Introduction

Your platform allows you to organize users into folders and subfolders (also called branches and sub-branches), which means you can structure your learners in a way that is similar to your company's organizational chart. Branch names can always be edited in your platform, and sub-branches can be created by selecting a new branch, then inserting a folder within that branch. Furthermore, individual folders can be dragged and dropped inside your branches, so you can order them as desired.

Creating a branch in your organizational chart

In order to create an organization chart, log into your platform as the Superadmin. Then, access the Admin Menu by scrolling your mouse over the gear icon in the top right corner. In the Admin Menu, find the E-Learning section, then press the Users item.

On the main All Users page, you can organize your users into different folders, in a unique order or hierarchically. Every user that you create is placed within a branch. This is essential to the organization and creation of different folders per office, agency, division, unit, country, etc. Newly created users will always be placed in your root branch unless you specify a specific branch or sub-branch in which to place them during the creation process.

To add a new branch (folder), press the plus button in the top right corner of the page, then press the New Branch item. In the slideout panel, give the branch a name and code. Please note that if the folder has been set in a specific language that is not the default language on the platform, the folder name is still shown in the platform's default language. Remember, the code you assign will be the same for each language. The code is an alphanumeric value different from zero, and is not a required field. If you do not assign a code to a branch, it will not be visible and available for selection in the platform registration form.

Now, in the Destination section of the panel, decide where to place the folder. If you want this new branch to be a folder within the root branch, select the root branch (the folder at the top of the list). Alternatively, if you want the new branch to be a sub-folder (sub-branch), select a folder from the list in which you want to place this new sub-branch. When finished, press Confirm.

Please note: If you plan to manage the org chart via an integration (for example Salesforce), API call, or a CSV import then it is imperative to always use a CODE value that is unique. This would disambiguate the specific branch during the import process. Having the same code as an existing item may cause internal conflicts that the system cannot process on its own, resulting in errors during the import.

Managing folders and branches

To manage a branch, press the folder icon in the top left corner of the All Users page. The slide-out panel on the left will display your organization chart. You can use the search bar at the top of the panel to search for a specific branch or sub-branch. To manage a branch, hover your mouse over the folder's name in the panel, then press the ellipsis icon that appears. Now, you can move the branch, create a new sub-branch, set the visibility for the user additional fields, edit or delete the branch.

If a branch is associated to a Branch Based Condition regulating the population of automatic groups, you will not be allowed to delete it, unless you first remove it from the condition of the group(s) it is involved in.

Best practice: Try to avoid using the root branch (level 0) as much as possible, as it behaves differently than all the other branches (for example, you won't be able to display the users that are ONLY in the root branch; the system will always display users from all the organization chart tree in this case). Users should always be placed in a branch structure underneath the root, this will help to filter when selecting users for reporting and enrollments.

Adding users to a branch

To add users to a branch, select the users from the list on the All Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Add to Branch. In the slideout panel, select the branch in which you want to place the selected users, then press Confirm.

Best practice: Try to avoid placing a user in multiple branches, as if often can make user management and user experience more complex (i.e. it may trigger multiple notifications for them). Rather than placing a user into two or more branches, you can place the user in a single branch, then place them in different groups.

Moving users to a branch

To move users from one branch to another branch, select the users from the list on the All Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Move to Branch. In the slideout panel, select the branch in which you want to move the selected users, then press Confirm. Now, all of the selected users will be removed from their previously assigned branches and will be placed in the newly selected branch.

Best practice: Since a user can be moved from a branch to another, only manually and via API or CSV, please consider that a very nested branch structure might be hard to keep updated, especially if your users move from a branch to another very often. Prepare your branching structure considering how you would like to deliver the learning content (by BU, by role, by region...), rather than replicating the company hierarchy structure. If there are continuous changes in your company's organizational chart, try to keep the branches at a higher level and work with automatic groups through additional fields, that can be updated by you as the Superadmin or by the users themselves.

Removing users from a branch

To remove users from a branch, select the users from the list on the All Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Remove from Branch. In the slideout panel, select the branch from which you want to remove the selected users, then press Confirm. In this case, please make sure that all of the selected users belong to the same single branch. Remember that you cannot remove users from the root branch.