Integration Recipe - Teamwork

Teamwork Integration Setup Guide

Prerequisites

Before you begin, ensure you have:

  • Admin access to your ITAM system
  • Admin access to your Teamwork account
  • The Teamwork site URL (e.g., https://yourcompany.teamwork.com)

Phase 1: Global Teamwork Configuration

Step 1: Get Your Teamwork API Key

  1. Log in to your Teamwork account.
  2. Click your profile icon (bottom left corner).
  3. Click “Edit My Details”.
  4. Select the “API & Mobile” tab.
  5. Click “Show Your Token”.
  6. Copy the token (starts with twp_).

Step 2: Configure Global Settings

Option A: Configure All Entities at Once (Recommended)

  1. In ITAM, go to Settings → Integrations.
  2. Find the “Global Teamwork Settings” section.
  3. Enter your Teamwork URL (e.g., https://yourcompany.teamwork.com).
  4. Paste your API Key from Step 1.
  5. Click “Apply to All Entities”.
  6. The system will automatically configure all entities with these same settings.
  7. You’ll see a success message showing how many entities were configured.

Option B: Configure Individual Entities

  1. In ITAM, go to Settings → Integrations.
  2. Find the “Entity-Specific Settings” section.
  3. For each entity you want to integrate:
    • Select the Entity from the dropdown.
    • Enter your Teamwork URL (e.g., https://yourcompany.teamwork.com).
    • Paste your API Key from Step 1.
    • Click “Test Connection” to verify.
    • Click “Save Settings”.

Note: Option A is faster if all your entities use the same Teamwork account. Use Option B if different entities require separate Teamwork accounts.

Phase 2: User Mapping Setup

Step 3: Map ITAM Users to Teamwork Users

  1. Go to Settings → Teamwork User Mappings.
  2. Click “Create New Mapping”.
  3. Select the ITAM User from the dropdown.
  4. Select the corresponding Teamwork User from the dropdown.
  5. Click “Save Mapping”.
  6. Repeat for all users who will use the integration.

Tip: Users can also set their own mapping from their profile settings.

Phase 3: Form Integration Setup

Step 4: Enable Integration for a Form

  1. Navigate to Forms → [Select Your Form] → Integration Hub.
  2. Click “Configure Teamwork”.
  3. Follow the step-by-step workflow below.

Step 4a: Select Entity

  • Choose which entity/organization this form belongs to.
  • You will see a warning if global settings aren’t configured for that entity.

Step 4b: Select or Create Project

  • Option A – Existing Project: Click “Select Project” and choose from the dropdown.
  • Option B – New Project: Click “New” and enter project details.

Step 4c: Save Configuration

  • Click “Save Settings”.
  • Wait for the confirmation message.

Step 4d: Create Task Structure

  • Click “Create Task List”.
  • This creates all form elements as tasks in Teamwork.
  • Note: This process may take 5–20 minutes and runs in the background.
  • You can navigate away; you’ll be notified when complete.

Phase 4: Verification & Testing

Step 5: Verify Integration

  1. Check your Teamwork project for the new task list.
  2. Verify that all form elements appear as tasks.
  3. Test completing a task in ITAM and confirm it updates in Teamwork.
  4. Test time tracking (if enabled).

Common Workflows After Setup

For Form Users:

  1. First Time: When opening an integrated form, select your Teamwork user when prompted if the admin did not already map it.
  2. Daily Use: Complete tasks in ITAM — they automatically sync to Teamwork.
  3. Time Tracking: Log time in ITAM; it appears in Teamwork.

For Administrators:

  1. Monitor Progress: Track task completion in both systems.
  2. Manage Users: Add or remove user mappings as needed.
  3. Multiple Forms: Repeat Phase 3 for each new integrated form.

Troubleshooting Common Issues

“Connection Failed” Error

  • Verify your Teamwork URL.
  • Ensure your API key is valid and active.
  • Confirm you have admin permissions in Teamwork.

“User Not Found” Error

  • Verify the user exists in the selected Teamwork project.
  • Check that user mappings are correct.

Tasks Not Syncing

  • Confirm integration is enabled for that specific form.
  • Verify the task list was successfully created.
  • Check user permissions in Teamwork.

Best Practices

  1. Start Small: Test with one form and one entity first.
  2. Train Users: Ensure users understand workflow changes.
  3. Monitor Regularly: Periodically verify sync and connection status.
  4. Backup Data: Keep important data backed up in both systems.

Getting Help

If issues occur:

  1. Check the Integration Hub for error messages.
  2. Review any displayed status or log messages.
  3. Contact your system administrator.
  4. Consult Teamwork’s documentation for project-specific questions.

Enjoy the power of Continuum GRC.