Team Zeus Blog

Motivational musings from Mount Olympus and beyond.

New Onboarding Experience

“Find your way around the platform in a few steps!”

Share emails with your team on Team Zeus

Using a new application for the first time can often be quite daunting, as it may take some time to become familiar with the design and the myriad of features available. In certain cases, some users may only use a small amount of the functionalities available, because they aren’t aware of the application’s full feature set.

At Team Zeus, we want our customers to know about the wealth of features that our application offers the first time they sign in to Team Zeus. As a result, we are pleased to announce the release of our new onboarding process, which uncovers all the secrets behind the Team Zeus app. Here is a sneak peek of what to expect when you get onboard with Team Zeus.

What steps should new users follow during their intro?

1. Log into Team Zeus

After creating your account on the Team Zeus website, you will be redirected automatically to the home page of the application, where the ‘Intro’ window will be featured. This window contains a list of steps to follow to help you to quickly familiarise yourself with the different tools and their location. Once you have completed a step, it will be ticked off your list automatically.

The home page of Team Zeus is called the ‘Inbox’, and is where all new messages are listed. When you first join Team Zeus, your Inbox will contain a number of messages from us.

2. Read a conversation

To complete the next step of the Intro, click on the first message labelled “[TZ Intro] Welcome to Team Zeus”, which is listed in your Inbox in the Intro group, of which you are the only member. This message briefly introduces the glossary of terms which are featured on the platform, and contains several smart hyperlinks. By hovering over hyperlinks, pop-up windows will appear on screen that show the location of the said-features on the application, as well as a definition that will give you a clear understanding of their use.

3. Send a message

In order to comprehend how our instant messaging interface works, Team Zeus will ask you to send a reply to Team Zeus as part of the “[TZ Intro] Welcome to Team Zeus discussion”. You can answer in any way you want as the conversation is private.

4. Like a message

Team Zeus’s users can ‘like’ a message on Team Zeus to show their appreciation of a comment made by their counterpart, or to show their approval to a colleague’s suggestion, without having to write anything. Like the welcome message you received from Team Zeus and move on to the next step.

5. Mark a conversation as Later

If you can’t answer a message straight away and you have to delay your response, you can press the “Later” button at the top of any conversations. Mark the “[TZ Intro] Welcome to Team Zeus discussion” as “Later” to postpone your answer. The conversation will be placed in the “Later” section of your Inbox, so you can reply to it later.

6. Remove item from Later

When a message no longer requires a reply, you can remove it from your “Later” items. Team Zeus will ask you to test this feature and remove the “[TZ Intro] Welcome to Team Zeus” conversation by pressing: “Added to Later”.

7. Create a conversation

After having completed the first six steps, new users should now have a good understanding of how to participate in a conversation. Nevertheless, to appreciate the full potential of the instant messaging interface, you will be prompted to create a conversation by clicking on the floating button at the bottom. Select the “Intro” group from the list as a recipient, add as a subject, and for the content simply enter: “test”.

8. Create an announcement

Important messages that requires employees’ full attention can be marked as announcements. So, when you create the “Test” conversation, tick the box: “Announcement” to make it an announcement, as opposed to a standard conversation. Recipients will have to mark it as read to ensure that they’ve read it.

9. Archive a conversation

If a discussion is over, it can be archived. As the “Test” conversation doesn’t need any responses, you can archive it by hovering over “Conversation settings” and selecting “Archive”.

10. Create a calendar event

One of the smartest feature of the Team Zeus application is the Calendar. So, to experiment its use, the final step of your introduction to Team Zeus, will be to go to the Calendar and create an event; selecting the day & time of your event, adding guests and booking a resource.

Trial the application within the Intro group

Now that you have completed all the steps of the Intro, don’t forget to complete your profile! You can further explore the platform by trying out other small features within the Intro group, which is your private Team Zeus playground.

Accomplish operations such as adding an attachment or an emoticon to your message, deleting or editing a message, or simply re-do the actions that you completed during the Intro so that you are more accustomed to their use.

What to do if you are the creator of the company’s Team Zeus platform?

If you are the creator of your company’s Team Zeus platform, you will need to complete other operations, so people don’t start with a blank page when they join.

First, you should create a few groups that correspond to the company’s different departments, or to the teams of people who often collaborate together and share workflows.

