This article explains what Team Owners are and how they can manage teams in Gearset.
Team roles
In Gearset teams, there are two roles: Owner and Member.
Team Members can use the app based whether there is a license that's been assigned to them and what kind of license the team has.
Team Owners have additional abilities to manage many aspects of the team. These break down into below sections.
Team Management
Adding and removing team members
Setting team members' user types (e.g. Member or Owner)
Assigning licenses to team members
Seeing other users' org connections and user-owned CI jobs (under the "Users" section)
Enforcing deployment notes
Enabling data deployments for the team, including enabling data deployments and Archiving for Prod orgs (this is done on Data management page)
Deleting or renaming data deployment templates
Managing team-shared CI jobs in the team (if it applies to your team)
Viewing past invoices for any subscriptions assigned to the team
Naming the team
Edit settings that affect the whole team
Data Backup
Adding new data backup jobs
Edit sharing settings on a backup job
Start and receive a transfer of ownership of a backup job
Team-shared automation (CI jobs)
Create new team-shared CI jobs
Convert a user owned CI job to a team-shared CI job
Managing settings on team-shared CI jobs
Add team-shared VCS (Version Control System), or Salesforce org connections
Delegate team-shared Salesforce connections with team members
Creating team-shared pipelines
Converting a user owned pipeline to a team-shared pipeline
Managing settings on a team-shared pipeline
Every team has at least one owner. Team owners don't need a license to manage the team. Teams can have any number of members.
Inviting users to join the team
A team owner can invite new users to join their team in two ways - via email or by Salesforce username.
In Gearset, navigate to the My account page, and make sure "Team management" is selected on the left.
To invite a new team member, either enter their email address, or (if applicable) the Salesforce username they use to log into Gearset.
Click the respective
Invite via emailbutton to send the invite. The user will receive an email inviting them to join your team. If they don't already have a Gearset account, they can create one. Once invite is accepted, the user will be added to the team.
Note: A user should be logged into their Gearset account when accepting the team invite. This way, the account they're logged into will be added to the team the invite came from.Any outstanding invites will be shown on Team management page. Invites that have not been accepted will expire in five days. You can also copy the direct invite link from here if there are any issues with the email invite.
After a new user joins your team, they will be listed in the team table in the "Team Members" section.
Note: A single Gearset user can only be a member of one team at a time. If you belong to a team and accept an invite to join a new team, you will leave the original team and be moved into the new team. Any deployment history you have will remain accessible from the old team only - it will not be transferred to your new team.
Changing a user's role
A team owner can manage the roles of anyone else in their team.
To change a team member's role, select
Change user type...from Team management page.
In the dialogue box that appears, select
OwnerorMemberas required, and clickSave.
That user's role will then be updated in the app and will be displayed in the team details table.
Removing a team member
A team owner can remove a team member from a team. Removing them from the team immediately revokes their access to the shared history in the team and removes any shared credentials they have set.
To remove a team member from the team, on Team management page click
Remove team member...
To confirm the change, click the red button:
Remove user.
The team member will then be removed from the team.
Note: After being removed from a team, a user's comparison and deployment history will still be available to the remaining members of the team.
Assigning licenses to existing team members
Team owners, and only team owners, can manage the license assignment for their team.
To assign or unassign a license from a team member, an owner can add/remove a license from the drop-down menu in the team table.
License Types
A Platform License is designed for users who only have access to our Data Backup or Archiving features. It essentially acts as a license that gives users access only to our Backup or Archiving solution. If you have a permission to the Backup job (e.g. when the job is owned by another user), then you can also use restoration.
A Deployment License comes in three types:
Deployment Starter
Deployment Teams
Deployment Enterprise
These licenses control the actions users can perform in Gearset, such as making deployments or accessing backups. The type of deployment license determines the level of access and functionality available.
This setup ensures that users have the appropriate permissions based on their role and responsibilities within the organization.
If you're interested in diving in more details on the features available on any of these licenses, you're welcome to use Gearset's Pricing Calculator for a visual preview, or take a look at our Pricing page.
Viewing team member's org connections and CI jobs
As a team owner, you can see the connections other team members have added themselves. This will be found by navigating to Users page, then click on below icon to view user's profile.
You can then see the connections your teammates have added by clicking on the USER OWNED or TEAM SHARED tabs (you may need to scroll down a bit to view this tab).
The CI jobs your teammate have created themselves can also be viewed through the same tab. By scrolling past the "User owned orgs", you'll see the User owned CI
jobs.
"Deployment settings" page
Deployment settings page allows Team Owners to control "Team settings for deployments to Salesforce", such as:
Treat warnings as errors
Prevents bad practice by requesting that Salesforce fails deployments where warnings are generated (see the Salesforce documentation for more information).
Team Owners have also management access to "Deployment tracking" settings, such as:
Require deployment notes
This requires team members to add deployment notes (before the app allows them to run or validate any metadata deployment). Deployment notes are used as commit messages when deploying to Git.Require issue tracking
This requires team members to associate a Jira issue, Azure DevOps work item, or Asana task with manual deployments (this feature is available on our Deployment Teams license, and not available on Deployment Starter license).Enable deployment history deletion
By enabling deployment history deletion for your team, you allow non-owners in your team to delete deployment history items on the Deployment history page.
And lastly, Team Owners also control "deployments to source control" setting:
Enable repo dependency cleaner
Preserve the deployability of Git repos: automatically remove items with missing dependencies from git repos used as a deployment target (see our documentation for more information)
An example of all the options available to Team Owners on that page:
While team Members would only see on the Deployment settings page a setting to allow them to prioritize visual item views where available.
Naming the team
Team Owners can give a team a custom name. The team name is used on the email invites sent out when inviting a user to join a team, and displayed in the footer in the app.
To change the name of a team, on Team management page, click the pencil icon next to the team name, and enter a new name and select "Rename".
Managing automation jobs in the team
Team Owners can edit and delete any automation CI job(s) created by another member of their team. This allows them to:
Deactivate or delete jobs created by users who are longer in the team.
Edit job settings on behalf of a team member.
Remove items from the deployment history in the team.
How to deactivate automation jobs
This can be done in three places in our app:
CI dashboard page (for CI jobs)
Monitoring dashboard page (org monitoring jobs)
Unit testing dashboard page (unit testing jobs)
To deactivate or activate any automation job from running on its scheduled basis, set the slider for that job to Disabled or Enabled as required.
To edit an automation job, click Edit settings for a given automation job, and make the desired changes.
To delete an automation job, click on the job, then select Delete.. button and confirm the deletion. This will remove the job and its history.
Note: Deleting any automation job cannot be undone, therefore make sure the job needs to be entirely deleted before doing so!