ORGANIZATION

From the landing page/home page, you can navigate to the organization page using:

• Toggle Menu Bar – Once the admin clicks on the double chevron right icons, the Manage menu items will be displayed, you can navigate to People→Organization, and clicking on the organization will open the organization listing page.

• Quick access – You can see the Organization widget, and hovering the mouse over it will display two sections.
  • Create – will open the ‘Create Organization’ page.
  • Edit – will open the user listing page.

The create organization allows the admin to create an organization in a system. The process may involve assigning an organization name and setting up the other details related to the organization.

1. Clicking on Organization will navigate to Create Organization page
2. In the Organization pop-up, indicate the following details:

• • Name of the organization – The admin needs to enter the Organization Name, The organization name should be unique
  • Code – If the Coding Convention is enabled at the site level, the organization code is auto-generated
  • Domain Name
  • Description – This is a text field and the admin can enter the Course details.
  • Organization Type – This admin can select whether the organization is an internal or external organization. Once the admin clicks on the drop-down, it will display two options:
    • Internal
    • External
  • Cost Center – The admin can enter the cost center name, total cost of the organization, etc.
  • Parent Organization – The admin can select the parent organization in this field. After the parent organization is selected, then this organization (created organization) will be the child of the parent organization.
  • Contact details – Enter the contact details of the organization.
  • Access (to restrict access to this organization to specific admin groups)

3. Clicking Save, Organization is created and displayed in the listing page.

On the “Create Organization” page, if the administrator inputs a value into the “Parent Organization” field, the newly created organization will be designated as a child of the specified parent organization.

When adding a user to a specific organization during the user creation process in the User Creation Section, you are required to input the organization’s name in the “Organization Field.” All users associated with the designated organization will then appear as active users.

Edit Organization refers to the process of modifying or updating an existing organization in the system. This could involve updating the organization name, organization type, etc. The purpose of editing an organization is to maintain accurate and up-to-date information about the organization in the system and to ensure that its permissions and access levels are appropriate.

In the organization listing page, clicking on the ‘Edit’ icon or clicking on the Organization name, the Edit Organization page will be visible and the admin can edit the details of the organization. The Edit organization functionality is the same as the Create Organization.

Child Organization

A child organization is a subordinate unit or division associated with a larger parent organization.

1. In the edit page, clicking on the child organization action icon will export the list of child organizations mapped with the respective partner organization.

2. If there are no child organizations mapped to the respective parent organization, the child organization action icon will be disabled and the count will be displayed as Zero.

3. Clicking on the action icon will display an option to export the details of the below-mentioned format:

1. • Export as CSV
   • Export as Excel
   • Export as PDF

Active User

1. The active user will show the total count of active users mapped with the respective organization.

2. In the edit page, clicking on the active user icon will export the list of active users mapped to the organization.

3. The list contains the below-mentioned columns:

• • Name (Combination of First and Last Name)
  • User Name
  • Email ID
  • Job Title
  • User Type
  • Manager Name (Combination of First and Last Name and in bracket manager username)
  • Association Type
  • Added On

4. The Association Type will show whether the user is mapped to the primary organization or mapped using other organization fields.

5. If the user is mapped primary, it will display as “Primary organization” and if mapped using other organization fields, it will display as “Other Organization”.

6. If there are no users mapped to the respective organization, the active user action icon will be disabled and the count will be displayed as Zero.

Discard

1. The Discard button will be visible on the edit page.

2. The Discard button will be enabled only if any changes are made.

3. Clicking on the ‘Discard’ button will show a popup with a warning message.

4. Clicking on OK, the new changes will be replaced with the old values, and clicking on CANCEL, you will remain on the same edit page with new field values.

Delete

1. Admin can delete the organization by simply clicking the ‘Delete’ icon available on the edit page.

2. The delete icon will be enabled only for the admins with edit permission for the organization module.

3. For the admins who have the view permission, the delete icon will be disabled.

Note: The delete icon will be enabled only if there are no users and groups tagged with the organization and there are no child organizations mapped to the respective organization.

4. The delete icon will be visible in two places:

• • Inside the edit page.
  • On the organization listing page.

5. Clicking on delete will open a pop-up to confirm the action. If the admin clicks on Yes, the organization will be deleted, and clicking on No will exit the popup without deleting.

Suspend

• Admin can suspend the organization by simply clicking the ‘Suspend‘ icon on the listing page.

• The suspend icon will be enabled only for the Active organization.
• The suspend icon will be enabled only for the admins with edit permission for the organization module. For the admins who have view permission, the suspend icon will be disabled.
• Clicking on the suspend icon will validate if there are any active users and child organizations mapped with the parent organization.
• If there are active users mapped with the organization and clicking on suspend will display an alert message 1.

Message 1: “Suspending the organization will remove all users associated with it, would you like to proceed?”

• If the admin clicks on “Yes”, all the users mapped with the organization will be unmapped. (Only the direct organization should be considered). If you click on “NO”, it will close the popup without suspending the organization.
• If there are active child organizations mapped under a parent organization, clicking on the suspend button for the parent organization will display an alert message 2.

