Setting up organizational structure

SECURITY  Security level based on Administrator license type

NAVIGATION   > Admin > Organization Settings & Users > Your Organization > Organizational Structure

BEFORE YOU BEGIN  This feature may be hidden in your Autotask instance because it is not activated. If so, you can activate it on the > Admin > Admin Categories > Activations page. Refer to Activations.

On this page, you enable and set up the organizational structure of your company to implement the Line of Business feature. For an overview of this feature, please refer to Introduction to Line of Business.

To open the page, use the path(s) in the Security and navigation section above.

How to...

Organizational Structure is off by default. When it is enabled, changes to Autotask, especially in the area of security, can be significant. We recommend that you first review the use cases supported by Organizational Structure. Refer to Billing and Line of Business and Data segmentation.

To enable Organizational Structure and display line of business fields and controls throughout Autotask, check the Enable Organizational Structure box.

To disable Organizational Structure, you must first disassociate all users from all lines of business. If even one user is associated with a line of business, the check box will be disabled.

NOTE  You can configure all settings on this page before you check this box.

To support the greatest possible number of use cases, we allow you to select the most appropriate labels for the two levels of Organizational Structure. The names you select will be used throughout your Autotask instance. In this help document, we will use the default names for Level 1 and Level 2, Division and Line of Business.

Field Description
Label - Level 1 Click the drop-down menu and select the label you want to use for the first level of your organizational structure. Options are:
- Business Unit
- Branch
- Division (default)
- Sector
- Segment
Label - Level 2 Click the drop-down menu and select the label you want to use for the second level of your organizational structure. Options are:
- Application
- Core Competency
- Function
- Line
- Line of Business (default)
- Offering
- Product Line
- Service Line
- Product/Service Line
- Subdivision

Now you are ready to add your divisions and lines of business.

EXAMPLE  BEST PRACTICE: Add all your divisions first, then add all your lines of business. Then edit each division and associate it with all lines of business that apply. Finally, edit all lines of business and make sure that they are paired with all appropriate Divisions.

  1. In the Level 1 or Level 2 section, click New. The New Division or New Line of Business dialog will open.

To edit a row in the table, hover over the context menu and select Edit.

  1. Complete or modify the following fields.
Name Description
Name Enter a name for the division or line of business. Division names are limited to 50 characters, lines of business to 75.
Description Enter a description of up to 400 characters.
Active Enabled by default. You can have up to 25 active divisions and 100 active lines of business. If you have reached the limit for divisions or lines of business, the Active check box is cleared and disabled. You must inactivate another item first.
Division Association or Line of Business Association Specify which divisions and lines of business will be associated with each other.
The Not Associated box will contain all active lines of business or divisions that are not currently associated with this level. The Associated box will contain all active divisions or lines of business that are currently associated with this level. Lines of business or divisions that are part of an inactive division > line of business pairing will display in the Associated box, but will have "[inactive pairing]" appended to the end of the name.
  1. Click Save.

The new pairing is added to the Organizational Structure list.

The tables in all three sections feature a context menu to help you manage your organizational structure.

Option Description
Divisions
Inactivate Inactivating the division will also inactivate all pairings of this division with any lines of business.
Activate

Activating the division will not automatically re-activate pairings of this division with any lines of business, they require manual reactivation.

IMPORTANT  Pairings remain inactive because they could have been manually inactivated independently from the inactivation of the division.

The Activate option will be disabled if there are already 25 active divisions.
Delete If there are pairings associated with this division, the Delete option is disabled.
Lines of Business
Inactivate Inactivating the line of business will also inactivate all pairings of this line of business with any divisions.
Activate Activating the line of business will automatically activate all pairings of this line of business with any divisions.
The Activate option will be disabled if there are already 100 active lines of business.
Delete If there are pairings associated with this line of business, the Delete option is disabled.
Organizational Structure
Edit If you select Edit on a Line of Business row, a pop-up window will open. You can select or clear the Active check box. You can also associate resources with a line of business. Refer to Lines of business and resource data access and Add users to a line of business on the Organizational Structure page.
Inactivate FOR DIVISION ROWS:
The division and its subordinate line of business pairings will be inactivated. Pairings that the subordinate lines of business have with other divisions will not be inactivated.

FOR LINE OF BUSINESS ROWS:
Line of business pairings can be freely inactivated.
Activate FOR DIVISION ROWS:
If the limit of 25 active divisions has not yet been reached, the division will become active. We will not automatically activate the division's subordinate line of business pairings.

FOR LINE OF BUSINESS ROWS:
Line of business pairings can be freely activated.
Delete FOR DIVISION ROWS:
If there are pairings associated with this division, the Delete option is disabled.

FOR LINE OF BUSINESS ROWS:
Line of business rows cannot be deleted if posted billing items, contracts, tickets, projects, subscriptions, expense reports or workflow rules are associated with the pairing. You can inactivate the pairing, or disassociate all entities from it and then delete it.