Manage and configure team tools

Azure DevOps Services | Azure DevOps Server 2019 | TFS 2018 | TFS 2017 | TFS 2015

While most permissions are governed by belonging to a security group or defined at the object level, team settings are managed by the team administrator role. Users assigned as a team administrator, are able to configure and manage all team tools. Specifically, when a team is added to a project, a project admin should add one or more team administrators.

Then, those team admins should look at performing these specific tasks:

  • Add team members
  • Configure area and iteration paths
  • Configure backlogs and other common team settings
  • Configure Kanban boards

Optional tasks to consider include:

  • Configure and manage team dashboards
  • Configure team notifications

Note

In addition to team administrators, all members of the Project Administrators and Project Collection Administrators groups can manage settings for all teams. To add a team, see Add teams.

Open the team profile and access team tools

  • Open a team profile to quickly access items defined for a team. The team profile is available from the Overview>Dashboards, Boards>Boards, Boards>Backlogs, and Boards>Sprints pages.

    Open team profile

    A panel opens that shows all items defined for the team.

    Team profile all items

  • You can filter the list to show only Dashboards, Boards, Backlogs, or Sprints by choosing from the menu.

    Filter team tools

  • To view the team admins and members of the team, choose Members.

    Team members

  • To view or change the team configuration, choose Team Settings.
    You can then perform the following tasks:

Add users to a team

Several tools, such as capacity planning, team alerts, and dashboard widgets are team-scoped. That is, they automatically reference the users that have been added as members of a team to support planning activities or sending alerts.

To add users to a team, see Add users to a project or specific team.

All members of a team can favorite team artifacts and define work item templates. For details, see:

If team members don't have access to all the features they want, check that they have the permissions needed for those features.

Configure team areas and iterations

A number of Agile tools depend on the area and iteration paths configured for the team as described in About teams and Agile tools.

Once project administrators have added Area Paths and Iteration Paths for a project, team administrators can select the area and iteration paths associated with their team. These settings affect a number of Agile tools available to the team.

These include making the following associations for each team:

  • Select team area paths
    Can select the default area path(s) associated with the team. These settings affect a number of Agile tools available to the team.
  • Select team iteration paths or sprints Can select the default area path(s) associated with the team. These settings affect a number of Agile tools available to the team.

For details, see Define area paths and assign to a team and Define iteration paths (aka sprints) and configure team iterations.

Configure team backlogs and other common settings

Team administrators can choose which backlog levels are active for a team. For example, a feature team may choose to show only the product backlog and a management team may choose to show only the feature and epic backlogs. Also, admins can choose whether bugs are treated similar to user stories and requirements or as tasks.

Team admins can also choose which days are non-working days for the team. Sprint planning and tracking tools automatically consider days off when calculating capacity and sprint burndown.

You can configure most of your team settings from the common configuration dialog.

Note

The common configuration Settings dialog is available for TFS 2015.1 and later versions.

Note

To understand the differences between backlogs, boards, taskboards, and Delivery plans, see Backlogs, boards, and plans. If you're backlog or board doesn't show the work items that you expect or want, see Set up your backlogs and boards.

Note

To understand the differences between backlogs, boards, and taskboards, see Backlogs, and boards. If you're backlog or board doesn't show the work items that you expect or want, see Set up your backlogs and boards.

  1. (1) Check that you have selected the right project, (2) choose Boards>Boards, and then (3) select the correct team from the team selector menu.

    Open Kanban board

  2. Make sure that you select the team backlog or board that you want to configure using the team selector. To learn more, see Use breadcrumbs and selectors to navigate and open artifacts.

  3. Choose the product or portfolio backlog from the board-selection menu.

    Choose board level, vert nav

  4. Choose the  gear icon to configure the board and set general team settings.

    Open board settings for a team, vert nav

  5. Choose a tab under any of the sections—Cards,Board, Charts, and General—to configure the cards or boards, the cumulative flow chart, or other team settings.

    Common configuration dialog team settings

  1. Make sure that you select the team from the project/team selector. You can switch your team focus to one that you've recently viewed from the project/team selector. If you don't see the team or project you want, choose Browse… or choose the  Azure DevOps logo to access the Projects page.

    Choose another team from the project menu

  2. Open Work>Backlogs>Board.

    Open Kanban board

  3. Choose the board you want to configure and then choose the  gear icon to configure the board and set general team settings.

    For example, from the Kanban board ...

    Kanban board, open common configuration settings

  4. Choose a tab under Cards or Board to configure the cards and Kanban board columns and swimlanes.

    ![Common configuration dialog team settings]../.../boards/boards/_img/customize-cards/common-config-141.png)

  1. Make sure that you select the team from the project/team selector. You can switch your team focus to one that you've recently viewed from the project/team selector. If you don't see the team or project you want, choose Browse… or choose the  Azure DevOps logo to access the Projects page.

    Choose another team from the project menu

  2. Open Work>Backlogs>Board.

    Open Kanban board

  3. Choose the board you want to configure and then choose the  gear icon to configure the board and set general team settings.

    For example, from the Kanban board ...

    Kanban board, open common configuration settings

  4. Choose a tab under Cards or Board to configure the cards and Kanban board columns and swimlanes.

    Common configuration dialog team settings

For details on each configuration option, see one of these topics:

For details on each configuration option, see one of these topics:

Area Configuration task
Cards
Boards
Chart
General

Configure Kanban boards

Team administrators can fully customize the team's Kanban boards associate with the product and portfolio backlogs. You configure a Kanban board by first defining the columns and WIP limits from the common configuration dialog. For guidance, see Kanban basics.

Add and manage team dashboards

By default, all team members can add and edit team dashboards. In addition, team administrators can manage permissions for team dashboards. For details, see Add and manage dashboards.

Team administrators can add, configure, and manage permissions for team dashboards. For details, see Add and manage dashboards.

Update team description and picture

Team settings also include the team name, description, and team profile image. To add a team picture. Open the Team Profile and choose the picture icon. The maximum file size is 4 MB.

Manage team notifications

Team administrators can add and modify alerts so that the team can receive email notifications as changes occur to work items, code reviews, source control files, and builds. A number of alerts are defined for each team. For details, see Manage team alerts.

Manage team rooms

Team administrators can add users and events to team rooms, and add team rooms. Team rooms are chat rooms limited to team members. For details, see Collaborate in a team room.

Note

Team rooms are deprecated for TFS 2018 and later versions as described in Deprecation of team rooms blog post. Several good solutions are available that integrate well with TFS that support notifications and chat, such as Microsoft Teams and Slack.