Introduction

The Organizational Structure helps you arrange lines into a tree structure representing your organization.

• Get a better overview of your Factbird implementation
• Save time managing user permissions - easily manage who has access to what

Administration Page

The Organizational structure is organized from the Administration page. Here, you build your organization in a tree structure. You can create directories representing countries, departments, business units, sites, or buildings. You can create as many levels as you like.

How to build an organization

• Press “Add new” to add a directory.
• The new directory or line being added will be placed in the currently selected directory
• To add one or more lines to a directory, press “add new” and choose “Line”
• Drag and drop lines or directories into each other if you need to rearrange them

Organization Page

The organization page shows the organization you’ve built. Here you can navigate up and down the organization to view the different directories and lines.

Permission and Access Management

The Organization module makes it easy to manage who can see and do what in Factbird at different levels in your organization. When using the system, you assign which role a user should have at a specific level in the organization.

How to manage permissions

• Select the directory/line you want one or more user to have access to
• Select the role you want the user to have on the selected directory/line
• Use “Add user” to add an existing user, or “create” to create a new one.

⚠️ If you already have Factbird rolled out using Groups, See the section “Migration of existing groups” below

💡 Tip

When a group is managed from the organizational structure, any time you move a line in or out of a directory, the user permissions for that directory and its lines will automatically be updated. Additionally, if you create a new directory inside a directory,the users from the original directory will automatically get access to everything in the subdirectory.

Migration of existing groups

If you are currently using the original permission management system in Factbird (Groups), and want to start managing user permissions from the organizational structure, you will need to copy you existing groups to the organizational structure.

When starting to use the permission management system from the organizational structure, you will notice that all roles are empty, except the “Super” role on the root of the organization - this will hold the users from the existing Super (Owner) group - the group with the most privileges.

ℹ️ Please note that your organization may have renamed the “Super” group to something else, e.g. “Administration” or “Supervisors”. You can identify the super group as the top-most role on the root node, and find it in the Groups tab by looking for the role Super (Owner) (see image below)

How to copy groups into the organizational structure

To use the organizational structure to manage permissions, you will need to copy your existing groups into the organizational structure. This process needs to be done for every group you currently have.

• In the organizational structure, select the directory/line you want to copy a group to
• Click Add/create user and choose “Add user”
• Select “groups” to search through your existing groups.
• Search for the existing group corresponding to the directory/line and role you have selected.
  a. If you have a big organization, you will most likely have an existing naming convention that you can use to identify the location and role of the group like “DK_Site1_operators”.

After clicking “add”, you should now see all the users from the imported group visible on the directory/line and role you imported them to. This process has now created a new group consisting of all the users in the selected directory/line with the same role.

If you want, you can validate that a new group has been created. Head into the “Groups” tab and find it. The new group will be named “[directory], [role] (organization group)”. This new group can only be managed from the organizational structure, and will automatically update itself whenever lines are added or removed from the directory.

After validating that the new group exists, complete the migration by deleting the old group. This will make sure all updates in the organizational structure are reflected in the permissions.

❗ Please note that deleting groups can lead to users losing access to lines in Factbird if the groups have not been migrated properly. Be mindful and start by, e.g., removing a single user from the old group, validating that this user now has access to all the same lines with the new permission in place. If you have any questions or concerns, submit a support request for further assistance.

You have now migrated a group into the organizational structure. Repeat for your remaining groups to fully migrate ✅