Organizational structure

The organizational structure in Team Assistant (TAS) creates a hierarchy of organizational units, defining relationships between different parts of the organization. Users, including managerial roles, are assigned to these units. This structure can either mirror the complete organizational structure of your organization or represent only the relevant parts for use in TAS.

The organizational structure influences visibility and permissions for managers and colleagues when handling certain processes as defined in the process template. The application administrator (with the $Administrator role) has the authority to define this structure.

Key Features

Root Node

• The application automatically creates the top of the organizational structure, labeled as Root.
• This node cannot be deleted or modified.
• It serves as a placeholder for registered users who should not be assigned to a specific organizational unit or when a custom organizational structure is unnecessary.

Visibility of Cases

• By Case Owner: All superiors can view cases owned by their subordinates.
• By Template Definition: Templates can define who can view all cases created from them under "Visible to members of the organizational unit."

Case Creation from Templates

• Templates can specify which organizational units are allowed to initiate new cases under "Assign organizational units that can start cases > Org. units."

Approver

• Templates can define that a superior is the resolver of a task or other actions on the template.

Task Resolver Restrictions

• Task resolvers can be restricted on the task template according to "Only organizational unit."

Overviews and Graphs

• Define who can view overviews and graphs based on the organizational structure under "Set sharing of overview/graph for individual user groups > Org. units."

Managing Organizational Structure

Users are integrated into the organizational structure as members or managers of organizational units, adhering to the following rules:

• Each organizational unit has exactly one or no manager.
• Any number of users can be assigned to each organizational unit.
• It is not mandatory to assign users to an organizational unit.
• Each user can only be assigned to one organizational unit, defining their primary affiliation.
• A user can manage multiple organizational units. In such cases, the application registers this state, and the user can choose from which position to perform a given action.

Overview of the Entire Organizational Structure

• Accessible under the "Org. structure" tab in the application.

Management Methods

• Externally: Roles and their assignments to users are managed in an external application, and Team Assistant imports this definition via an application or data interface.
• Internally: Roles are defined and managed directly within Team Assistant.

These methods can be combined.

Attributes of Organizational Units

Each organizational unit contains the following attributes:

• Name: The name of the organizational unit.
• Manager: The manager of the unit. If not defined, the manager of the superior unit is considered.
• Type: The type of organizational unit.
• Logo: Option to select a logo from uploaded logos in the environment.
• Superior Unit: The superior organizational unit. If the unit is at the top, select "Root."
• Assign Users: List of users assigned or to be assigned to the unit.
• External ID: Filled in case of external creation of the organizational unit.

Organizational Structure Options

Adding a New Organizational Unit

1. Select Add in the upper right corner of the screen.
2. Fill in the values for each field according to the organizational unit attributes.
3. Confirm settings by selecting Save in the specific menu, or cancel changes by selecting Close.

Editing an Organizational Unit

1. Select the organizational unit to edit.
2. Open the Edit Role form by clicking the Edit icon.
3. Modify the values of each field according to the organizational unit attributes.
4. Confirm settings by selecting Save in the specific menu, or cancel changes by selecting Close.

Deleting an Organizational Unit

1. Select the organizational unit to delete.
2. Perform the delete action by clicking the Delete icon.
3. Confirm or cancel the deletion in the pop-up window.

FAQ

Multiple Job Positions

If a physical person holds multiple job positions that are not in the role of a manager of an organizational unit, consider whether it is necessary to separate these positions for automated processes. If necessary, it is recommended to create a new user entity for each additional position with corresponding assignments. The user then uses the appropriate entity depending on the context in which the system operates. This situation arises only in rare cases.