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==Overview==
Organizations are hierarchically organized; each organization has a link to a single parent organization. An organization hierarchy will have an [[internal]] hierarchy (often referred to as branches, for internal employees staff and affiliates) and an [[external]] hierarchy (for external contacts and organizations). The [[The Root Company|root organization]], which is the organization at the root of that specific SmartSimple copy, will appear on both the [[internal]] and [[external]] hierarchies.
* All contacts, regardless of whether they are able to log into the system ([[User|users]]), are associated with a single, specific level in either the [[Internal|internal]] or the [[External|external]] hierarchy.
* An unlimited number of levels can be created in both the [[Internal|internal]] or [[External|external]] hierarchies.
:: [[Image:Uta-diagram-800w-Organization.jpg|link=Getting Started with the Universal Tracking Application|600px|border]]===Inter-organization Collaboration===SmartSimple is designed to support multiple organizations and their communities to collaborate together for a common goal. The system is used in markets that require high levels of inter-organization collaborations such as the following: {| class="wikitable"|-||'''Vertical Market'''||'''Collaboration'''|-||Grants Management and Philanthropy||Collaboration by grant makers, grant seekers, and external reviewers|-||Research Management||Collaboration by individual researchers, research institutes, universities, and funding agencies/partners|-||Medical Claims Management||Collaboration by insurance companies, service providers, and medical specialists|}The organization hierarchy is a helpful method to categorize, list, and display the individual actors involved in inter-organization collaboration. Inter-organization collaboration is supported by SmartSimple in two different ways: * Organizations share a single copy of SmartSimple. * Organizations share information from individual, organization-specific copies of SmartSimple. For more information on these techniques, see the articles on [[:Category:Security|security]], [[The Key Control Element - Roles|role-based access]], [[portals]], [[:Category:Data Exchange|data exchange]] and [[:category:ObjectSync|object synchronization]] features. But first, let's learn about the most fundamental part of any SmartSimple copy: the organization hierarchy. ==Configuration—Essentials==* '''Note''': You will have varying levels of access to modify or add to the organization hierarchy depending on your [[Role]] within a copy of SmartSimple. While the [[Global User Administrator|System Administrator]] will be able to add, delete, and edit organizations, and the respective [[Organization hierarchy#Organization Ownership|owners]] of an organization may modify their own organization, a typical user role such as an '''Employee''' or '''External Applicant''' might only be able to view the organization hierarchy. ===Example of an Organization Hierarchy===Organizations may represent a variety of entities from physical locations to organizational units. For example, you might have an '''O''''''ffice Office Location''' organization underneath a '''Department''' organization underneath a '''University''' organization underneath an umbrella '''Research Institutions''' organization. From this example, you can see how flexible organization types can be, as well as the hierarchical structure in organizing them.
:::: [[File:ExampleofOrgHierarchy.png|border]]
No matter which organization you are referring to, every organization is stored in the same format with certain permanent attributes that will be tracked for every organization, regardless of type. These standard attributes are referred to as [[Standard Fields]]: examples of standard fields might include the organization's name, address, and parent organization (whether it is a subsidiary of another organization) - this information is available to all organizations.
===Organization Terminology===The nomenclature used to describe the [[Internal|internal]] and [[External|external]] organizational units and people will differ depending on your [[instance]]. For example, '''Internal '''users can be designated as employees, while '''External '''users might be applicants. The nomenclature settings are controlled by following these steps: 1. Click the 9-square menu icon on the top right of your page. :: {{Icon-Menu}} 2. Under the heading '''Configuration, '''select '''Global Settings.''' 3. Go the second tab labelled '''Branding.''' 4. Scroll down to the bottom of the '''Branding '''section labelled '''General Terminology.''' :: [[File:General terminology.png|800px|border]]Here, you can set the terminology that you will see when you [[Organization hierarchy#How to Access the Organization Hierarchy|access your organization hierarchy]] and more. You can set the singular and plural terms that will be used for [[Internal|internal]] vs [[External|external]] '''Units '''(companies/organizations using the system) and '''Users '''(individuals that use the system). Translation options for your organization terminology are also available: see [[Enable Translation Service]]. ===How to Access the Organization Hierarchy===
To access the organization hierarchy, click the 9-square [[menu]] icon on the top right of your page.
:: [[File:052919_EF_Root.png|200px|border]]
The first tab of your organization hierarchy lists [[internal]] contacts, while the second tab lists [[external]] contacts. In the below example, the internal hierarchy is titled '''Branch''' and the external hierarchy is titled '''Organization'''. The [[Organization Terminology|organization terminology]] is variable depending on the SmartSimple instance; however, the [[The Root Company|root organization]] will always appear first on both the internal and external lists.
