When Automatic User Management is enabled, Backstory is set to completely mirror the pre-existing team structure defined in Salesforce. This means there’s no manual team configuration needed in Backstory - it’ll always reflect what’s in Salesforce.

While this is a great tool for facilitating team management in Backstory, there are times when customizability is needed for managers gaining access to teams outside their normal structural scope.

That’s where team manager identification comes into play.

Now, administrators can designate custom managers for teams, even if they’re in different teams or departments - all without affecting team structure!

Custom managers can be assigned by Backstory administrators via the Users and Teams page. By default, Backstory will assign teams’ managers based on users’ roles. Specifically, if there’s only one user on a team listed as a Manager, that user will be chosen as the default manager.

If there is more than one manager assigned to a team, the manager will be selected at random, until manually overridden.

Role Identification really shines in the event an individual from a different team or department needs to be assigned as a team’s manager - but that change can’t be formally made in the team structure.

To get started, navigate to the Users and Teams page in the Admin Panel and click on the View/Edit Full Hierarchy button in the bottom-left corner.

From this screen, simply click on the team name that you’re interested in editing.

Upon clicking on the desired team’s name, the Users and Teams page will populate that team’s members, like so:

This is where the current manager’s name will be listed. To assign a custom manager, click the pencil next to the current manager’s name.

On the modal that pops up, switch manager assignment from automatic to manual, and search for the name you’d like to assign as the team’s new manager.

Once this selection is saved, that change will go into effect immediately, meaning the new manager will have immediate access to that team’s data anywhere Backstory dashboards are available.

In the event there are several custom manager assignments that need to be made, doing so via CSV import is a convenient option available to administrators.

To start, click Export Users from the Users and Teams page to generate a CSV of your current users, and their teams.

From there, you’ll find a column called ‘Manager Of’ in the exported file. Please note, If you do not see this column, please contact support@backstory.ai for more information.

In this file, locate the individual(s) you’d like to assign as custom managers, and enter the team name(s) into their ‘Manager Of’ cell, separated by commas if you’d like to assign them as manager of more than one team.

Note: The team name you’ll need to enter in the ‘Manager Of’ cell is what you’ll see on the Users & Teams page.

Lastly, for any users (rows) that have been modified, add Edit in the Operation column.

Then, delete the Status and Suspended At columns, as they will not be needed when importing the CSV.

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Have any questions? Reach out to support@backstory.ai at any time.