Using milestones with dates, we map all our email projects onto a calendar view so we can see at-a-glance what is sending when or has been sent. We have 2 teams set up in our organization … the calendar was built for our Marketing team, but now our Admission team wants to be able to view the calendar for their purposes. Short of inviting the 11 members of the Admission team separately into each email project, which would be a tremendous amount of work for the 100+ projects currently scheduled, is there a way to give this team read-only access to the calendar?
Your screenshot shows a calendar view of an advanced search. (The way you described it, I thought you would be using a Team calendar or a Project calendar view.)
That makes it pretty easy:
Click Filter to show the advanced search dialog. Click Add filter > More > In teams and add the Admission team. Click Search. Save the search, name it, and share the new link.
Anyone who runs the search will see what they are allowed to see. So if you have your team and/or project permissions set properly, this will work. To avoid going project by project, ideally you’ve made projects shared to the team (not private to members) and little change would be required.
Thanks,
Larry
Thank you Larry for the advice. Yes I should have noted that our calendar view is built by advanced search. I could not get a Team calendar or Project calendar to be limited to only designated email projects.
I tried your suggestion to create a new filter to add our Admission team and asked them to take a look, but predictably it only showed them the few email projects that I had shared them into on a test basis.
You mentioned sharing a project to a team. Currently I share to a relevant set of members on my Marketing team (not private) but I don’t see a way to share to an entire team, just individual members. If I could share the entire Admission team into a project without entering all members individually, that would at least be a slight timesaver. My concern with that is they would get all notifications for that project unless they turn them off per project. That would be a huge burden for them. They shouldn’t turn off ALL notifications because they do have some of their own projects to follow. The aim is to just give them visibility only into one type of my team’s projects.
I was suggesting that if your projects were shared to the team instead of private to members, that might offer access more easily without one-by-one memberships. That’s an option for all projects. Here the Scratch 3 project is shared (public) to the team:
When the access is via the team there’s no issue of project-level notifications because those only apply to project members.
The above might require you to adjust in which teams your calendar projects are stored.
I hope that might help, but I think we’re reaching the limits of what’s possible in this format. Normally I have engagements with clients to help them with workflows like this where it’s easier to find the best solution.
Thanks,
Larry
Larry, I have tried to invite our other team (Admission) into a project but do not seem to have the option to add them in the Add Member pop-up. They are not listed, nor can I type them in. I tried searching for a setting to change in the Admin Console that would fix that, but with no luck.
If there’s no easy obvious solution that I’m still missing, what’s involved with setting up an engagement with you to sort this out?
- Glenn Huffman
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