Message 2: “Suspending the parent organization will make its associated child organization move one level higher, would you like to proceed?”

• If the admin clicks on “Yes”, all the child organizations will be moved one level up.

Note: If Organization C is a child of Organization B and Organization B is a child of Organization A, and the admin suspends Organization B, Organization C will be directly mapped under Organization A.

• If both scenarios happen at the same time (Points No. 5 & 7), clicking on suspend will display an alert message 3.

Message 3: “Suspending the organization will remove all users associated with it and will make its associated child organization move one level higher, would you like to proceed?”

• Clicking on “Yes” will suspend all the users under the organization and all the child organizations will be moved one level up. If they click on “NO”, it will close the popup without suspending the organization and user.
• If there are no associations to the organization, clicking on suspend will display an alert message 4.

Message 4: “Are you sure you want to suspend the organization?”

• Clicking on “Yes” will suspend the organization. If they click on “NO”, it will close the popup without suspending the organization and user.
• The suspend option will be visible only in two places:
  1. “Suspend” Button on the edit page for active organization
  2. “Suspend” icon on the organization listing page for the active organization
• After the organization is suspended and it is a parent organization, then on the list page the organization details will be grayed out. The admin can access only the Delete, edit, and activate action icons.

Activate

• Admin can Activate the organization by clicking the activate button on the edit page.
• The activate icon will be enabled only for the admins with edit permission for the organization module. For the admins who have the view permission, the activate icon will be disabled.
• The activate button is visible only for the suspended organization.

 

• The Activate button will be visible in only two places:
  1. “Activate” Button on the edit page under the suspended organization.
  2. “Activate” button on the user list page for the suspended organization.

• After the organization is activated, the organization will be listed on the user create/edit page.

Change Log

• The change log will list all the records of changes performed. This list will display the old value and the newly updated value for every field.
• The changes log has the Filter, Sort, and export options.
• The change log will display the records in the list view and the table contains:
  • What Changed
  • Field Name
  • Old value
  • New Value
  • Changes By
  • Changes Date (With Time Stamp)

Filter

The list of filters for the change log is mentioned below:

• What Changed – (Search Box)
• Changed By – (Search box with multi-select)
• Changed Date Range – (From and To date range – Calendar option)

1. The active user will show the total count of active users mapped with the respective organization.

2. In the edit page, clicking on the active user icon will export the list of active users mapped to the organization.

3. The list contains the below-mentioned columns:

• • Name (Combination of First and Last Name)
  • User Name
  • Email ID
  • Job Title
  • User Type
  • Manager Name (Combination of First and Last Name and in bracket manager username)
  • Association Type
  • Added On

4. The Association Type will show whether the user is mapped to the primary organization or mapped using other organization fields.

5. If the user is mapped primary, it will display as “Primary organization” and if mapped using other organization fields, it will display as “Other Organization”.

6. If there are no users mapped to the respective organization, the active user action icon will be disabled and the count will be displayed as Zero.

Discard

1. The Discard button will be visible on the edit page.

2. The Discard button will be enabled only if any changes are made.

3. Clicking on the ‘Discard’ button will show a popup with a warning message.

4. Clicking on OK, the new changes will be replaced with the old values, and clicking on CANCEL, you will remain on the same edit page with new field values.

Delete

1. Admin can delete the organization by simply clicking the ‘Delete’ icon available on the edit page.

2. The delete icon will be enabled only for the admins with edit permission for the organization module.

3. For the admins who have view permission, the delete icon will be disabled.

Note: The delete icon will be enabled only if there are no users and groups tagged with the organization and there are no child organizations mapped to the respective organization.

4. The delete icon will be visible in two places:

• • Inside the edit page.
  • On the organization listing page.

5. Clicking on delete will open a pop-up to confirm the action. If the admin clicks on Yes, the organization will be deleted, and clicking on No will exit the popup without deleting.

Suspend

• Admin can suspend the organization by simply clicking the ‘Suspend‘ icon on the listing page.

• The suspend icon will be enabled only for the Active organization.
• The suspend icon will be enabled only for the admins with edit permission for the organization module. For the admins who have view permission, the suspend icon will be disabled.
• Clicking on the suspend icon will validate if there are any active users and child organizations mapped with the parent organization.
• If there are active users mapped with the organization and clicking on suspend will display an alert message 1.

Message 1: “Suspending the organization will remove all users associated with it, would you like to proceed?”

• If the admin clicks on “Yes”, all the users mapped with the organization will be unmapped. (Only the direct organization should be considered). If you click on “NO”, it will close the popup without suspending the organization.
• If there are active child organizations mapped under a parent organization, clicking on the suspend button for the parent organization will display an alert message 2.

Message 2: “Suspending the parent organization will make its associated child organization move one level higher, would you like to proceed?”

• If the admin clicks on “Yes”, all the child organizations will be moved one level up.

Note: If Organization C is a child of Organization B and Organization B is a child of Organization A, and the admin suspends Organization B, Organization C will be directly mapped under Organization A.

