Introduction
Chart Admins have the ability to edit that Chart within the Teams view. When you are a Chart Admin for a particular Chart, Edit Chart appears on the Action Bar at the top of the view.
If you're new to Teams, you will want to read this introduction first.
If you have an organization structure already defined outside of Jostle (for example in an HRIS tool), you will want to start by importing this into your Main Org Chart. This can only be done by a System Admin and is explained in further detail here.
This article explains how to manually create and edit Charts (org structures) in Teams view.
Table of contents
- Teams Chart Admins
- Teams Category Admins
- Creating a new Chart
- Editing Charts
- Organizing Roles within a Team
- Creating self-managed Teams
- Removing Users and Roles
- Deleting Teams and Charts
- Enabling Add Yourself on a Chart
- Enabling Down Hierarchy editing
- Harnessing Org Units
1. Teams Chart Admins
Each Chart has a person, or a team of people, that are assigned as its Chart Admins. These are identified on the Chart's i-menu.
How to open the i-menu
This is how open the i-menu for a Chart:
- Click on the Chart Name in the Left Navigation panel.
- Hover over the i-icon that appears to the left of its name.
Chart Names and Chart Descriptions
Chart Admins can click Edit on a Chart's i-menu to update the Chart Name and/or the Chart Description. Filling in a meaningful Description will users understand the purpose of the Chart and will make it easier for them to find it via Search.
Managing Chart Admins
Chart Admins can manage who the Chart Admins are for a particular Chart. They do this by:
- Opening the i-menu. Here's how.
- Clicking Edit to the right of Chart Admins, which will open the Edit Chart Admins panel.
Adding a Chart Admin
From the Edit Chart Admins panel, Chart Admins can begin typing in the Add Admins box and potential matches will begin to appear. Select the user you want to add as a new new Chart Admin.
Removing a Chart Admin
From the Edit Chart Admins panel, Chart Admins can click the "x" to the far right of someone's name to remove them as Chart Admin.
Reordering the Chart Admins list
In the Edit Chart Admins panel, Chart Admins can reorder the Chart Admins by clicking and dragging the two-way arrow icon. The first two Admins on the list will appear in the i-menu for users at large.
2. Teams Category Admins
In Teams view, Charts are organized into Categories, each of which has its own set of Administrators.
Editing a Teams Category
Like Charts, when users click on the icon next to a Category name, the Category i-menu will appear. This displays the Category Name, Category Description, and lists its Category Admins.
If you're a Category Admin, you will also be able to perform the following actions from the Teams Category i-menu (all in the same manner that a Chart Admin performs the same functions on a Chart).
- Edit the Category Name
- Edit the Category Description
- Add, remove, and reorder Category Admins (System Admins can also do this)
- Enable/Disable the "Add Charts" feature (see more in Section 3, below)
Note: Category Admins will automatically become the first Chart Admin for any Chart they create. If you're a Category Admin and you remove yourself as a Chart Admin, you'll no longer be able to edit that Chart.
Editing Teams Categories
System Admins can also manage Teams Categories by clicking on the Edit that appears to the right of "Org Categories" near the top of the Left Navigation panel where the Category names appear. This brings up Edit Org Categories, where System Admins can reorder, remove, and rename Teams Categories.
Note: Any Charts that are in a Category that gets deleted will automatically be moved to an "Uncategorized" Category where they can then be assigned to another Category.
3. Creating a new Chart (for Category Admins)
To create a new Chart:
- In the Left Navigation, click on the Category Name to open the Category the new Chart will join.
- Click the + to the right of the Category Name in the Left Navigation.
- When prompted, enter a name for the Chart.
Allowing anyone to create a new Chart in a Teams Category
To do this, a Category Admin opens the Category's i-menu, scrolls down, and selects the Enable/Disable "Add Charts" option. Checking "Enable Internal users" allows all Regular Users, except those marked External in their Profiles (Users tagged this way will have an orange triangle on the Avatar Photo) to create new Charts in this Category. Checking "Enable External users" does the same for Users that have been tagged as External.
4. Editing Charts (for Chart Admins)
How to toggle between editing and viewing a Chart
To start editing any Chart, first click on the Chart Name in the Left Panel to open the Chart. If you are a Chart Admin, Edit Chart will be on the Action Bar. Click this to shift into Edit Chart mode.
This will present a Chart structure that includes Add New cards and other affordances that will help you build out the organizational structure you need. In this mode, you can still navigate by clicking on cards to move them to the centric position.
