Users and Teams Overview
CaseBlocks is built around users and teams to provide flexible collaboration and access control for your case management needs. This guide introduces the fundamental concepts of user management and team-based collaboration.
What Are Users?
Users are the individuals who access and interact with your CaseBlocks system. Each user has a unique identity with email and login credentials, a personal profile with display name and avatar, individual permissions and access rights, personal preferences and settings, and a complete activity history and audit trail.
User Types
CaseBlocks supports different types of users with varying levels of access to meet your organizational needs.
Account Administrators have full system access within their account, including user management capabilities, system configuration permissions, and billing and subscription management. They serve as the primary administrators for their organization’s CaseBlocks instance.
Regular Users have standard case management access with team-based permissions determined by their team memberships. They enjoy personal dashboards and preferences, along with collaborative features that allow them to work effectively with their team members.
Bot Users handle automated system processes, API integrations and webhooks, scheduled tasks and workflows, and system notifications and alerts. These special accounts ensure your system runs smoothly without human intervention.
What Are Teams?
Teams are groups of users who collaborate on cases and share common access permissions. Teams provide organizational structure for your case management, shared access to cases and resources, collaborative workflows and communication, role-based permissions within the team, and centralized management of team members.
Team Benefits
Collaboration is enhanced through shared case access for team members, real-time updates and notifications, team-based communication channels, and collective case management workflows. This ensures that everyone on the team stays informed and can contribute effectively to case resolution.
Access Control is managed through granular permissions based on team membership, role-based access within teams, case visibility controlled by team access, and resource sharing among team members. This provides the flexibility to give each team member exactly the access they need while maintaining security.
Organization is achieved through departmental structure (Legal, HR, IT, etc.), project-based teams for specific initiatives, geographic teams for regional management, and specialized teams for expertise areas. This allows you to structure your teams to match your organizational needs and working patterns.
User and Team Relationships
Team Membership
Users can belong to multiple teams, allowing for flexible organizational structures. For example, John Smith might be a Member of the Legal Team, an Admin of the HR Team, and a Viewer on the Executive Team. This flexibility allows users to participate in different aspects of your organization while maintaining appropriate access levels for each area.
Role Hierarchy
Within each team, users can have different roles that determine their level of access and responsibility. Admin roles provide full team management capabilities, allowing users to add and remove team members, modify team settings, and manage team permissions. Member roles provide standard team access and permissions, giving users the ability to work with team cases and resources. Viewer roles provide read-only access to team resources, allowing users to see team information without making changes.
Permission Inheritance
User permissions are determined through a layered approach that combines account-level permissions (Administrator, Regular User, etc.), team memberships and roles within each team, individual case access and assignments, and system-wide settings and configurations. This ensures that users have exactly the access they need while maintaining security and organizational structure.
For additional support or questions about users and teams, contact the CaseBlocks support team.