Organization Administration
Organization information is divided into tabs. Each tab has information that will need to be filled out before an organization can be published and made public. The following will highlight information available on each tab.
Organization Overview Tab
Organization Code
This is the acronym used to describe the organization. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Parent Organization
If the organization is a part of another (parent) organization the user can assign this parent organization here. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Visible to users with Internal Organization Viewer or Internal Form Viewer roles only
Checking this attribute allows users with Internal Organization Viewer or Internal Form Viewer roles [only] to have visibility to the organization.
Branding: Has Brand
Checking this attribute allows the user to override the default styles associated with the system. If checked, the system will then attempt to utilize the style override found in the custom.css file to replace the default look and feel with a custom one within the context of the organizations children and assigned forms. If this attribute is unchecked, it will not look for a style override. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization, in real time.
Subordinate Organizations
This area lists all subordinate or child organizations for the current organization. Click the Add New Subordinate Organization link to begin the process of adding a subordinate organization.
Organization Details Tab
Status
The status of the selected Organization will be displayed. The available statuses include:
Published: This version of the organization is available to the public and is not editable by the organization designer.
Draft: This version of the organization is not available to the public and is editable by the organization designer.
Inactive: This version of the organization is inactive and not editable. This version is used for reference purposes only.
Note: Only one version of an organization can be published and only one can be in a draft status.
Organization Name
This is the name used to describe the organization. This value is not unique to a specific version of the organization. As such, adjusting this value will apply the change to all versions of the selected organization.
Form Heading
This is the form heading/title that will be displayed on the Organizations Home page.
General Instructions
Any general instructions to support the user in selecting the organization and finding relevant forms.
Contacts Tab
Contact Address
The address used for contacting the organization.
Other Contact Methods
Any additional relevant contacts methods (e.g., email, phone, fax) specific to the organization are provide here.
Add/Edit Other Contact Methods
When adding/editing an Other Contact Method, the following attributes are available:
A Type can be selected to identify the type of contact method being described.
A Form Label can be provided to provide a custom name for the Other Contact Method.
The Display After value is used to specify a custom sort order for the list of values.
To support regional offices and grouping of other contact methods, space can be added between other contact methods checking the Add space below this element.
Note: If no value is provided for the Form Label, the Type will be utilized as the name.
Supplemental Links Tab
Any links to other web resources for the organization can be provided here.
Add/Edit Supplemental Link
When adding/editing a supplemental link, the following attributes are available:
A Link Name can be provided to control the way the link will be presented to the user. This label will function as the hyperlink on the organization.
The Link field will specific the web address of the web resource (e.g., document or web site).
The Display After value is used to specify a custom sort order for the list of values.
Note: The Link value must be a fully qualified web address (e.g., http://... for a website).
Supplemental Links Tab
FAQ's Tab
Any frequently asked questions for the organization can be provided here.
Add/Edit FAQ
When adding/editing an additional FAQ, the following attributes are available:
A Question is the FAQ question that will be presented.
The Answer is the answer to the question that will be presented to the user for the question is selected.
Display After value is used to specify a custom sort order for the list of values.
Note: The first few questions will be displayed on the Organization Home page. Any additional questions will be available from a "more FAQs" link on the Organization Home page.
Staff Assignments Tab
The system provides form designers with the ability to establish staff processing assignment based on the designation of roles, workgroups and workgroup route maps. These processing assignments are used to assign individuals to Submissions and Submission Processing Steps, either automatically based on a value in a submission or based on explicit assignment by a Submission Processor.
Roles define the staffing functions (e.g., Administrative Staff, Engineer or Supervisor) that individuals assume in performing their work within the organization.
Workgroups define each group within the organization that assembles to perform submission processing (e.g., region, office or team).
Workgroup Route Maps define each association (or mapping) used to assign workgroups based on a value in a submission (e.g., Region by County, Team by Permit Type, etc.).
Note: See the Staff Assignment topic of the Manage a Form for additional information with regards to configuring Workgroup Route Maps and assigning a default Responsible Person and step assignments.
See the Staff Assignment topic of Processing Submission(s) for additional information with regards to configuring Workgroup Route Maps and assigning a default Responsible Person and step assignments.
Manage Roles and Workgroup Assignments
To add a new role:
Select Edit next to Roles on the Staff Assignments tab in the Organization Designer.
If the screen is not in an add state, select Add New Role. A dialogue will be presented where a Name attribute can be entered to define the name of the role.
Enter the Name attribute to define the name of the role.
Once the Role is defined, select the Add Row button in the Role area to assign an individual staff member to the Role for each defined Workgroup. For each mapping, select a When Workgroup matches... value to represent the relevant Workgroup and select a User to represent the User that will be assigned to the current Role when a Submission's Workgroup is assigned to the selected When Workgroup matches... value. Repeat this step for each user workgroup assignment for the Role.
To edit a Role:
Select the Edit button next to Roles on the Staff Assignments tab of the Organization Designer.
Select the Role to edit by clicking upon the Role row.
Adjust the Role settings as needed.
Note: Workgroups will need to first be defined to allow individuals to be assigned "When Workgroup matches...". The Role-Workgroup-User mappings/assignments can be managed from both the Role and the Workgroup areas. Only individuals who are granted the "Submission Processing" role are available for "User" selection.
Repeat these steps for each user workgroup assignment for the Role.
Manage Workgroup and Role Assignments
To add a new Workgroup:
Select the Edit button next to Workgroups on the Staff Assignments tab of the Organization Designer.
If the screen is not in an add state, select Add New Workgroup button. A dialog will be presented where the Name attribute can be entered to define the name of the Workgroup. Enter the Name attribute to defining the name of the Workgroup.
Once the Workgroup is defined, select the Add Row button in the Workgroup area to assign an individual staff member to each defined Role. For each mapping, select a Role... value to represent the relevant Role and select a User to represent the user that will be assigned to the current Workgroup when a Submission's Workgroup is assigned to the current Workgroup value.
Repeat these steps for each user role assignment for the workgroup.
To edit a Workgroup:
Select the Edit button next to Workgroup on the Staff Assignments tab of the Organization Designer.
Select the Workgroup to edit by clicking upon the Workgroup row.
Adjust the Workgroup settings as needed.
Note: Roles will need to first be defined to allow individuals to be assigned "Roles". The Role-Workgroup-User mappings/assignments can be managed from both the Role and the Workgroup areas.
Only individuals who are granted the "Submission Processing" role are available for "User" selection.
Add/Edit Workgroup Route Maps
To add a new Workgroup Route Map:
Select the Edit button next to Workgroup Route Maps on the Staff Assignments tab of the Organization Designer.
If the screen is not in an add state, select Add New Workgroup Route Map button. A dialog will be presented where the Name attribute can be entered to define the name of the Workgroup Route Map.
Click upon the new Workgroup Route Map.
Select the Add Row button.
Enter the When input matches… value which represents the value entered/selected on a submission which will be used to match to/assign a Workgroup.
Select the Assign Workgroup value which represents the Workgroup that will be assigned to a submission when the Submission includes the When input matches… value.
Repeat these three steps for each Workgroup Assignment for the Workgroup Route Map.
To edit a Workgroup Route Map:
Select the Edit button next to Workgroup Route Maps on the Staff Assignments tab of the Organization Designer.
Select the Workgroup Route Map to edit by clicking upon the Workgroup Route Map row.
Adjust the Workgroup Route Map settings as desired.