In Edit Chart mode you can use the People Picker (See Appendix A) that is used to select people that can then be dragged into new or open roles on the Chart.
When you are done editing a Chart, click Exit Edit Mode in the Action Bar to save your changes.
Creating new Roles
If you are a Chart Admin in Edit Chart mode, you add someone into a new Role by:
- Navigating to get the Team you want in the Team Box.
- Searching the person into the People Picker.
- Dragging the person from the People Picker an Add New card on that Team.
- This will open the Assign Role modal where you will define the type of Relationship (solid or dotted line up) and the Role to be used.
- Click the Create Role button so create the new Role that is filled by the person you selected.
Moving existing Roles
As a Chart Admin, you can also drag people from that already have a Role in the Chart you are editing. You can also drag them from anywhere they appear in the Left Navigation panel.
When you drop someone from an existing Role on to an "Add New" card, you will see a more complex version of the Assign Role modal. You can either create a new Role for that person or you can move their existing Role and any structure below it to the new card.
Tips:
- Moving existing Roles and the structure under them is useful if you are restructuring your organization and need to move a portion of a Team to a different place on a Chart, but keep all the Roles and people assigned to them intact.
- Making big changes to established Charts can be intimidating—don't hesitate to reach out to us for help and guidance.
5. Organizing Roles within a Team
Setting the order of Cards within a Team
In Edit Chart mode you can also take advantage of the Organize action that will appear in the upper left corner of the Team box in view.
Clicking on Organize opens the Organize Direct Members modal. Here Chart Admins can:
- Drag Roles to manually set their order in the Team or Sub-Team. Both direct (solid line) and indirect (dotted lines) can be ordered in this way.
- Arrange people alphabetically on the Chart, either by their Name (click the User heading) or by their Role (click the Role heading).
Tip: To make it easy to find people on large Teams, order the people on the alphabetically.
Using Sub-Teams
Sub-Teams allow you to cluster Roles within a Team on a Chart. This is particularly useful when you have a number of people on a Team with the similar functions or locations.
To create and edit Sub-Teams, Chart Admins first need to click Organize action, which appears in the upper left corner of the Team box when in Edit Chart mode, which opens the Organize Direct Members modal.
Managing Sub-Teams
In the Organize Direct Members modal, Chart Admins can manage any existing Sub-Teams:
To rename the Sub-Team, simply edit its name in the box provided
To arrange the order of Roles within the Sub-Team, simply drag them into position
To remove the Sub-Team click the x-icon to the right of its name
Note: Alphabetic ordering cannot be used on Teams that contain a Sub-Team.
To create a new Sub-Team
Chart Admins can click New Sub-Team in the upper right corner of the Organize Direct Members modal to create a new Sub-Team within that Team.
6. Creating self-managed Teams
It's common to have self-managed teams in an organization. This might be an opt-in interest group that does not have a set leader. Or it might be a formal team that co-manages itself.
Chart Admins can create a self-managed team by:
- Navigating to get the Team you want in the Team Box.
- Click "Edit Chart".
- Hover over the Role that the self-managed team reports to.
- If there is currently a person in that Role, click Remove > User to make it an Empty Role.
- Hover over the Empty Role and click Convert to Team Card.
This will turn the Role into a Team Card that designates the self-managed team under it.
7. Removing Users and Roles
As a Chart Admin, when you're in Edit Chart mode, you can remove both Roles and/or the Users filling them. Hover (or right click) over the Role you want to modify and then move your cursor to "Remove". You'll then see various options based on which card you have selected. Those options may include:
- User (will remove the User from the card, leaving the Role vacant)
- Card (will remove the Card and collapse the remaining structure accordingly)
- Card & all below (will remove the Card as well as all those connected below it)
Tip: Creating a Open Role (by removing the User only) is useful when someone leaves an organization and someone new will be hired as a replacement. This Open Role acts as a placeholder and keeps the structure of the Chart intact. It also means that any content published to this Role will be automatically visible to the next person that fills it.
8. Deleting Teams and Charts
As a Chart Admin, when you're in Edit Chart mode, the action "Delete this Team" appears on the Action Bar. This always deletes the Role that is currently in the centric position and everything below it. If you've navigated to the very top of the Chart structure, this will delete the entire Chart.
Tip: Deleting a Team or Chart is not reversible. Best practice is to export a Chart before you start major edits, such that you can import back to this starting point if need be.