===How to To Create an A New Internal Branch In The Organization Hierarchy===With every instance of SmartSimple, the root organization will already be listed underneath the internal and external hierarchies of the organization hierarchy. To add to the organization hierarchy, the same technique is always used when creating a new internal organization:
1. Click the 9-square menu icon on the top right of your page..
4. Click the '''New '''button, then select '''Organization. '''
'''* Note: '''The [[Organization Terminology|nomenclature]] for your SmartSimple [[instance]] may be different. For example, '''Organization '''may instead be labelled labelled Institution'''Branch. '''
5. The '''Quick Entry for Duplicate Check '''window is displayed.
6. Click the '''Submit''' button.
7. If there are no duplicates, you will be prompted to select the the [[Client Categories|category ]] or categories that your new organization falls under. Click '''Next''' when you are done.
::: [[File:Step 2 of org.png|790px|border]]
You may return to your organization hierarchy in order to confirm that your new organization has been added appropriately - that it is correctly placed either on the internal or external hierarchy, and that it correctly falls under its parent organization.
:* '''Tip: '''[[External]] organizations can be created as structural placeholders, rather than functional organizations. For example, an external organization called '''Individual Applicants '''would allow individual users to register if they are working independently, or are not directly affiliated with an organization.
===Standard Organization Fields===
As mentioned previously, each organization will have relevant information no matter where that specific organization falls in the hierarchy. This information falls under '''Standard Fields.'''
||The date and time that the account information was last modified
|}
===Organization Menu Items===A user with higher levels of access to an organization (such as an [[Organization hierarchy#Organization Ownership|owner]] or a [[Global User Administrator|System Administrator]]) will see the following additional items on the organization's [[profile]] page. Giving someone ownership of an organization will enable these menu items. The main menu is accessible at the top of the profile, right below the header. Clicking each button on the main menu will open a drop-down of associated functions. Each of these functions is explained in the table below. * Note: The [[Organization Terminology|nomenclature]] for these functions may vary in your copy of SmartSimple, as organization terminology is configurable. :: [[File:organization menu.png|border]] {| class="wikitable"|-||'''Menu Item'''||'''Options'''|-||'''New'''||'''Staff '''— add a new contact to this organization '''Branch '''— add a new organization as a subsidiary of the current organization '''Activity '''— add an [[Event Types|activity]] such as a phone call, event, or meeting with this organization, without reference to the specific contact who creates the activity '''Import Branch '''— launch the Import Wizard to begin the process of [[Importing Organisation Records#Importing Organization Records|importing]] multiple subsidiary organization to this current organization '''Import Staff '''— launch the Import Wizard to begin the process of [[Importing Organisation Records#Importing User Data|importing]] multiple users to this current organization '''Import Activities '''— launch the Import Wizard to begin the process of importing multiple activities for this current organization |-||'''View/Edit'''||Clicking on this button will change the accessibility to this current organization's details from a '''View mode '''into an '''Edit mode''', or vice versa. '''Edit mode '''will then allow those with access to modify the organization's details such as their [[Standard Fields]]; the '''View mode '''only allows a read-only viewing of the details. |-||'''Options'''||'''History - Reader Log '''— The reader log opens up a modal window displaying all the recent users who have accessed this organization's profile. It will provide the name of the user, their start and end time on the profile, as well as whether they were accessing the profile from '''View '''or '''Edit mode. ''' '''Properties - Categories '''— This allows an owner or System Administrator to modify the category that the organization falls under. Pressing '''Save '''will enforce these category changes. '''Settings - [[Password Policy]] '''— This opens up a modal window that allows an owner or System Administrator to modify the rules and restrictions for their users' passwords. For example, some password settings include the length of characters, the complexity of passwords (alphanumerical combinations, capitalization enforced etc), a set time for password expiration, and more. You are also able to * disable inactive accounts * change Activation Settings including the life-span for an activation link, a default security code, and security challenge questions * set a password reset message '''Settings - Regional Settings '''— This allows you to alter regional settings including the following: * Language* Input Date Format* Display Short Date Format* Display Long Date Format* Display Time Format* Time Zone* Home Currency* Numeric Decimal Separator* Numeric Thousands Separator To enforce the change in regional settings, toggle on the '''Enforce Settings '''button next to each setting and press '''Save '''when you are done. '''Tools - Duplicate Check '''— The duplicate check allows you to see if there are any duplicates already in the system for this organization. '''Tools - Pinboard '''— This feature is deprecated, but please see [[Using the Pin Board]] if your SmartSimple copy still uses this function. |}On the left side of the organization profile, you will see an additional menu that will allow you to display other details related to the organization. :: [[File:Organization side menu.png|200px|border]] : :* '''Note: '''The tabs on this menu will vary depending on the organization. In this example, the tabs such as '''US Census, Calls, '''and '''Eligibility '''will display the records of [[Universal Tracking Application|applications]] that have been configured specifically for the organization's needs. The other tabs will remain constant no matter what the organization is. {| class="wikitable"|-||'''Menu Item'''||'''Description'''|-||'''Main'''||This will display the main profile details of the organization, including its main address and contact information.|-||'''[[Notes Overview|Notes]]'''||This will allow you to annotate records with comments, instructions, and other notes. Notes are available both in View and Edit mode. They are timestamped and associated with the user who created them. They can be edited, expanded, or hidden. |-||'''Activity List'''||This will display all activity records for the current organization. |-||'''Sub-Branch'''||This will display a list of all sub-branches (subsidiary organizations) for the current organization. This means that the current organization is the parent company of all the sub-branch organizations, and will appear one level above them in the organization hierarchy. |-||'''Organizations'''||As this is the side menu of [[The Root Company|a root organization]], this tab appears to display all the '''[[External]]''' organizations related to the current organization. |-||'''Contacts'''||This will display all the contacts that fall under the current organization.|-||'''Associates'''||This will display all the associated contacts to this current organization. You can learn [[Association Settings|how to associate users]] with an organization. |}
===Organization Ownership===
If you intend to assign specific [[internal]] staff to manage an organization, you will need to assign the appropriate owner to each organization.
