Organization Units (Org Units) can be hierarchical so that they can be setup to mirror your organization's structure. All users should be assigned one or more organization unit within Unimarket so their spend can be allocated to the correct org unit. The org units are created, assigned approval chains, and assigned to users from these tabs.
Add New Organization Unit
- Go to Administration module > Administration > Organisations
- Select Add Organization Unit from the More Actions menu on the right.
- If the organization unit you are adding is a top tier unit (e.g. your Community name) then leave the Parent field blank, if this is an org unit that sits below another, add the relevant parent org unit in the Parent field.
- Give the org unit a name (e.g. IT or Finance) and then select Add or if you want to add more select Add More.
|Note: Parenthesis will appear around the code if the name and code are different.|
Download and Import Org Units
If you prefer to export (download) your organization units to edit them or add new ones, you can do that by selecting Download Org Units from the More Actions menu on the right. The org unit information will be exported via a standard CSV file.
The columns in the file are as follows:
|Name||Text||Y||255||The name of the organisation unit.|
|Parent||Text||N||255||Must reference the name of another organisation unit. Leaving this blank will make this a top-level organisation unit.|
|Approval Chains||Text||N||The Approval Chain must already be created in Unimarket. You can separate multiple approval chains with a comma (Eg: Approval Chain 1,Approval Chain 2).|
Once you have the file you can edit or add to the org units as needed. Once you are happy with the spreadsheet, select Upload Org Units from the More Actions to load them back into Unimarket.
|Note: All existing organization units will be deleted and replaced with the content of the new upload file.|
Assigning Users to Org Units
To assign users to the org unit, open the org unit by clicking its name and navigate to the Users tab. Click on Add User.
Once you have found the correct user click on their name to add them to the Users to Add field, you can add multiple users at once.
|Note: Only Org Units that have a parent can have users added to them, so top tier Org Units cannot be assigned users.|
Users may also have a self approval level which defines the spend level (i.e. $200) that they have authority to spend without the need for workflow to a delegated approver. If Self Approval is left blank then all the user's requisitions will be sent for delegated approval, see Edit User above.
Restrict Account Codes by Organization Unit
If required you can limit the Account Codes available to your buyers by Organisation Unit. If this feature is enabled for your community, you may select specific account codes or a range of account codes that the members of each Org Unit are able to access. This allows admins to limit the visibility of account codes available to only the departments using those codes.
To configure an org unit for specific account codes, click on the relevant org unit and navigate to the Account Codes tab.
Uncheck the option for Allow All Account Codes and then click on Add Account Code Pattern. The options to modify the account codes available for members of the Org Unit will appear. You may set exact values, ranges of values or allow any (wildcard) for each part of the account code format. For ranges, letters are sorted alphabetically and numbers are sorted smallest to largest (e.g. A < B or 500 < 600).
Once satisfied with your newly created rule, click Add or Add More if you would like to add additional rules. You can then view any rules you have set up. You may set up as many as you like.
For picklist account codes (where users select from a supplied list of accounts), only the accounts the user's org unit has access to will appear. For regular expression account (where users must manually enter an account code), any account code outside of their allowed range will result in an error explaining they do not have access to the entered account code.
Delete Child Organization Unit
In rare cases where the Child Organization Unit is no longer in use, they can be deleted. However, it is very important to note that by deleting the Child Organization Unit would remove it from future reporting and from filters within the portal.
As an alternative, to maintain the Child Organization Unit in the portal while still denoting that it's no longer in use, the name of the Child Organization Unit can be changed to include the term "Discontinued".
|Note: Before Deleting a Child Organization Unit, it's recommended to reach out to your account manager for further guidance.|