How to assign Teams to a site

What’s required?

To update your Teams to site-level visibility, simply assign each Team to the site where it will be used.

To help you navigate this change, we’ve already suggested the best site for each Team based on how you currently use them. You can review and action these assignments as needed.

How will this impact my organization?

Once a Team is assigned to a site, it will only be visible and usable within that site. For example:

1. Before the migration, Vitafleet Dev Team was visible to the entire organization irrespective of the site.

2. During the migration, you assign Vitafleet Dev Team to the site engineering.vitafleet.net.

3. Now that Vitafleet Dev Team is assigned to engineering.vitafleet.net, it can no longer be used in marketing.vitafleet.net.

   1. References to Vitafleet Dev Team in sites other than engineering.vitafleet.net will no longer appear.

For more details on what you will see in different products when a Team is assigned to a site different to the one it was originally used in, see here.

For organization admins

1. In Atlassian Administration, go to the Apps menu and select a site.

2. Find the Groups page from the sidebar options.

3. You should see a message prompting you to review your organization’s Teams that haven’t been assigned to a site yet.

4. Select Assign teams and you will see a list of your Teams that have been identified as a part of this migration.

Parts of the team assignment screen

1. Unassigned Teams tab: See all Teams that haven’t been assigned to a site yet. These Teams need your attention - assign each one to the site where it should be visible.

2. Assigned Teams tab: View Teams that have already been assigned to a site. You’ll see who made the assignment, when it was done, and which site the Team is linked to.

   1. You can view who performed the team assignment, the date assigned, and the site it was assigned to. You can change the assigned site by clicking the dropdown.

      1. If needed, you can change a Team’s assigned site by clicking the dropdown in the “Assigned site” column - this can be updated after the migration.

3. Team name: Name of the team that needs to be assigned to a site.

4. Suggested site: We recommend a suitable site for each Team using the following criteria, in order. If the first option doesn’t apply to your Teams, we will move to the next. This ensure’s we find the best possible site match for your Team.

   1. Site your Managed Team already belongs to: If your Managed Team is already linked to a site through a connected Group, we will suggest that site.

   2. Site where your Team is most active: We will look for the site where your Team is most active measured by actions such as:

      1. site where your Team’s profile page is viewed the most

      2. site where most work items are assigned to your Team

   3. Site where your Team was created: We will suggest the site where your Team was originally created.

   4. Site with the most active users: If none of the above options are applicable, we will suggest the site with the highest number of active users each month.

5. Assigned site: Use this column to select or update the site for each Team.

How to assign teams to a site

1. In the Assigned Site column, select the site you want to assign the team to.

   1. Your assignments are not yet saved after you select a site from the dropdown menu.

   2. Click the checkboxes to bulk assign Teams to a site.

2. When you’ve finished making your choices, select the Review assignments button at the bottom of the page.

3. Review the assignments you’ve made then select Confirm assignments to save your changes.

Your Teams will be visible in those sites. If you need to make changes, you can update your Team assignments before your migration ends.

For non-admin members of a team

If your Team needs to be assigned to a site, you will see a message on your Team’s profile page. This makes it easy for team members, those who know the work best to choose which site their Team should be assigned to.

Just follow the prompt on the Team profile page to pick the right site. Once assigned, your Team will be visible and used only in that site. If you’re not sure which site to choose, you can always ask your organization admin for help.

For end users

• After you assign a Team to a site, the message in the team profile page will go away. Your Team will now only be visible in the site you assigned it to - it will no longer appear in any other sites.

For org admins:

• As an org admin, you can update the Team’s site assignment at any time during the migration period by visiting the the ‘Assigned Teams’ tab.

• In this tab, you can also see who originally assigned each Team in the assigned by column.

How to assign a team to a site from the team profile

1. Look for the migration banner near the top of the team profile and select the Assign this team to a site link to bring up the assignment window.

2. Choose the site to assign the team to - you will only see sites that you have access to.

3. Select Confirm to assign the site.

4. Once successful, the assignment message will no longer be shown on the team profile.

5. This team will now only be visible and used in the site you assigned it to.

If you’re viewing a team profile page on site X and you assign the Team to a different site than the one you’re currently on (for example, site Y), the Team will no longer be visible in site X after the change, and you will see an error page. To continue viewing or using the Team, please visit site Y, the site you assigned it to.