This article shows Administrators how to create, edit, and manage Departments and Positions within the account through control panel. Departments are mandatory for record assignment and drive user permissions, while Positions are primarily used for defining approvals.
Prerequisites
You must have Administrator access to the system.
Accessing the Control Panel
Follow these steps to access the area for managing Departments and Positions:
Click on the cog icon in the top right-hand corner of the screen.
Select System Entities from the menu on the left of the screen. This is where Departments and Positions are managed.
Creating and Managing Departments
Departments represent your organisation's various teams, groups, or divisions and are assigned to both system records (contracts/procurements) and user profiles. A record must be assigned to a department.
Create a New Department
Select the Add button at the top of the Departments table.
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Enter the required details:
Name: Provide an appropriate name for the department.
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Parent: Optional. Select a department to be the next level up in the organisation's hierarchy.
Assigning a parent department extends permissions for users in the parent department, allowing them to see all records in the 'child' departments.
For approvals, if the system cannot find a suitable approver in the specified department (e.g., the submitter's department), it will escalate and look at the assigned Parent department.
Note: All other fields (Type, Description, Location, etc.) are for information only and do not impact the system.
Select the Create button when finished.
Manage an Existing Department
Find the department in the list.
Select the Edit button on the right of the row to make changes.
Creating and Managing Positions
Positions are assigned to a user's profile and are primarily used in Approver Definitions to identify the correct user for an approval.
Guidelines for Positions
Only create a position if it will be referenced for an approval definition.
Positions do not need to be a person's exact job title.
Keep the names basic and consistent. For example, use 'Director' instead of 'Director of Procurement'—the department affiliation is set separately.
Create a New Position
Select the Add button at the top of the Positions table.
Define the Name of the position.
Select the Ok button.
Results / Validation
After creation, Departments and Positions will be available in the dropdown lists to be assigned to:
A user's profile (see Managing User Access ).
A record (Departments only).
What's Next / Related
User Permissions: Learn more about how departments drive user permissions.
Manage Approver Definitions: Find out how both Departments and Positions are utilised in approval definitions.
Edit User Access and Permissions: See how to assign the newly created Departments and Positions to users.
Limits & Notes
Departments are mandatory for all records; Positions are optional and primarily for approvals.
The system uses the Department assignment on a user's profile to drive their viewing permissions for records