This article explains how to build and maintain the Organisational Structure (the hierarchical tree of Organisational Units that groups records and controls user access across all Assure modules) using Settings > Organisational Configuration > Organisational Units. It covers creating, renaming, disabling, and moving Organisational Units (Org Units) within the structure.
Cross-module scope: Changes to the Org Structure affect record visibility, user access, and reporting across all Assure modules. Renaming an Org Unit updates all associated records. Disabling an Org Unit removes it from the structure for most users and prevents new records being assigned to it.
Prerequisites
- An active Assure Administrator account.
- The Manage Org Units and Groups Supervisor Privilege (set to Allow) to create, edit, and disable Org Units.
- The View Disabled Org Units Supervisor Privilege (set to Allow) to view and manage units that have been disabled. This privilege should only be granted to administrators.
Provides users with an in system overview of How to Build, Edit your Organisational Structure in Assure. The video focuses just on the visual representation of the structure. The article below also guides through process via the menus in Assure. You can watch this video for an overview to learn about this topic or keep reading the article below.
Available to watch in - French, German, Spanish, Italian, Polish, Dutch, Brazilian, Portuguese, Chinese (Simplified)
Navigating to Organisational Units
To manage the Org Structure, navigate to:
Settings > Organisational Configuration > Organisational Units
From this screen an administrator can rename existing units, add new units, or disable units that are no longer required.
Creating a New Organisational Unit
The Org Structure is represented as a hierarchical tree. Each unit in the tree is a node. The example below shows a basic structure before a new unit is added.
To create a new Organisational Unit:
1. Navigate to Settings > Organisational Configuration > Organisational Units.
2. Click New Record.
3. Type the name of the new Org Unit in the text box.
4. Assign the new unit a Parent Unit (the unit that appears directly above the new unit in the hierarchy).
Note: A Parent Unit is the unit which sits above the new unit in the hierarchical structure. A child unit can only have one parent.
5. Click Save and Close.
The new unit will now appear in the tree beneath its assigned Parent Unit.
Renaming an Organisational Unit
1. Navigate to Settings > Organisational Configuration > Organisational Units.
2. Locate the unit to rename in the list.
3. Click Edit on the unit.
4. Enter the new name for the unit in the name field.
Note: The top-level unit (the root of the tree) does not have a parent.
5. Click Save and Close.
Warning: Renaming an Org Unit immediately updates all module records associated with that unit. All existing records will now display the new Org Unit name.
Disabling an Organisational Unit
Org Units cannot be fully deleted from the tree by an administrator. Deletion requires contact with Evotix Technical Support, because permanently deleting a unit also permanently deletes all records associated with that unit.
To disable an Org Unit (making it inactive without deleting records):
1. Navigate to Settings > Organisational Configuration > Organisational Units.
2. Locate the unit in the list and click Edit.
3. Untick the Enabled checkbox.
4. Click Save and Close.
The disabled unit will no longer appear in the Org Structure tree for most users. Users with the View Disabled Org Units Supervisor Privilege will still see the unit, displayed in red text within the tree.
Video on Disabling Org Units
This video provides users with an in system overview of How to Deactivate Org Units within Assure. You can watch this video for an overview to learn about this topic or keep reading the article above.
Available to watch in - French, German, Spanish, Italian, Polish, Dutch, Brazilian, Portuguese, Chinese (Simplified)
Moving an Organisational Unit
An Org Unit can be relocated within the tree by changing its Parent Unit.
1. Navigate to Settings > Organisational Configuration > Organisational Units.
2. Locate the unit to move and click Edit.
3. Use the Select button in the Parent Unit field to choose a new parent from the full org structure.
4. Select the new Parent Unit and confirm the selection.
5. Click Save and Close.
Example: A unit called Dundee originally has the parent Transport. After editing the Dundee unit and changing its Parent Unit to Head Office, the tree updates to show Dundee sitting beneath Head Office rather than beneath Transport.
Notes and Warnings
- Disabled units remain in the system. Records associated with a disabled Org Unit are never deleted. The records remain visible in the system and can still be retrieved.
- Disabled units can be re-enabled at any time by editing the unit and ticking the Enabled checkbox again.
- Users with the View Disabled Org Units Supervisor Privilege will see disabled units displayed in red within the tree and will still be able to assign records to them. This can cause records to be assigned to the wrong area.
- Restricting the View Disabled Org Units privilege is strongly recommended. Most users should not have this permission, as it risks confusion and misassignment of records.
- Full deletion of an Org Unit requires Evotix Technical Support involvement, as deletion also permanently removes all records associated with that unit.
- Renaming an Org Unit applies retroactively. All existing records linked to the unit will immediately reflect the new name.
AI Metadata
Product Area: Assure, Organisational Configuration
User Role: Assure Administrator (requires the
Manage Org Units and Groups Supervisor Privilege)
Tags: Organisational Unit, Org Unit, Org Structure, create Org Unit, rename Org Unit, disable Org Unit, move Org Unit, Parent Unit, child unit, hierarchical structure, Supervisor Privilege, View Disabled Org Units Version/Region: Assure (all versions); all regions
Important synonyms: Organisational Unit = Org Unit = org unit; Disable = Deactivate; Parent Unit = parent org unit; Child Unit = child org unit; Org Structure = Org Tree = organisational hierarchy
Suggested embedding keywords: create new org unit Assure, rename org unit Assure, disable org unit Assure, move org unit Assure, change parent org unit, org structure Assure, organisational unit hierarchy, view disabled org units, Assure organisational configuration