Next, we recommend you list the different locations your company can have, by adding new ‘locations’ in the admin panel. As a result, when new users fill in their profile, they can select the location of their office from the list you created.

As newcomers will get to try out the calendar when they follow the Intro, you should start by setting up the default resources that are available in your company, allowing users to book the resource they need when they create their event.

Finally, you should invite more admins so that they can help you to configure the company’s account.

Our new onboarding process provides a good introduction to new users, so they are not left alone when discovering Team Zeus, and are guided all the way through. Sign-up now and get on board the Team Zeus application with ease!

Email integration for one single workflow

Share emails with your team on Team Zeus – an all-in-one communication solution!

Team Zeus was built to facilitate team communication and collaboration, providing an alternative to generic emails, which are commonly known for hindering teamwork. Thus, when an email is of interest not only to you but to the rest of your team, you would normally create a list of your colleague’s email addresses and forward the message to the entire list. However, adding the right people to this list and keeping it up-to-date can be a challenging task, as people may join or leave the company, meaning that you have to update it regularly.

On the other hand, when colleagues send separate replies to the discussion, it is quite easy to lose track of the progress made by the team, and it becomes difficult to identify the different measures that were taken.

Nevertheless, whilst Team Zeus can fully replace email for internal use, our objective wasn’t to completely banish email, as we recognise that it is still an effective solution for communicating with people outside the company. We believe the use of Team Zeus for team communication, and of email for external communication is a winning combination.

What if you could integrate emails into Team Zeus? This is now possible, in just a few simple steps:

Share emails with your team on Team Zeus

How to integrate emails into Team Zeus

Team Zeus is built with productivity in mind, and we wanted to prevent the need for using email to communicate with your team. Instead you can instantly share all the content of an email with all your teammates on Team Zeus.

1. Authorise an external email address or a domain name to post content on Team Zeus

Because the security of your data is paramount to us, only Team Zeus admins can authorise the export of data from a domain name or an external email (that isn’t linked to a user’s account on our application) – by adding the external email address or domain name to your company’s whitelist.

What is a whitelist? The Team Zeus whitelist is an index of approved email addresses and domain names from which administrators can import content. To add an item to the whitelist, go to the admin panel and click on “Whitelist”. Next, click on the floating action button at the bottom, type the email address or domain name in the text area, and press the green + button. Please note that you shouldn’t insert domain names such as: gmail.com – facebook.com, because anyone with this domain in their email address could then post on Team Zeus.

Once you have added an item to the whitelist, you will be able to transfer information from this source directly onto Team Zeus.

Note that Team Zeus automatically allows content that is sent from a user’s email address to a group/conversation they are a member of; when the email address is the one they use to log into the platform – without the need to include the said email address in the whitelist. Consequently, you can skip this step if you want to forward an email to Team Zeus from your inbox, when you use the same email address to log into the application.

2. Forward an email to a Team Zeus group or conversation

You can now consider your current list of colleagues’ email addresses as obsolete, and instead forward an email to your team directly via Team Zeus.

On Team Zeus, every group and conversation possesses its own email address, which is featured in their settings in the top right-hand corner, under “About this group/conversation”. To view the complete list of groups’ email addresses, click on your profile and select: “Integrations” from the right-hand menu. Then click on “Email Import” and you will have access to the full list of a group’s email addresses.

Next, you just have to press the “Forward” button on your email, and add the email address of the Team Zeus group/conversation as the recipient to forward it to the correct location on Team Zeus. (Please note: forwarding emails from one email address to a group will create a new conversation – as opposed to sending it to an existing conversation.)

Additionally, you can automatically forward all emails coming from an email address to a Team Zeus group/conversation, by creating a forwarding rule on your email client.

Here are the steps to follow to create a forwarding rule in Outlook and Gmail:

Create a forwarding rule in Outlook:

  • Click the “File” button, then press “Manage Rules and Alerts”, and click the “New rule” button.
  • Press: “Apply rules on messages I receive”.
  • Press: “from people or public group”.
  • Click on the hyperlink: “Apply this rule after the message arrives from people or public group”.
  • Enter the email address for which you would like to set up a rule into the “From” field and press: “Next”.
  • Tick: “forward it to people or public group”.
  • Click the hyperlink in the rule description: forward it to people or public group.
  • Enter the email address of the Team Zeus group/conversation to which you want to forward messages.
  • Click “Finish”.

