Creating and using workgroups 4 steps
Workgroups add an extra level of clarity within Teams, and save time when subscribing people to tasks or sharing invite-only projects.
Workgroups allow owners to further classify groups of people within a team. They not only help clarify team roles (who’s working on what and with whom) but they also help save time when creating tasks. Rather than subscribing 10 individual members to a task, you can simply add them to a workgroup and then subscribe that workgroup to the task. Super simple.
For example, if you have a Design team, owners could create workgroups to clarify who’s responsible for what, like a “User Interface” workgroup for UI designers and a “Marketing/Advertising” workgroup for the designers focused on marketing and ads. For larger initiatives, workgroups can also be used to indicate who’s working on a particular project or with a specific client. Just name the workgroup after the project or client and add the members who will be involved with that work.
To create a workgroup, click the organization icon in the top left. Select “People and Teams” from the dropdown and then click the Teams tab at the top of the view. Beside the name of the team click “Add new workgroup.”
In the popover, give your workgroup a name and select members to add to it. You can either select members from the list displayed, or type their name or email in the available field. Then click “Create Workgroup”.
Your workgroup will now show up as a collapsible tab within your team. Users can be part of multiple workgroups at the same time.
Tip: All team members are automatically added to the “Everyone” workgroup upon joining a team.
You can edit or delete workgroups by clicking the “…” button next to your Workgroup name.
Workgroups aren’t just for show: they can save you a ton of time when creating and updating tasks.
Subscribing Workgroups to tasks
To subscribe a all members of a Workgroup to a task, click the Subscribers field and start typing the Workgroup name. Then either click it in the “Suggested” dropdown when it appears or hit Enter to add it to the subscribers field.
If the task is assigned to a member of the subscribed workgroup, Flow will not additionally add them as a subscriber.
Tip: You can use the default Workgroup “Everyone” for quickly adding your whole team to important tasks, like upcoming all hands meetings, or policy changes that would affect everyone.