The users you've created or imported can be sorted into an organizational structure.
In this article, you'll learn:
1 How it works
Positions define the structure of your organization. A position is assigned to a user and to a job.
Jobs define the library items you need to perform a job. A position is assigned to a job so you know what job the user in that position is performing. You might have many positions (Benefits Administrator 1, Benefits Administrator 2, Benefits Administrator 3, etc.) that are all linked to the same job (Benefits Administrator).
Departments are containers for positions. Put positions in departments to organize them. A position can only be in one department.
Users aren't placed in departments, but because they're assigned to positions, we can infer what department a user is in. You can create sub-departments in a department.
To add a position, expand Organization in the Administration menu and click Positions. Click the Add Position button on the top right of the page to open an overlay.
- Enter a name for the position.
- Add users to the position.
- We'll skip the Departments field and return to it later.
- Search for a job to assign this position to.
Once you've created several positions, return to each one and click the Hierarchy tab to add:
- A parent position: the position that manages this position.
- Direct reports: the positions that report to this position.
As you build out your organization, the positions on the Manage Positions page are nested in a hierarchy. Click the plus icon to expand a position and see it’s direct reports.
Go to the Manage Departments page under Organization and click the Add Department button on the top right of the page to open a overlay. Enter a name, and then add positions to the department.
To add positions quickly, click Advanced Search. Select 'Positions not in a department', and then add positions from that list. Now, when you click a department name to open the overlay, you’ll see a list of all its positions and their assigned users.
These are suggested steps, but if you’d rather create departments before adding positions, that works just as well. Remember that department field we didn’t fill out when we created a position? If you’d created the department first, you could select it when you created the position instead of doing it the other way around. You can also create a position for a user from the User overlay instead of the Manage Positions page. Choose the workflow that’s easiest for you.