Create a forwarding rule in Gmail:

  • In the Search box at the top of your Gmail inbox, click the down arrow.
  • Type the email address from which you would like to automatically export content into the “From” field, and enter any specific keyword to filter messages coming from that email address.
  • Click “create filter with this search”.
  • Click the hyperlink: “add forwarding address”.
  • Click the button: “Add a Forwarding Address”.
  • Enter the new forwarding email address, which is the email address of the Team Zeus group/conversation.

I. Examples of workflows you can create with email integration

With the email integration tool, you can create a workflow on any topic that requires the attention and support of your team. Here are a few examples of when the Team Zeus email integration feature will be handy:

    Customer inquiries: forward all emails from customers that are sent to your company via the contact us form of your website, to the “Customer Support” group. This will ensure that all customers’ inquiries are handled swiftly and anyone in the team can post their comments.

    Monthly reports: transfer any reports (sales reports, website visits reports, finance reports…) received by email to the relevant location on Team Zeus.

    Customer reviews: import emails from a review site like TrustPilot to the “After-Sales” group, so they are all made aware of a customer feedback and can act upon it.

    Social Media: send notification emails that you receive from Twitter, Facebook and other platforms to your “Social Media” group, so people from your marketing and sales department can be informed of any customer interactions you’ve had, and react accordingly.

    Newsletter: share an industry-related newsletter with your entire company, with information that is useful for people to know about the market you operate in.

    Monthly bills: import billing emails sent by a service provider to the “Accounts” group, so your account team can settle bills on time, and keep a track record of invoices.

II. Benefits of email integration…

Integrating email into Team Zeus to collaborate with your team presents a host of benefits, including:

    Problem solving: by automating the import of emails to Team Zeus, employees can react faster as a group to any problems that may arise (bad reviews on social media, complaint emails from customers, etc).

    Productive teamwork: it will be easier for your team to process and discuss the information contained in an email on Team Zeus, as all the replies will be part of one single conversation, and separated from other group discussions. As a result, team members won’t waste time trying to go through messages one by one, and they can all contribute easily to the conversation.

    Archive storage: by law a company has to keep a record of a number of documents and this can take a lot of space as time goes by. But thanks to Team Zeus, companies can store their documents electronically and securely, and easily find documents via the ingenious filters of our advanced search system; no more scrolling through a long list of emails to find a document.

Sign-up today for your free trial and experience the benefits that email integration can offer to your team!

New advanced search system for more productivity

Find whatever you are looking for on Team Zeus within the blink of an eye!

Every day we spend a considerable amount of our time searching through the messages we receive for information from our work colleagues. A report by McKinsey reveals that the process of tracking down information consumes about 1.8 hours of employees’ time, yet at Team Zeus we make it our priority to ensure information is as accessible as possible and very easy to find.

With this aim we have worked on the latest version of Team Zeus to make the process of searching for a single piece of information faster and more intuitive than ever before.

Search icon

Here are the different search tools that are now available on Team Zeus, to help you track down whatever you need in a matter of seconds:

Instant Search

Our Instant Search enables users to find someone, an event, or anything else that was published on the Team Zeus application. Depending on the nature of your request, you can either enter the name of a colleague, or a keyword in the search bar that best reflects the topic of the message or event you are looking for on Team Zeus. The search bar is displayed on every single page of the application, but for quicker access, you can also use the / key, which will take you directly to the search bar.

Our search system will automatically load the available results, and will classify them into four different categories: messagesusersconversationsevents. If the results aren’t relevant to you, you can refine your search by clicking on “All Results” at the top right of the list, or by clicking on “Show all results” at the bottom of the list.

This will give you access to the advanced search window, which contains a number of ingenious filters that are split between four different tabs:

1. Messages

If the item you are seeking was part of a message, click on the “Messages” button. The keyword entered will be highlighted in yellow in the list of messages that contain this word.

If the list of messages is too long for you to go through, it can be narrowed down with the following filters:

  • Created by: if you remember who sent you the message, you can select him/her from the list of users. This will allow you to see only the messages from this person that include the keyword.
  • Message in: when too many messages with the keyword you entered are showing for the same person, you can filter messages to view only messages from a private chat, or from team conversations. If the results aren’t conclusive, set it back to the default setting: “All”.
  • From & to dates: should you remember approximately when the message was sent to you, you can filter the messages by dates, by selecting a “From” and “To” date.
  • Type: if you can recall whether your message contained a file or not, you can apply one of the two filters: with files or without files.

