About Departments

Information

Departments allow you to organize users based on the functional units they serve within your Organization, such as Accounting, Marketing, IT, etc. More importantly, Departments add another layer to your system’s data filtering options and a whole new level of detail to your reporting options.

All users can view department-related data in issues and reports.

 

Activating Departments

Only users with Sys Admin permissions can activate departments within your system.

Steps:

  1. Go to Administration > System > System Settings > Features and scroll down to the Departments section.

  1. Select Use Departments.
  2. Select the data filter that applies to any Departments added to your system as Internal.
  3. (Optional) If you also want to activate the Responsible Department field within issues and reports, select Use Responsible Deptartment.

On issues, this field will be automatically populated with the initial Assigned To user’s Department but may be updated manually at any time.

  1. Click Update.

The message Parameters successfully updated will display and the Departments menu option will appear within the Administration Menu when the update is complete.


 

Managing Departments

Only users with Sys Admin or Can access and maintain Administration functions permissions can add, edit or delete Departments within your system.


Adding Departments

Steps:

  1. Go to Administration > Departments > List All > Add.
  2. Enter a name for the new Department.

  1. (Optional) If you want members of this Department with Can view issues submitted by other users permissions to see only the issues submitted by or assigned to other members of this Department (according to the filtering option selected in Features), select Internal Issues.
  2. Click Save.

A confirmation message will appear when this process is complete.

An Email Distribution List can be added to a Department (from the Edit screen) only after it is saved.

 
Editing Departments

Steps:

  1. Go to Administration > Departments > List All.
  2. Click edit next to the Department you are modifying.

  1. (Optional) Before making any other changes on the Edit Department screen, use the View/Maintain Distribution List link to add or change member settings on this Department's Email Distribution List.

  1. Make your changes in the Edit Department screen.
  2. Click Update.

A confirmation message will appear when this process is complete.


Deleting Departments

Steps:

As a best practice, we recommend that you deactivate items within your system whenever possible instead of deleting them.         

  1. Go to Administration > Departments > List All.
  2. Click del next to the Department you are deleting.
  3. Click OK when prompted to confirm.

A confirmation message will appear when this process is complete.