Organization

an organization is formed into a hierarchy of teams, locations, and users this hierarchy is used for having a visual representation of the organization distributing forms at a certain point in the hierarchy for example, when a form is shared with a team all locations, users, and teams below that team will receive the form (recursively down to the last resource) teams teams enable the organization to be divided into smaller groups teams can contain users locations other teams notes teams can contain any number of users, locations, and teams teams can only have one parent team if the team is a top level team, it is not required to have a parent team locations locations are used to represent physical locations within the organization locations must be under a team locations can contain users notes locations can contain any number of users locations must be assigned to a team locations can only have one parent team users users are the staff members of the organization users belong to one of a team location notes users can either belong to a team or a location, but not both viewing the hierarchy navigate to the organization page from there, you can view the hierarchy of the organization expanding/collapsing the hierarchy click on the expand all button in the top left corner to expand the hierarchy click on the collapse all button in the top left corner to collapse the hierarchy managing the hierarchy this section describes how to manage the hierarchy of the organization roles required owner , admin creating a team to create a location, you can navigate to the hierarchy and add teams, or you can create a team from the location page creating a top level team teams can be placed at the very top of your organization's hierarchy these teams are called "top level teams" go to #viewing the hierarchy click the create new button in the top right corner select team see #new team popup for more information creating a team under an existing team teams can also be placed under other teams go to #viewing the hierarchy click on the dots next to the team you want to add a team to click team see #new team popup for more information new team popup when creating a new team, you will select a parent team to add the team to (or empty if you want to create a top level team) this may be auto populated if you clicked team from a team enter a name for the team click save to add the team deleting a team teams can be deleted from the hierarchy, but there are a few things to note if you are trying to delete a top level team, and that team has locations or users under it, you will not be able to delete the team when deleting a child team, that teams children will be moved to the parent team see #deleting organization entries for more information editing a team teams can be edited to change their name go to the teams page click on the team you want to edit you can edit the name of the team click save to save the changes moving a team note teams cannot be moved into one of their child teams teams can be moved to under a different team to the top level to move a team go to #viewing the hierarchy click on the dots next to the team you want to move click move see #moving organization entries for more information moving organization entries when moving an organization entry, you will see what organization entry you are moving at the top of the screen grey "move here" boxes under each available place you can move the organization entry to when in move mode, you can click on the grey "move here" box under the organization entry you want to move the organization entry to if you would like to cancel moving the organization entry, you can click the red "x" button in the top left corner creating a location locations can only exist under a team they cannot be top level entities to create a location, you can go to #viewing the hierarchy click on the dots next to the team you want to add a location to click location see #new location popup for more information or you can go to #viewing the hierarchy click on "create new" in the top right corner click location see #new location popup for more information editing a location go the locations page click on the location you want to edit once the changes are made, click save to save the changes new location popup when creating a new location, you will select the team to add the location to this may be autopopulated if you clicked location from a team enter the address of the location an autocomplete will appear as you type select the correct address from the autocomplete an optional "store number" to identify the location click save to add the location deleting a location when deleting a location, all users under that location will moved to the parent team of that location see #deleting organization entries for more information deleting organization entries locations, teams, and users can be deleted from the hierarchy please refer to the deletion section of the organization item you want to delete for restrictions and caveats to delete an organization entry go to #viewing the hierarchy click on the dots next to the organization item you want to delete click delete confirm or cancel the deletion adding a user users can exist under a location, team, or neither when a user has not been assigned to a location or team, they are considered "orphaned" what happens when i add a user to my organization? upon adding a user to an organization, they will be sent a welcome email this email will take them directly to reset password page where they can set their password and log in orphaned users orphaned users are users that have not been assigned to a location or team their level of capability in the system will be limited to actions that can be directly shared with them (eg sharing forms with a user) add a user to a location/team to add a user go to #viewing the hierarchy click on the dots next to the location or team you want to add a user to click user see #new user popup for more information add a user to the orphaned users list go to #viewing the hierarchy click the create new button in the top right corner select user see #new user popup for more information new user popup when creating a new user, you will enter email the user's email address (used for logging in and is unique) first name the user's first name last name the user's last name phone number the user's phone number role the role assigned to the user see #roles for more information click save to add the user editing a user go to the users page click on the user you want to edit once the changes are made, click save to save the changes changing a user's password roles required owner , admin click the "change password" button enter the new password click save to save the changes roles roles are used to attach permissions to users each role is associated with a permission level in the system (see #permissions for more information) by default, there are 4 roles in the system owner admin manager submitter custom roles can be created to fit the needs of your organization viewing roles roles required owner , admin navigate to the roles page from the sidebar from here you will see a list of roles in your organization admin , manager , and submitter roles are global defaults and cannot be manipulated creating a role roles required owner , admin when #adding a user , you can create a new role when creating/editing a user, click on the + button next to the role dropdown enter a name for the role select the permissions for the role see #permissions for more information if you select a permission other than admin or owner , you can select additional abilities for the role can create forms allows the user to create forms can manage users allows the user to manage users under them click save when #viewing roles , you can create a new role navigate to the roles page from the sidebar click the new role button in the top right corner enter required role fields click save deleting a role roles required owner , admin when #viewing roles , you can delete a role navigate to the roles page from the sidebar click the vertical ellipsis button next to the role you want to delete click delete confirm or cancel the deletion editing a role roles required owner , admin when #viewing roles , you can edit a role navigate to the roles page from the sidebar click the role you want to edit make required changes click save permissions there are 4 core permissions in the system owner admin manager submitter