In this video we’re going to go over the purpose of the Client Organization Chart. Similar to the SP Org. Chart, this chart is to establish the visibility users have when they log in to CleanTelligent, but only for contacts of a specific client.
In our example, Louis works at the East branch of Best Local Bank and needs to submit work orders for his location but doesn’t need to see work orders for the South branch. Only Marsha needs to see the South branch.
Norman is the president of the company. He can see all communications between the service provider and each service location. Any work orders to or from Louis will also be seen by Norman. The same goes for Marsha’s work orders.
Understanding the Client Org. Chart
Level - Levels are the column headings at the top of the chart. These are commonly named after hierarchy levels within your client’s organization or, for simpler charts, names to identify what, or who, goes into the divisions in that level.
Division - Divisions are the bubbles in the main section of the chart. Each division contains a place for Contact Positions and Service Location records. Service Location records can be assigned to only one division at a time. The most important thing to remember about divisions is that they are simply placeholders. Think of them as boxes that don’t do anything but hold people or locations.
Up-line - Divisions that are to the left and directly connected by a line are considered up-line from the selected division. Unlike in the SP Org Chart, on a Client Org Chart divisions that are up-line are visible to contacts in divisions to the right .
Down-line - Divisions that are to the right and directly connected by a line are considered down-line from the selected division. Divisions that are down-line are visible to divisions to the left and connected by a line.
Position - Positions are assigned to Contacts. Contacts can have multiple positions in different divisions.
Different clients can have different Org. Charts. It's up to you on how you name your client’s divisions, but one common thing that causes confusion for Admins is naming divisions after your client’s employees. When they have turnover and employees leave, it's easy to remember to inactivate a record, but it's not as common to go to the Org. Chart and rename a division, especially when you don't have a replacement for them right away. Generally, we suggest naming divisions after regions, or locations instead.
Contacts are allowed to have multiple positions within different divisions in the Client Org. Chart. In the picture below, you can see that Louis Hubert has a position in two different divisions. That gives him access to the location(s) that have also been assigned to each of those divisions.
*NOTE* Remember that the Org. Chart is how you control what location records your contacts can see. Their permission settings are where you can adjust what they can do in the software.
Service Location Assignments
Since service locations are visible to all down-line divisions, you will want to ensure that your service locations are carefully assigned to the appropriate divisions in order to limit the locations your contacts can see and receive notifications for. In the example below, Marsha Reynolds who is assigned to the South Division in the Branch Level can create work orders and receive notifications for any location assigned to the Corporate Division in the Main Level even though the South Division is down-line from the Corporate Division.
This is sometimes advantageous in case you have a client headquarters that you want all the client’s contacts to see and be able to create work orders for while also restricting their access to other service locations. In the above example Marsha Reynolds is still unable to create work orders or receive notifications for service locations assigned to the East Division because the East Division is neither up-line nor down-line from the South Division where Marsha Reynolds is assigned.
Editing the Org. Chart
Creating a new Level
To create a new level in the Org. Chart, click the New Level button at the top of the chart. Scroll down to see the information box. Enter the name of the Level and a description, if desired. Use the Position drop-down to select where the level will be added. You can add it at the end, or far-right of your chart, or put it between other existing levels. Click Save and refresh the page if you do not see the new level right away at the top of your chart.
Creating a new Division
To create a new division in the Org. Chart, click the New Division button at the top of the chart. Scroll down to see the information box. Enter the name of the division and a description, if desired. Use the Level drop-down menu to select which level the division will be in. Next, use the Reports To drop-down menu to select the division that will be directly up-line from the new division.
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