2. Conversations

If you don’t remember a conversation’s name or ID, enter a keyword in the search bar that relates to the discussion, and use the “conversations” tab of the advanced search. This filter will retrieve the conversations corresponding to the keyword entered, which will be highlighted in yellow.

Once again, you can apply additional filters to reduce the number of results you get:

  • Created by: select the person who created the conversation from a list, if you can recall who the person was.
  • Groups: if the element you are searching was discussed in a specific group on Team Zeus, select the group from the list provided.
  • From & to dates: in exactly the same way as with “messages”, you have the possibility to filter conversations by dates.
  • Status: only display conversations that are either recent by clicking “active”,or old by pressing “archived”.
  • Type: show results according to whether the conversation was an announcement or a simple conversation.

3. Users

In the past, infinite time could be spent hunting for the email address of a colleague if they have never been contacted before. Moreover, when support is needed from someone in the organisation with a particular role but their name isn’t known, excessive time would be taken up to find out how to get in touch.

Fortunately with Team Zeus, you just have to enter the name or position of your co-workers in the search bar to access their details and start communicating effectively.

However, if several persons share the same name in your company, and you can’t remember their full name, go to the “User” tab of the advanced search. This filter will display all the users with that same name.

To increase your chance of finding the right person, some additional filters can be applied, including:

  • Location: select from the list of locations, the office location of the person you are looking for – if you know where they work.
  • From & To dates: filter a user by dates, if you know approximatelywhen they were added to the platform.
  • Status: is the person still an active user or is now inactive (i.e. an admin denied access to the platform to this person, because he/she left the company)?
  • Type: is the person a normal user or an admin user? If you know that the person you are looking for is an admin user, you can filter the results to only display users that occupy this role on Team Zeus.

4. Events

When you need to know date, time, and the resources that are needed for any event, but you do not know its name or ID, enter a keyword in the search bar and use the “Event” tab of the advanced search to apply other filters:

  • Created by: if you know who the organiser of the event was, you can select them from the list of people to easily find the event.
  • Resource: if you know which meeting room will be used for the event, you can view the results for that specific resource.
  • Start – End dates: these fields are only used to view events for a certain period.
  • Type (All – All day – Short event): events on the shared calendar can be scheduled for an entire day, or for just one or several hours. Thanks to the “Type” filter, you can obtain results according to whether the meeting lasts “all day” or is only a “short event”.
  • Visibility (Private – Public): An event can be set as private or public. If you know for instance that the topic discussed during the meeting is confidential, you can set the search to only show private events – or the opposite, if you know that the agenda isn’t sensitive.

Toggles

1. Are you looking for a file? Discover the Everything/Files toggles

When you are looking for a file that a co-workers has shared with you but cannot locate it, there is no need to scroll through the entire discussion in the hope that you’ll be able to find it. Every team conversation and private chat can be filtered according to their content.

By clicking on the “Files” toggle at the top of any conversations or chats, Team Zeus will only display messages that contain a file, reducing your scope of search and saving you time.

Conversely, to go back to the entire thread of messages in the conversation/chat, simply click on the toggle “Everything”.

2. Are you looking for a conversation? Apply one of the conversations toggles

To facilitate the process of finding a specific conversation in a group or in “other conversations”, Team Zeus features several toggles that are available in the top left-hand corner, under “Active conversations”.

A list of conversations can be filtered via the following toggles:

  • Active conversations: you can click on this toggle to only see conversations that people are still contributing to, or that have been inactive for less than 14 days – displaying only recent conversations.
  • Archived conversations: this toggle will show old conversations that have been automatically archived by the application after 14 days, or that a user archived manually in the group settings. So, if you know that the discussion you are looking for is old, you can separate past conversations from recent ones to obtain better results.
  • Announcements: to separate important messages that were sent as an announcement from the day-to-day conversations.

Team Zeus was built with productivity in mind, providing your entire workforce with easy access to value-added information that is rapidly searchable. As a result, employees can develop a self-service mentality, giving them more autonomy to work more efficiently.

Sign-up for your free trial today and experience the power of speedy search!

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