Companies

You can present a company structure with Branches, Sections, Departments, and Units list, which comprises all the company divisions and allows you to assign users to them.

caution

When upgrading to version 1.24, run the server script Create records for Organization Level (/record/sys_script/172623702914464585) to activate the hierarchy of organization structure records.

The organization structure of a company has the following levels:

Company → Branch → Section → Department → Unit → Group → Team.

In the Locations list, you can store and specify all geographical locations used to describe the companies and their organizational structure.

The list of companies stores information about all organizations with which your company does business. To optimize business processes, assign classes to the companies depending on the type of their activity, relationships with your company.

tip

Roles required:

• Read, create, update – org_manager, admin.
• Delete – admin.

Create a company

---

To create a company record, follow these steps:

1. Navigate to Organization → Companies.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Company form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the company belongs to.
Name	Y	Specify a company name.
Class	Y	Specify a type of activity or relationship with one of the options below: None Internal Customer Vendor Manufacturer Service provider Service partner You can select one of the possible values from the drop-down list.
CEO	N	Specify the Chief Executive Officer.
Location	Y	Specify the location.
City	N	Specify the city where the company is located.
State/Province	N	Specify a state or province name of the company location.
Street	N	Specify the street where the company is located.
ZIP/Postal code	N	Specify a ZIP or postal numeric code of the company.
Phone	N	Specify a phone contact number.
Notes	N	Add some additional information.

Related Lists

• Branches – contains the list of the company's branches.
• Sections – contains the list of the company's sections.
• Departments – contains the list of the company's departments.
• Units – contains the list of the company's units.
• Employees – contains the list of the company's employees.
• Organizations – contains the list of the company's child organizations.

Create a branch

---

To create a branch, follow these steps:

1. Navigate to Organization → Branches.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Branch form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the branch belongs to.
Name	Y	Specify a branch name.
Company	Y	Specify a parent company.
Head of branch	N	Specify a person in charge.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

Related lists

• Contracts – contains the list of the branch's contracts.
• Sections – contains the list of the branch's sections.
• Departments – contains the list of the branch's departments.
• Units – contains the list of the branch's units.
• Organizations – contains the list of the branch's child organizations.

Create a section

---

To create a section, follow these steps:

1. Navigate to Organization → Sections.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Section form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the section belongs to.
Name	Y	Specify a section name.
Head of section	N	Specify a person in charge.
Company	Y	Specify a parent company.
Branch	N	Specify a branch.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

Related lists

• Contracts – contains the list of the section's contracts.
• Departments – contains the list of the section's departments.
• Units – contains the list of the section's units.
• Organizations – contains the list of the section's child organizations.

Create a department

---

To create a department, follow these steps:

1. Navigate to Organization → Departments.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Department form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the department belongs to.
Name	Y	Specify a department name.
Head of department	N	Specify a person in charge.
Company	Y	Specify a parent company.
Section	N	Specify a section.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

Related lists

• Contracts – contains the list of the section's contracts.
• Units – contains the list of the section's units.
• Organizations – contains the list of the section's child organizations.

Create a unit

---

To create a unit, follow these steps:

1. Navigate to Organization → Units.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Unit form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the unit belongs to.
Name	Y	Specify a unit name.
Head of unit	N	Specify a person in charge.
Company	Y	Specify a parent company.
Department	N	Specify a department.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

Related lists

• Contracts – contains the list of the unit's contracts.
• Organizations – contains the list of the unit's child organizations.

Create a group

---

To create a group, follow these steps:

1. Navigate to Organization → Groups.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Group form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the group belongs to.
Name	Y	Specify a group name.
Group leader	N	Specify a person in charge.
Company	Y	Specify a parent company.
Unit	N	Specify a unit.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

• Organizations – contains the list of the group's child organizations.

Create a team

---

To create a team, follow these steps:

1. Navigate to Organization → Teams.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Team form fields

Field	Mandatory	Description
Parent organization	N	Specify the organization the team belongs to.
Name	Y	Specify a team name.
Team leader	N	Specify a person in charge.
Company	Y	Specify a parent company.
Group	N	Specify a group.
Location	N	Specify the location. The value is selected automatically when you specify the Company. You can change it.
Notes	N	Add some additional information.

Locations

If some of your company branches or departments are located in different areas, use Locations to specify a location of a required company or department. An administrator can specify a location by filling in the fields with an address data (Country, City, and other).

Create a location

---

To create a location, follow these steps:

1. Navigate to Organization → Locations.
2. Click New and fill in the fields.
3. Click Save or Save and exit to apply the changes.

Location form fields

Field	Mandatory	Description
Parent location	Y	Specify the parent location record. The field is not displayed when the Country option is selected in the Level field.
Name	Y	Specify the location name. The field is not displayed when the Address or Premise option is selected in Level
Level	Y	Select the location level. Available options: Country Region City Address Premise By default, the Address level is selected. To add more levels, go to list/org_level and activate existing records, or create a new one.
City after country	N	Select the checkbox for federal cities and city-states to skip the Region level. When the checkbox is selected, the Parent location field is automatically filled in with the Country option. The field appears when the City level is selected in Level.
Timezone	Y	Select the timezone of the location. The field is automatically filled in and is read-only when the Rural settlement, Address, or Premise option is selected in the Level field. The field is not displayed when the Country option is selected in the Level field.
Street	N	Enter the name of the location street. The field appears when the Address option is selected in the Level field.
Building	N	Enter the number of the location building. Enter the number of the location building. The field appears when the Address option is selected in the Level field.
ZIP/Postal code	N	Define a ZIP or postal code of the location. The field appears when the Address option is selected in the Level field.
Office/Premise	Y	Specify the office or premise number. The field appears when the Premise option is selected in the Level field.
Phone	N	Enter the phone number. The field appears when the Premise option is selected in the Level field.

To add a custom level of the location, complete the following steps:

1. Click next to the Level field on the Location form.
2. Fill in the fields and click Save.

Level form fields

Field	Mandatory	Description
Location type	Y	Specify the type of the location.
Active	N	Select the checkbox to activate the location level.
Level	Y	Specify the level number. After the record is saved, the field becomes read-only.

Organization levels

You can create and set up necessary organization level in the Organization level (org_organization_level) table.

Create an organization level

---

To create an organization level, complete the following steps:

1. Navigate to System Settings → All Tables and open Organization Level.
2. Scroll the page down to the user interface actions and click Open list.
3. Click New in the top left corner and fill in all the required fields.
4. Click Save or Save and exit to apply the changes.

Organization level form fields

Field	Mandatory	Description
Name	Y	Specify a name for the organization level.
Table	Y	Specify the table the level is related to.
Order	Y	Specify the order of the level in the organization level hierarchy. The order of the topmost level is 0.
Active	N	Select the checkbox to allow creating organizations of this level. If the checkbox is selected, the New button is displayed in the top left corner of the organization level form.

Related lists

• Organizations – contains the list of the organizations belonging to the organization level.

Authorized employees

You can create authorized employees of any organization levels in the Authorized Employees (org_authorized_employee) table.

Create an authorized employee

---

A related authorized employee is created automatically every time you create a record in the Employee table. If a record is deleted from the Employee table, the related authorized employee record is deleted as well.

To manually create an authorized employee, complete the following steps:

1. Navigate to System Settings → All Tables and open Authorized Employee.
2. Scroll the page down to the user interface actions and click Open list.
3. Click New in the top left corner and fill in all the required fields.
4. Click Save or Save and exit to apply the changes.

Authorized Employee form fields

Field	Mandatory	Description
Employee	Y	Specify an employee. The field value must be unique.
Notes	N	Add some additional information.