Organisation and Department Module

Training Exercise

Organisation

Reference: Help Centre topics Organisation and Departments and the videos in the Settings Configuration Series

This is the primary / parent record. Only one Organisation exists and cannot be deleted.

Objective: learn how to manage the Organisation, add and manage Users and Audit user activity.
Learning Outcome: Demonstrate how to audit usage of ModalConnect

These exercises are for ModalConnect Organisation and Department System Managers with the required permissions and are not required for standard users.

From the settings menu (click on Settings from the right side in the top bar) select Organisation.
Note the basic Organisation details that show in the top of the page.
Edit Organisation – Selecting Edit Organisation enables the Name to be edited and a logo added or updated.
In the lower half of the page, the Organisation’s Department/s are listed and/or added. While a new Department can be added here, this will be covered below in the Department module.
From the left menu select Users. The users table lists all existing Users. Note the details of the User accounts in each column. The list can be filtered and searched by Department or Role or search by user-name. Note that default LiNK Form User accounts are automatically created for each/any user submitting a LiNK Form via Tātou. These accounts can be viewed by selecting LiNK Form User from the Roles filter and clicking Search
Note that ModalConnect uses Azure AD for user identity.
To add a new User click the + at the top right of the User table to open the Add User panel. Enter the User’s email (alternatively select and enter the users ID) and click search. When the User is found the details are auto-populated with ‘is Enabled’ checked.
Select a Role from those shown – (the 'Default role' is not shown as this is automatically assigned to Users accessing the LiNK form outside of ModalConnect). Save the New User. Note that the status will show as Processing and when completed (1 - 3 hours) changes to Enabled.
Invite a User via email (if this function is to be used by your Organisation) – this sends an invitation inviting the User to access ModalConnect as a Guest User. Only available for Federated accounts.
The Edit function can be used to change the User's role or to disable or re-enable a user’s account.
History – select History from the Organisation left menu to view the History logs. The History Type defaults to General (or select Security) and the dates default to the current month. Note the detail returned under each column for each log. Results can be sorted by the Log date or User Name columns. Note that general history includes all activity where data has been added, edited or deleted. The security history includes user-based activity – access authenticated or denied plus adding or editing of User records.

Department

Reference; Departments

The Department is appended to the Organisation. Multiple Departments can be added if required.

From the settings menu select Departments. Or open the Organisation on the Details page.
If no Department exists or if a new Department is required - Add a new Department by clicking + from the top right of the table. Note Department records cannot be deleted.
Complete the details in the Add Department panel and Save.
Open a Department by clicking on the Title.
Edits can be made to the details - select Edit then save any changes.
Files are appended to the Department – select Files from the Department menu. Clicking on a File number opens that File.
To add a new File from the Department File page, click + to open the Add File panel and complete the details (the Department will auto-complete once saved) and Finish. Note Files cannot be deleted once added. Further details are available in the File training module.
Select the Users menu item from the Department menu – note the User table details. New Department Users can be added (must have an existing active User account in the Organisation) and existing Department Users managed. To add a new Department User, click + (top right of table) – select the User, assign a Role and Save. Note how the User’s status will show as Processing until their security permissions have been updated and then will show as Enabled.
Edit a Department User by clicking on their User Name – Roles can be removed or new Roles added - Save changes or select Delete to delete the User from the Department.
Prerequisite for exercises 10-13 – existing Tasks including a Task with the User (test user account) that is the Task Owner deactivated. (recommend coming back for this following the Tasks Module)
Unowned Tasks are managed within the Department. Where a User that was the Owner of a Task has been deactivated from the Organisation the Task state is then ‘unowned’ and needs to be reassigned or deleted.
Reassign Task - select the checkbox next to the Task title (can select multiples) then select the User button (top right of table) and select the new Owner from the list of Users – click OK.
Edit Task – this option can also be used to reassign the Task.
Delete Task – select Delete to permanently delete an unowned Task.
History – select History from the Department left menu to view the Department History logs. Note how the History Type defaults to General and the date range default to the current month.
Adjust the date range (use the calendar control) and click Search. Note the detail returned under each column for each log. Results can be sorted by the Log date or User Name columns. Note that general history includes all activity where data has been added, edited or deleted.
Change the History Type to Security to view results. Note how the security history includes user-based activity – access authenticated or denied plus the adding or editing of User records.

Organisation and Department Training Exercises Completed

Next Topic – Files Module

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