• If both scenarios happen at the same time (Points No. 5 & 7), clicking on suspend will display an alert message 3.

Message 3: “Suspending the organization will remove all users associated with it and will make its associated child organization move one level higher, would you like to proceed?”

• Clicking on “Yes” will suspend all the users under the organization and all the child organizations will be moved one level up. If they click on “NO”, it will close the popup without suspending the organization and user.
• If there are no associations to the organization, clicking on suspend will display an alert message 4.

Message 4: “Are you sure you want to suspend the organization?”

• Clicking on “Yes” will suspend the organization. If they click on “NO”, it will close the popup without suspending the organization and user.
• The suspend option will be visible only in two places:
  1. “Suspend” Button on the edit page for active organization
  2. “Suspend” icon on the organization listing page for the active organization
• After the organization is suspended and it is a parent organization, then on the list page the organization details will be grayed out. The admin can access only the Delete, edit, and activate action icons.

Activate

• Admin can Activate the organization by clicking the activate button on the edit page.
• The activate icon will be enabled only for the admins with edit permission for the organization module. For the admins who have the view permission, the activate icon will be disabled.
• The activate button is visible only for the suspended organization.

 

• The Activate button will be visible in only two places:
  1. “Activate” Button on the edit page under the suspended organization.
  2. “Activate” button on the user list page for the suspended organization.

• After the organization is activated, the organization will be listed on the user create/edit page.

Change Log

• The change log will list all the records of changes performed. This list will display the old value and the newly updated value for every field.
• The changes log has the Filter, Sort, and export options.
• The change log will display the records in the list view and the table contains:
  • What Changed
  • Field Name
  • Old value
  • New Value
  • Changes By
  • Changes Date (With Time Stamp)

Filter

The list of filters for the change log is mentioned below:

• What Changed – (Search Box)
• Changed By – (Search box with multi-select)
• Changed Date Range – (From and To date range – Calendar option)

The organization list will show the list of organizations that are created in the system. The listing may include information such as the Organization name, Child organization, and a few action icons.

The organization listing is often used to manage the organizations within a system, allowing the admin to easily view, sort, and filter.

It can also provide a quick way to view the overall status of all organizations, including those that are active and inactive.

Listing Page

• The listing page of the organization will show only the parent organization details such as organization name, organization type, and the respective action icons such as access, child organization, active user, edit, delete, suspend, and activate icons.

• In the list view, the child organization will not be visible.
• If the admin searches for a child organization using the search bar, then the child organization will be visible in the list along with the details such as:
  • organization name,
  • organization type, and the respective
• Action icons, such as:
  • Access,
  • Child organization,
  • Active user,
  • Edit,
  • Delete,
  • Suspend,
  • Activate icons.

Search/Filter/Sort

• The search will be based on the organization’s name.
• The admin can use the search box to search for the organization’s name.

• By default, the sorting of the list will be recently updated.
• The list of filters for the organizations is mentioned below:
  • Organization Type – Internal/External
  • Domain Name – Will list all the domains created in the system
  • Organization Status – Active/Suspended

• If the organization type is selected as internal, only the organization with the type as internal will be filtered. If external is selected, only the organization type as external will be filtered and the list will be visible.
• Below is the sorting order:
  • Title: A – Z
  • Title: Z – A
  • Date – New – Old
  • Date – Old – New
• By default, the list is sorted on the Last update.

Action Icon

Edit

• Clicking on the edit icon will open the edit organization page and the admin can edit all the details of the organization.

• The admin can also click on the organization name to edit the details.
• The edit organization functionality is the same as the create organization.

Access

• The Access option allows the admin to enable the privilege of viewing/Editing specific organizations for selected groups.

• The access icon will be enabled only for the admins with edit permission for the organization module. For the admins who have the view permission, the access icon will be disabled.
• This access option is visible only for Mid and complex editions. For the lite edition, we don’t have an access control option.
• Clicking on access will open the Admin Group text box that will list all the admin groups that are created in the system and accessible by the admin.
• The admin can select one or more admin groups.

Note: By default, the admin group of which this particular admin is part will be auto-selected. If the admin is part of more than one admin group, then the admin needs to select the respective admin groups.

• When the admin clicks on a group name, the group will be removed from the list and will be visible in the text box with a close button.
• Clicking on “Save” will save the selected group, and the user will be visible only for those selected groups.

Child Organization

• The child organization will list all the child organizations, and child of child organizations under the respective parent organization.
• The child organization action icon will show the count of the child organization mapped to the parent organization.
• Clicking on the child organization will list all the child organizations directly mapped to the respective parent organization.

• Next to every organization name, an icon (Three horizontal dots) will be visible. Clicking on that will horizontally expand and other icons such as Suspend/Activate, Delete, and Edit/View will be visible.
• If the admin clicks on any of the organization names, the respective organization name will get expanded and will show the list of child organizations mapped under it.

Active users

This is explained in the previous section. Click Here.

Suspend

This is explained in the previous section. Click Here.

Activate

This is explained in the previous section. Click Here.

Delete

This is explained in the previous section. Click Here.