About Departments

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.

 

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Activating Departments

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

Steps:

1. Navigate to the Left Menu > choose Entities > Departments.
2. Select Use Departments.
3. Select the visibility restriction that applies to any Departments added to your system as Internal.
4. (Optional) If you also want to activate the Responsible Department field within issues and reports, select Use Responsible Department.

 

5. Click Update.

A confirmation message will appear when this process is complete.

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Managing Departments

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

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Adding Departments

Steps:

1. Navigate to the Left Menu > choose Entities > Departments > Select Add from the right quick menu.
2. Enter a name for the new Department.
3. (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 visibility restriction option selected in Features), select Internal Issues.
4. Click Save.

A confirmation message will appear when this process is complete.

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Editing Departments

Steps:

1. Navigate to the Left Menu > choose Entities > Departments.
2. If you simply wish to toggle the "Active" status of a department, you may do so here. This will be effective immediately and without confirmation. The steps below are not necessary to apply this change.
3. Click edit next to the Department you are modifying.
4. (Optional) Before making any other changes on the Edit Department screen, use the View / Maintain Subscribers link to add or change member settings on this Department's Subscribers.
5. Make your changes in the Edit Department screen.
6. Select whether this department should be Active.
7. Click Update.

A confirmation message will appear when this process is complete.

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Deleting Departments

Steps:

 

1. Navigate to the Left Menu > choose Entities > Departments.
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.

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Deactivating Departments

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

Steps:

1. Click the gear icon in the upper right > click Features beneath System > scroll down to the Departments section.
2. Uncheck Use Departments.
3. Click Update.

A confirmation message will appear when this process is complete.

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Importing Departments

Issuetrak supports importing departments from a file. Supported formats are XLSX and CSV. Note that imports are additive in nature, and will not replace or modify existing departments. 

In order to perform an import:

1. Navigate to the left menu > Entities > Departments.
2. From the right menu, choose Import.
3. From the lightbox that appears, choose which template you'd prefer to use.
4. Open the template in your spreadsheet editor of choice: Microsoft Excel, LibreOffice, Google Sheets, etc.
5. Note that the reference data provides helpful examples of values corresponding to departments that are already in your Issuetrak instance. Using that reference data as a guide, fill out the template with the information about departments that you want to import, then save the template.
6. Go back to the Import Departments lightbox and upload your updated template.
7. Click on Validate.
   1. Correct any errors (if applicable).
   2. If it validated successfully, the Validate button will become grayed out and change to Validated. 
8. The Process Import button will appear after validation succeeds. When you are ready to do so, click it to complete the import. 
9. The Import More button will appear when the import has completed. If you wish to conduct another import for departments, click the button and then start from step 3 to go through the procedure again.