Managing Your Organizational Structure

Once you or your administrator have created your organization levels, it is time to create/modify your organizations.  You can start by creating your parent organizations and adding the children and/or peers.

All organizations, whether a parent or a child, are listed within the Organization list.  The list may not readily populate, so to view the complete list of organizations click on the Show All link.  When the list populates, pay close attention to the organization path column to determine whether the organization is a parent, child or peer.  All child organizations have a parent listed followed by a > and then the child name.  If there are multiple levels, each child is separated by a >.  If an organization is a peer to another, the peers are separated by a ^.

Adding a New Organization

1. Click the Directory/Organization menu.
2. Within the Navigation pane, click
3. There are two ways to add an organization:

• • Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New, then select Organizations
  • Within the Actions pane, click Add New Organization.

4. With either option the General – Organization window opens.
5. There are three panes of information:

• • Organization Information – contains basic organization information, such as parent name, organization level, organization name, etc.
  • Related Accounts – displays a list of accounts associated with the organization
  • Child/Support Peer Organizations – The bottom pane is divided into two tabs, the first tab, Child Organizations, displays a list of the children associated to the parent. The Support Peer tab displays a list of the peer or support level organization associated to the organization.

6. Within the Organization Information pane complete the following fields (required fields are marked with an asterisk (*)):

• • Parent Name – If you are adding a parent level organization, this field remains blank. However, if you are adding a child, click the drop-down arrow to access a list of parents orgs and from the list select the appropriate org name.
  • Organization Level*– this field is read only and will change based on the information in the parent name field as well as your organization level names. For example, if you have a two level of org and sub-org and you select a parent org, when you save the record this field changes to read Sub-Organization.
  • Code – type the Organization code.
  • Organization Name* – type-in the organization name.
  • Abbreviation – type the Organization abbreviation, if applicable.
  • Sort Position – the organization list defaults to sort alphabetically. The Sort Position field allows you to change the way the organization list sorts. This does not affect how the parent organizations appear in the list but only affects how the children and peers are listed beneath a parent. For example, if you have a parent organization, with A, B, and C children, you can place a sort order of 1 in C, 2 in B, and 3 in A. Therefore, the children would be listed as C, B, and A. Each entry within a group must have a number if you are going to use this field. Blank fields are always listed first.
  • Org Misc 1-5 – there are several open fields for entering miscellaneous organizational information.
  • TCO – click the drop-down arrow to access a list, from the list select the TCO to associate to the organization.
  • Commanding Officer – click the drop-down arrow to access a list, from the list select the commanding officer to associate to the organization.
  • Resource Manager – click the drop-down arrow to access a list, from the list select the resource manager to associate to the organization.
  • Billing Rollup – click the box to insert a checkmark to indicate that when running billing reports the charges for the child organizations will roll-up and be included in the parents. This field defaults to empty meaning that all levels will have their own report.
  • Inactive – click the box to insert a checkmark to indicate that the organization is inactive. Instead of deleting the organization and reading in the future, you can make it inactive and then reactivate. This field defaults to empty meaning the organization is active within your database.

7. Within the Actions ribbon group, click Save (to save and stay) to continue working with this organization, or click Save & Close (to save and exit) to return to the Organizations list.

Adding Related Accounts

8. Within the Related Accounts pane, click on the field marked with an asterisk (*), a complete list of your accounts displays. There are two ways to find an account:

• • Within the Search Text box, type any portion of the account number into the field. As you type in your search criteria, the list changes to display the matching accounts
  • You can scroll through the account list by clicking on the scroll bar on the right-hand side of the box.

9. Once you have found the correct account click on the row. The account number populates in the field.
10. You can continue to add accounts related to the organization by clicking on the field marked with an asterisk (*).
11. At this point it is a good idea to save your progress, within the Actions ribbon group, click Save (to save and stay) to continue working with this organization, or click Save & Close (to save and exit) to return to the Organizations list.

Adding a Child or Peer

12. Within the bottom pane, click on the appropriate tab to add either a child or peer organization.
13. Click on the field marked with an asterisk to add a child or peer, complete the following fields (required fields are marked with an asterisk (*)):

• • Code – type the Organization code.
  • Organization Name* – type-in the organization name.
  • Abbreviation – type the Organization abbreviation, if applicable.
  • Sort Position – the organization list defaults to sort alphabetically. The Sort Position field allows you to change the way the organization list sorts. This does not affect how the parent organizations appear in the list but only affects how the children and peers are listed beneath a parent. For example, if you have a parent organization, with A, B, and C children, you can place a sort order of 1 in C, 2 in B, and 3 in A. Therefore, the children would be listed as C, B, and A. Each entry within a group must have a number if you are going to use this field. Blank fields are always listed first.
  • Org Misc 1-5 – there are several open fields for entering miscellaneous organizational information.
  • Commanding Officer – click the drop-down arrow to access a list, from the list select the commanding officer to associate to the organization.
  • Resource Manager – click the drop-down arrow to access a list, from the list select the resource manager to associate to the organization.
  • Billing Rollup – click the box to insert a checkmark to indicate that when running billing reports the charges for the child organizations will roll-up and be included in the parents. This field defaults to empty meaning that all levels will have their own report.
  • Inactive – click the box to insert a checkmark to indicate that the organization is inactive. Instead of deleting the organization and reading in the future, you can make it inactive and then reactivate. This field defaults to empty meaning the organization is active within your database.

14. You can continue to add children/peers by clicking on the row marked with an asterisk (*).
15. When finished working with the organization, click Save & Close (to save and exit) to return to the Organizations list.

Add/Modify an Account Number to an Organization

1. Click the Directory/Organization menu.
2. Within the Navigation pane, click Organizations.
3. Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

• • Within the search box, type any portion of the record and then click the magnifying glass.
  • Click the Show All

4. The Organization list opens, displaying all organizations. Double click on the organization to associate an account to.
5. The General – Organization window opens.
6. Within the Related Accounts pane, click on the field marked with an asterisk (*), to access a drop-down list of the accounts within your database.
7. There are two ways to find an account:

• • Within the Search Text box, type any portion of the account number into the field. As you type in your search criteria, the list changes to display the matching accounts
  • You can scroll through the account list by clicking on the scroll bar on the right hand side of the box.

8. Once you have found the correct account click on the row. The account number populates in the field.
9. You can continue to add accounts related to the organization by clicking on the field marked with an asterisk (*).
10. Within the Actions ribbon group, click Save (to save and stay) to continue working with the organization, or click Save & Close (to save and exit) to return to the Organizations list.