Managing Organizations

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Organizations offer a versatile way to manage responses, users, and configurations. They can be utilized in various scenarios, including:

Organization List Screen

How to access the Organizations Tab:

1. Go to Site Settings > Features > General
2. Tick the "Use Organization" checkbox
3. There will be a tab Organizations appear under Features

When you click on the Organizations tab, you will see the Organization List screen:

Organizations- Available Structure and system use

The Organization structure can have up to 5 hierarchal levels. For each parent organization, you can add up to and up to 4  levels of hierarchy underneath.

Organizations can be used within the system as follows: 

• Responses can belong to an organization level.
• Respondents can belong to an organization level and if so, responses created will default to that Organization.
• Assessment Managers can be linked to organization levels, which restricts which respondents and responses they can view.
  • Note: They can view at or below the organization level that they are linked to.
• Assessments can be made available to Organization Levels, using the Assessment Availability form. An Assessment can be linked to multiple Organization levels, potentially with prices shown for some but not others.  The Available Assessments screen can be limited to assessments for Organization levels using the encrypted Organization Code that the Organization Add/Modify Screen displays (below). 

Organization Add/Modify Screen

Up to Five tabs are Available:

• Settings
• Text
• Classifiers
• Roles
• Drivers

Settings Tab

1. Specify the Name of this organization Level
2. Shows this Parent organization in the structure.
3. BCC Email Address will override the default BCC Address for feedback reports generated for this Organization
4. Default Assessor - If the assessment utilizes the Assessor functionality, specifying a Default Assessor for an organization here will automatically populate that assessor's name in the Assessor field for any new Response created that is linked to this Organization.
5. Response Default Color - this will override the default color specified on the assessment when this organization (or its children) are specified for the response.
6. Response Header Banner Color - this will override the header banner color specified on the assessment when this organization (or its children) are specified for the response.
7. Response Footer Banner Color - this will override the footer banner color specified on the assessment when this organization (or its children) are specified for the response.
8. Response Logo - this will override the response logo specified in the graphics table for the assessment when this organization (or its children) are specified for the response.
9. Response Tenant Logo - this will override the response tenant logo specified in the graphics table for the assessment when this organization (or its children) is specified for the response. (this appears on the right-hand side of the header.)
10. Response Footer Logo - this will override the response footer-logo specified in the graphics table for the assessment when this organization (or its children) are specified for the response.
11. Obtain the Unique ID - that can be appended to either an External URL for an open assessment ( How do link my assessments to my website?), Available Assessments, or Cohort Initiations.  NB.  The syntax of URLs when you have multiple parameters is for the first parameter to have a ? before it and subsequent parameters to have an & before it (with no spaces in either case).
12. Response Allotment - this field only appears if Response Allotments are enabled in the Site Settings. The Options are
    • Are Unlimited - this organization can initiate any number of responses.
    • Are Allocated - this organization is limited to the responses that have been allocated to it using the Allotments function.
    • Can Be Purchased - this organization purchases allotments through the system, using the Allotments function.
13. Responses Prices - If Allotments are purchased, select the Price records applicable.  An organization may have multiple prices available due to date range availability or currencies. (Response Prices is added in Assessment Setting - see Setting Up Price Lists)

Text Tab

The Text tab will only appear if there is organization text added on the Site Settings Organization Tab.

The text can be used to personalize the response instruction text and/or the report for the organization. 

Example of use: you want to add the contact details for organizations in your report or tailored terms and conditions in the welcome section of your assessment.

Setting up organizational text:

1. In the Site Settings Organization Tab add an organizational text item. To enable managers to customise this text in the partner portal, enable it by ticking 'Allow Organization Self-Management'. 

2. In Organizations>edit>Text tab you can customise the text. In the partner portal go to Organizational Settings>Admin tab to edit the text.

3. Merge string can be used in instruction text and the report as {Response.OrganizationText[Text=X]}.

Classifier Tab

The Classifier tab will only appear if there is at least one Classifier that has "Values Set by Organization" selected. This allows individual organizations to have their own specified list of values for a classifier. The classifier values can be input on the response or Cohort Respondent entry. 

Classifiers set by an organization should be linked to a text box question type in the assessment builder.

A CSV template and Upload is available for quick entry.  The classifier order is used to order the breakdown on charts in the report.

Roles Tab

The Roles tab is used to restrict the cohort roles available for respondents for a particular assessment.  If not specified all of the roles listed on the Assessment Settings Cohort Roles will be available.

Drivers Tab

The Drivers tab is used to select Assessment Drivers applicable to this Organization.  Drivers are defined one the Assessment Options tab.

Drivers are designed to be used to select the components of an assessment that are applicable to a particular organization, cohort or response.  The Drivers are also listed in a multiple choice question (usually hidden) in the assessment.  Sections, subsections or questions are then made conditional on each of the drivers.

If Drivers for an assessment are selected here, they won't be available for selection in Cohorts or Response Settings.

1. Use the header selection box to select all of the Drivers.  They can then be individually removed if needed.
2. Select Individual Drivers