If you need to assign multiple [[internal]] staff to work with an organization, you can use the [[associations]] feature to associate multiple internal contacts with a single account.
====How to Associate Users=== =
Associations must be enabled through '''Global Settings''' before you can associate multiple internal contacts with a single organization account.
::: {{Icon-Menu}}
2. Under the '''Configuration '''heading, select '''Global Settings. '''
3. Under the '''Associations '''tab, toggle on '''Enable Associations - '''Enable Associations feature between companies and users.
After Associations have been enabled, return to the main menu and under the '''Organizations '''heading, select '''Organization Hierarchy.'''
1. Select the organization that you want to associate a contact with.
The organization's details will be displayed.
2. The side menu will have a tab called '''Associates. '''Select that tab.
::: [[File:Associatestab.png|170px|border]]
3. If any contacts are already associated with that organization, they will be listed on this page. To add a new contact as an association, ensure that you are in '''Edit '''mode. The top menu will say '''Edit '''(between '''New '''and '''Options''') if you are correctly in Edit mode.
4. In the '''Lookup bar, '''select the contact that you would like to associate. You can press the '''Binoculars icon '''to open up a list of all available users.
5. Next, select the '''Role '''of the associated contact.
::: [[File:Associated contact.png|800px|border]]
In this example, the associated contact, Adrienne, is a '''Donor '''for this organization. When the associated contact is added, their information - such as email and address - will be displayed. They will also have their '''main '''organization listed under the Organization heading. Adrienne's main organization is '''External Reviewers. '''
Repeat this process if you would like to add more associated contacts.
==Configuration—Advanced==
===Moving Users to Another Organization===
In order to move users to another organization so that they fall at a different level in the organization hierarchy (or to simply have them in the resources of another equal-level company), you must enable the '''Parent Organization '''[[Standard Field]] and update the field to the new organization.
1. Click on the 9-square menu icon on the top right of your page.
:: {{Icon-Menu}}
2. Under the heading '''Configuration, '''select '''Global Settings.'''
3. Under the '''User '''tab, select the hyperlink '''Standard Fields.'''
4. Make sure that the '''Parent Organization '''standard field is enabled.
After enabling the Parent Organization standard field, when you are in '''[[Edit Mode]] '''on a user's profile, you can update their parent organization to move them to another organization.
===Moving Organizations on the Hierarchy===
To move '''organizations '''under a different '''Parent Organization, '''the same process is repeated as the above section, but using the '''Organization '''tab > '''Standard Fields '''under '''Global Settings. '''
===System Summary===
The system provides a number of ways of accessing information on the configuration details for an [wiki/Instance instance] of [wiki/SmartSimple SmartSimple]. For more information, see our [[System Summary]] page.
===Organization and User Security Matrix===
Using the SmartSimple security matrix, you are able to permission features to ensure that your system has the security you need. You can also permission [[User role|roles]] to access certain functionalities, or deny them use of parts of the system. To learn how to configure and use the security matrix as a [[Global User Administrator|System Administrator]], see our [[Company and User Security Matrix]] page.
* You are also able to enable the security matrix for individual {{UTA}}s - see [[UTA Settings - Security]] for more information.
===Organization Based Security===
Organization security is based on the user's organization in the overall hierarchy.
* You permission an organization to access a resource, and everyone in that organization will be able to access that resource.
* When you add new people to that organization, they will also automatically gain access to the resource.
'''Advantages''':
* When you create a user in an organization, you will not have to take the extra step to set any specific permission for the user to access a resource. The user will instead have "inherited" access by being associated with that organization.
'''Note''':
* Organization security does not allow you to give individual users from different organization access to the resource.
* You must associate each organization with the resource; giving multiple organizations access must mean repeating the process.
* If you "move" the user to another organization, they will automatically lose access to resources associated with their previous organization.
==See Also==
* [[Company and User Security Matrix]]
* [[System Summary]]
* [[User]]
* [[Filter Owner Based on Branch]]
* [[Standard Fields]]
* [[Custom Fields]]
* [[Universal Tracking Application]]
[[Category:System Management]][[Category:Glossary]]
