OWL’s Department/Team module serves as a pivotal component tailored for efficiently managing and
organizing groups of users within organizations based on their roles, responsibilities, or project affiliations.
This module plays a crucial role in fostering collaboration, enabling effective task delegation, and
facilitating streamlined communication among teams.
The Department/Team module provides a structured approach to organizing users into departments,
teams, or groups within the OWL platform. This organizational hierarchy allows administrators to group
users based on their functional roles, departmental affiliations, or project teams. By establishing clear
team structures, organizations can enhance operational efficiency, improve resource allocation, and align
team members with specific project goals and objectives.
The admin can create an organizational-level team/department.
Create Department/Team
Steps to Create Departments & Teams:
1. Click Administration.
2. Click User Management under the OWL Admin menu.
3. Click Departments/ Teams.
4. Click Create New Department to the right of the page.
5. A new page will open. Complete the required fields as needed.
6. Enter the Department/Team name.
7. If the users are present, select Supervisors and Users. If not, you can return later and add the Supervisors and Users.
8. After filling out all required fields, click Save. The Department / Team is created.
9. When selecting users or supervisors from the dropdown menus, a checkbox can be used to make the department the user's primary department.
10. Once the department is created successfully will be visible on the departments page.
11. Admin can search for a department using the wildcard search box on the department page.
12. The number of users added to specific departments can be viewed from the department page by clicking on the “+” icon on each department. Also, Admin can directly access the user details by clicking on the user icons.
13. There is a department named Organization Admins that is created by default on the organization during the Onboarding process itself. This department is only for users having administrator and super administrator licenses. No other license users can be added to this department.
Validations & Impact:
• A department cannot be created only with users; there should be at least one supervisor who should be present.
• A supervisor cannot be removed from the department if the supervisor is the only supervisor in the department, and there are already users present.
• Department names should be unique in the organization.
• A department can be deleted only if it does not have any users or supervisors present.
Add/Remove User from Department
Steps to Add/Remove User:
1. Click Administration.
2. Click User Management under the OWL Admin menu.
3. Click Departments/ Teams.
4. Go to the action menu for any department and select the first option, Add/Remove User.
5. A pop-up screen will open to add users to the department. On the pop-up, you can see the available users not in the department on the right-hand side User box.
6. On the left-hand side, you can see the supervisors and users who are already present in the department.
7. To add new users, select the checkboxes of the present next to usernames and select the check box if you want the department to be the user's primary department. Click on the Update user button to save the department.
8. Popup will be closed, and the user can see the new users added to the department from the department's page.
9. To remove the existing users from the department, just unselect them from the pop-up and click the update user button to save.
Add/Remove Supervisor from Department
Steps to Add or Remove a Department Supervisor:
1. Click Administration.
2. Click User Management under the OWL Admin menu.
3. Click Departments/ Teams.
4. Go to the action menu for any department and select the first option, Add/Remove Supervisor.
5. A pop-up screen will open to add users to the department. On the pop-up, you can see all the users having a supervisor license.
6. On the left-hand side, you can see the supervisors who are already present in the department.
7. To add new users, select the checkboxes of the present next to usernames and select the check box if you want the department to be the user's primary department. Click on the Update user button to save the department.
8. Already existing supervisors can be removed by unselecting them from the same pop-up and saving the supervisors.
Edit/Delete Department
Steps to Edit Department:
1. Click Administration.
2. Click User Management under the OWL Admin menu.
3. Click Departments/ Teams.
4. Go to the action menu for any department and select the first option, Edit Department.
5. The Edit Department pop-up will open. It will show the Department Name, Supervisors, and Users field.
6. Change the department name if required.
7. Select/Unselect Users and Supervisors as required and click on the Save button.
8. The changes will be saved and will be visible in the department page.
9. A department can be deleted by using the action menu option – Delete Department / Team.
10. Click on the option will show a pop-up to reconfirm the action. Once click on Delete, the department will be deleted.
11. The department can only be deleted when there are no active users or supervisors present.
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