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Scope and structure of the organization chart

Introduction and meaning. The organization chart can be opened from the main menu by clicking the <Organization Chart> button. In addition to displaying the organizational structure of a company, it…

Gerold Tholen
Updated by Gerold Tholen
Table of Contents

Introduction and meaning

The organization chart can be opened from the main menu by clicking the <Organization Chart> button. In addition to displaying the organizational structure of a company, it is an integral component in the

  • Control of authorizations
  • Personalized display of processes and documents
  • Delivery of personalized notifications
  • Assignment and editing of workflow processes

Use of the organizational structure in process management and document management.

Organizational units, groups and roles from the organization chart can be assigned to swimlanes and thus tasks in a process. This makes it visible to external parties who performs which tasks in the processes, and to stakeholders which processes are relevant to them (e.g., in My Processes).

Via reporting, you can evaluate which organizations and roles perform which tasks or are responsible for them.

Similar to processes, organizational units and roles can be defined as Document-Users in a document. Using this assignment, the system determines which users a document is displayed to in the My Documents list and which users are notified by e-mail when a new version of the document is published.

Structure of the organization chart

The application page is structured in three parts:

  1. Header
  • Search function for all displayed elements in the organization chart (see below "Show roles / Show groups")
  • Refresh button to reload the contents of the organization chart
  • Zoom adjustment
  • Vertical from level
    Here you adjust the way the organization chart is displayed by specifying from which (organizational) level the elements are no longer arranged horizontally but vertically.
The initial state can be set in the settings
  • PDF-Document
    The print view of the organization chart is called up, which can also be saved locally as a PDF. It is not bound to a specific layout format.
Which logo is used in the printout and how it can be customized, we explain here
  • Expand and Collapse
    Depending on the selected display options (see next point), all elements of the organization chart are expanded. When collapsing, the display is reduced to the root.
  • Show Roles / Show Groups
    Here you can define whether objects of the type role or group are displayed in addition to objects of the type organizational unit (these are always visible).
Hidden objects cannot be found via the search function
The initial state can be set in the settings
  • Publish orgchart
    If the <Publish orgchart> checkbox is checked, all users in the system will be able to see the organization chart.
  1. Content area

Here you can view and edit the organization chart

  • The arrow symbol indicates that there are one or more other organizational units or objects of the type "Role" in the lower level.
  • The person symbol indicates that at least one user is assigned to this organizational unit.
  • The arrangement of all objects on a level is always alphabetical. A manual change can only be made by adjusting the naming, e.g. by prefixing digits.
  1. Legend
  • The "Legend" area can be shown or hidden as required.
  • Thumbnail
    Thumbnail view allows you to change the displayed area of the organization chart in the content area as an alternative to the zoom slider and scroll bar. You can resize the image section and change its position.
  • The legend shows the color scheme applied to the different object types that can be used in the organization chart.
You can customize the color scheme in the settings
  • Last modified.
    Here you can see who last edited the organisation chart.

Object types in the organization chart

The organization chart consists of three different object types:

Organizational Unit and Group.

The Organizational Unit object can be either an organizational unit, a company, a group, a location, a staff unit or a staff department.

The Organizational Unit object is used for reading and editing rights of processes and documents

Role

The Role object denotes a position within a department and can also be understood as a function.

Roles are of central importance for the Qualification Management module, as skills can be assigned to them
Roles cannot be used for assigning reading and editing rights.

Person

The person is the user assigned to the corresponding object.

How did we do?

Editing the Organization chart

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