

Back to top

How is the quality of content assured?

The content on Teamworks is primarily innovative content contributed by members of user groups, which are more ad-hoc and free-flowing. The content origin is always clearly delineated and in many cases will include comments, evaluations and recommendations added by users. Final corporate policies, strategy documents and other quality-controlled documents can be found on the Portal.

The quality of the Teamworks content is fostered and evaluated by a number of mechanisms:

Space owners and administrators will be able to flag selected content as ‘Key Resource’, which helps users to identify material which has been specifically vetted or recommended by advisors.

The number of downloads/views of a content item shows a user how many users found this item interesting to explore, indicating the relative importance of the content in relation to other items.

Users can recommend other user’s content by clicking a ‘Thumbs Up’ button, indicating that they found this item useful. Via sorting by number of recommendations, users can quickly identify in a pool of content the items that users found most useful.

Every content item allows comments by other users, who will add suggestions and corrections, or express their concerns or appreciation, which gives a qualitative indication regarding the value of the content item to other users.

Every content item, discussion or comment in Teamworks is directly associated with the user profile of the contributor. Therefore, users have a genuine interest to produce high-quality content, as many views, recommendations or positive comments by other users will reflect well on their reputation (as much as poor quality of content will reflecting poorly on the author).

Back to top

How will staff learn how to use Teamworks to its full potential?

Targeted end user training will be carried out at UNDP headquarters by the BDP Knowledge Management Group and in every UNDP Country Office through the Knowledge Management Team Leaders in Regional Service Centres. This will also include training of trainers of at least one focal point per Country Office who will then be able to train new staff as they join the duty station.

 

In addition there will be online training material available in the Teamworks Orientation space that new users will be directed to when they log in for the first time.

Back to top

I am a UNDP staff member, how can I get a user account in Teamworks?

Every UNDP staff member who has an @undp.org email address can log in with her/his UNDP email address and UNDP password at https://undp.teamworks.org. The respective profile will then be activated at the first login.

Back to top

What are the different types of spaces for?

There are eight space categories in Teamworks:

1. Corporate Spaces

2. Development Spaces

3. Project Spaces

4. Regional Spaces

5. Country Spaces

6. Event Spaces

7. Crisis Spaces

8. User Spaces

User Spaces is the default type of space for any purpose which is not listed above. They can be created by any user for any topic, issue or initiative that is related to the work of the organization, and they can be designated as open or closed.

Please note: Any space which is inactive for a period of six months (no new users, content or discussions) will be archived. This means the space will still be there and can be accessed via its web address, but it is no longer found in the regular search. Users have to activate the option "include archived spaces and content in search" in order to find it. 

Back to top

What browsers are supported by Teamworks by default?

Teamworks officially supports Internet Explorer 7.x and Firefix 3.x, although you should also be able to use Teamworks with Safari, Chrome and Internet Explorer 8. However, if you experience any problems with Teamworks, always switch to one of the officially supported browsers first, in order to ensure the issue is not browser-related.

Back to top

What happens to a user´s Teamworks profile when they leave UNDP?

When a person leaves UNDP and does not request to have their profile converted to an external user, their user account will be disabled/inactivated at some point in time.  That point in time depends on when their IDM profile is updated to indicate that they have left UNDP.   When that happens, we will have an inactive profile in Teamworks and the user will no longer have any access.  Whether or not IDM/Atlas profiles are updated in a timely manner is beyond our control.  It should be done within 30 days or so of someone leaving, but that may not always be the case.  Teamworks will always look to the IDM profile to determine if the person is active in UNDP.  So, any changes to the user´s Teamworks profile, where the IDM profile has not been updated, will be reverted back to what is in the IDM profile.   

If the user wants to use their Teamworks account after it has been inactiviated, they will have to send a request to support@unteamworks.org so that we can convert their inactivated UNDP account into an external account.   In this case, we will be revoking their access to all agency-internal spaces, but keeping their content and connections.

When the person leaves UNDP and requests to have their profile converted to an external user, they will have their account changed over to an external email address.  When converting to an external account, we will be revoking the user´s access to all agency-internal spaces, but keeping their content and connections.  Presently, this is a manual process.  But soon, we will have an automated admin feature to convert a UNDP account into an external account.  For now, we must rely on the user´s request for this conversion.

Back to top

What is a Teamworks “domain”?

Every colleague from the UN system can be invited as individuals into specific spaces as external users, allowing them access to only the particular space they have been invited to. However, if a UN organization corporately decides to use Teamworks as its own social networking and knowledge platform, it can establish its own “domain” within Teamworks. This is an area in Teamworks which is under the full control or the organization and where it can import and manage all its users and have full control over all the content of the organization.

By default, content produced in a domain is only accessible by the users of this domain. However, as all domains are sitting on the same platform, users can also select specific content of their domain to be available to users from other Teamworks domains as well, thus sharing it in a One UN fashion. Any content that a user specifies as accessible to “All UN agencies” in the details of a content item, will become available and searchable by all other users from any UN organization which maintain their own Teamworks domain.

User profiles themselves are always visible and searchable across all Teamworks domains, however, domain administrators can determine which profile fields of their staff are visible only internal to the organization, and which fields are visible across all domains.

 

For more information on how to get a domain for your organization, please contact support@UNteamworks.org

Back to top

What is Cross-posting/Cross-referencing and how do I use it?

Cross-posting (or cross referencing how it is sometimes called) is a function that allows a user to post a content item (e.g. a document, video, photo, bookmark, article, etc) in one space, and have it appear in other spaces or groups simultaneously. 

This enables you to post a file in multiple places within Teamworks without having to go through the process of creating it multiple times. Files that have been cross-referenced are marked with a small blue arrow turning to the right in the bottom corner of the file icon. 

To cross reference a file when uploading it, select the destination from the drop-down menu “Posting to” in the file upload screen. The file will then also appear in the spaces that you select there. To cross reference a file that another user has already created, go to the “Details” page of the file and click on “Cross Post” on the menu in the right column, and then select the desired space from the drop-down menu, where you want the file to show up. Please note that you can only cross-post a file into a space you are a member of.

After you have cross-posted a file, it is possible to delete the duplicate reference while preserving the original item in its original location. However, if you delete the original item, you will receive an alert indicating that this will also be deleted in all the spaces and groups to which it was cross-posted.

Back to top

What is the different between “Article” and “Blogging”?

You can use articles for any kind of text piece that you want to appear as static web text on Teamworks. Articles are meant to be static, non-interactive and information-oriented. They are usually of rather official or formal nature and do not reflect personal views.

A blog offers you the option to share your point of view. You can have a personal blog, where you can share your thoughts and ideas; or, a community blog in a specific space, where all the people belonging to that specific space can post their thoughts and ideas.  Blog posts are usually concise, opinionated and meant to provoke the reaction of other bloggers.

Look at it like any online news website you visit, e.g. the New York Times homepage. There you will find news articles written from a rather neutral perspective on behalf of the organization, next to the weekly column in which a correspondent shares his own personal view and opinion on a specific issue. The same happens in Teamworks. You should use articles for neutral pieces, such as news updates, instructions, explanations, etc., and blog posts to share opinion pieces and personal views.

Back to top

What is the file size limit for file uploads to Teamworks?

Any type of file in Teamworks, no matter if it is a document, video, photo or other media file, can be up to 100 MB large.

Back to top

What is the “One UN domain” in Teamworks?

While some organizations maintain their own domain in Teamworks where they have full control over their user management and content, UN colleagues from other organizations which do not have their own Teamworks domain, often want to take part in inter-agency knowledge sharing as well.

For this purpose, the “One UN domain” was established. This is an environment in Teamworks which allows full access to any individual from a UN organization in order to engage into inter-agency knowledge exchange. As members of the One UN domain, UN colleagues have access to any content that has been made available to “All UN agencies” within this domain or other Teamworks domains. Also, all content that is created in the One UN domain is by default visible to all users from other Teamworks domains as well. Members of the One UN domain can also create spaces for inter-agency knowledge sharing and invite colleagues from the One UN domain as well as other Teamworks domain to engage into exchange.

Unlike agency domains, which feature an agency logo in their user profiles and spaces, the One UN domain is neutrally branded, featuring only the UN logo within spaces and profiles. This allows for the establishment of jointly owned communities, initiatives and programmes without featuring the branding of one specific UN agency, fund or programme.

The use of the One UN domain is free as long a user creates only a limited number of spaces (up to ten) and as long as the spaces have a inter-agency purpose. If a user wants to organize purely internal work of its organization, the organization is encouraged to consider the establishment of its own Teamworks domain to manage its internal social networking and collaboration.

For more information on how to get a domain for your organization, please contact support@UNteamworks.org

Back to top

What permissions do the different roles within a space have?

Below is the list of standard roles that can be applied to users within a space, and the permissions that come with them. All roles can be assigned by users who have either the role "Owner" or "Space Administrator".

Space Member

Regular participant in a space. Every new member of the space will automatically be assigned to this role. Can see any content and create any type of content in the space. Can only edit/delete his own content.

Owner

User who created the space will automatically be assigned this role. Has full permissions in the space, can create, edit and delete any content in the space, and can administer all space administration settings, including space settings, manage user roles and customize space layout.

Space Administrator

Has full permissions in the space, can create, edit and delete any content in the space, moderate content and administer all space administration settings, including space settings, manage user roles and customize space layout.

Space Resource Team

Can delete comments, invite users to a space and access space member lists

Space Moderator

Space member with the additional authority to moderate content in a space (in case space moderation is turned on).

Space Advisory Team

Title only. This role carries no additional permissions. It is used to feature a specific set of space members as “advisors” in the space member block “Advisory Team”. Usually, users who have this role are also given the role “Space Administrator”.

Featured User

Title only. This role carries no additional permissions. It can be used to feature a specific set of space members in a separately member block in the space.

Within Project Spaces, there is also the special role of a "Project Officer".

Project Officer Can invite users to space, manage member roles, delete comments and inspect poll votes. They can also download space member list and view space stats. They can not edit/delete content items, moderate content, edit the space settings or customize the space layout. 

Back to top

Will existing Communities of Practice be on Teamworks?

Members of existing Communities of Practice will be invited to register on Teamworks and join spaces they are interested in. All official UNDP Communities of Practices (e.g. the knowledge networks of UNDP along the practice areas Democratic Governance, Environment & Energy, HIV & AIDS, Capacity Development and Gender) will have their own space in Teamworks which will serve as the virtual home for the community. While some communities will still continue to discuss via their mailing lists for a while, the Teamworks space will exist in parallel offering additional means of interactions such as exploring each other’s profiles, sharing files, links and pictures, writing blogs and collaborating in wikis. Eventually, within the first half of 2011, also the discussion component will be switched from the previously used email list technology to using the internal discussion function on Teamworks.

Back to top