9. Enabling Add Yourself on a Chart
If you're a Chart Admin, you can enable the "Add Yourself" feature for that Chart. This will allow any Regular User to Add/Remove themselves to/from any Team on this Chart. To do this, scroll to the bottom of the i-panel and click on Enable/Disable "Add Yourself".
On the next screen, check the box to toggle your selection.
10. Enabling Down Hierarchy editing
Chart Admins can enable Down Hierarchy editing on their Chart. This allows any Regular User to create structure (Roles and Relationships) under a Role they fill in that Chart. Chart Admins can turn this on/off by clicking Down Hierarchy Settings in the i-menu.
This will open a screen that allows you to enable this for just Internal Users, just External Users, or both.
Note: Users will not have the option to do this if a System Admin has edited their Profile by unchecking the box "Allow this person to manage relationships down hierarchy".
11. Harnessing Org Units
Org Units make it possible to create and maintain groups that correspond to a hierarchy that is defined in a Chart. They include everyone that in a particular Card and everyone that reports up to that position, down through the hierarchy. When the structure gets updated, so does the Org Unit.
When an Org Unit is defined, a green line appears across the top of its top Card. Placing your cursor on this card will reveal the name of the Org Unit (which you can use to target content across the platform) as well as an email address that will email the current membership of this Org Unit. Org Units also appear as a filter in People view, which provides another way to see their membership.
Org Units are a great way to target content to Business Units, Divisions, or Departments. For example, an Org Unit named "Sales" can be created at the Role occupied by your VP of Sales, and everyone that reports up to him (even if this is through many layers of organization) will be part of this Org Unit.
You can learn all about Org Units here.
Org Units are created by System Admins, as described here.
Tip: Make sure that Org Units have names that are different and distinct from the name of the Team at the top of them. This will make it much easier to pick the right one when using the List Selector to target content.
Appendix A: The People Picker
The People Picker makes it easy to search and select people while Chart Admins are building Charts. It provides the ability to search and filter through all the Users within your organization. The People Picker automatically appears in the lower right corner of the screen when you are in Edit Chart mode.
Tip: The People Picker can be minimized or dragged to a different location on your screen. Learn how here.
Searching for Users in the People Picker
When a Chart Admin begins typing someone’s name in the search field of the People Picker, suggested terms will start to appear on the drop down menu. When you click on a specific name, it will pull up the full set of matches for that name.
When you find who you are looking for, Chart Admins can drag and drop them directly onto any visible Open Role Card or Add New Card. This will assign this User to the Role defined by that Card.
Click on the filter icon and you can access the same filters available in People view. These can be used to narrow down the list of Users you can select from. For example, to only view people from a specific Location or Org Unit. You can expand and collapse any hierarchy in these filters.
When you are building a Chart, its often useful to know which Users are currently not in your Chart. To narrow the select list to see who is missing, open the filter panel and then scroll to the bottom and select "Users not in this Chart". This can be used in combinations with any of the other filters listed.
People Picker placement
If the People Picker starts to get in the way of your Chart, you can click and hold the grey toolbar and move it around your screen.
You can also extend the People Picker by clicking and holding on the dots in the bottom grey bar (with the three dots) and dragging downward.
You can also minimize the People Picker by clicking the dash icon in the toolbar (and then maximize it again by clicking the square icon).
Appendix B: Edit Chart Interface Guide
- This Card is in the centric position. Click on any Card to bring it into this centric position. This Role represents the leader of the Team.
- This box represents the Team in view. It's leader, members and collaborators.
- This editable text field is the Team Name.
- These Add New cards show where a Role can potentially be added. Like the Vacant Roles, you can drag-and-drop people here. The difference between these 'ghost Roles' and the Open Roles is that these only represent a possible Role, while the Open Role cards represent a Role that exists but is currently not filled by a User.
- "Collaborators" can be renamed as-needed.
- These Cards have a collaborative relationship with the Team in view. Cards here represent people who are assisting the Team, but are not normal reports-to Team members. These can be contractors, advisers, mentors, executive assistants, etc.
- This is the Role that the Card in the centric position reports to. Each Role can have only a single reports-to relationship (solid-line-up) like this.
- These are the Role(s) that the Card in the centric position reports to. A Role can have multiple dotted-line-up (secondary) relationships like this.
- The People Picker can be used to search for specific people to be dragged and dropped into a Role.
Note: Roles that have a dotted-line up must be "leaf nodes". They cannot have other Roles reporting up to them by either a solid or dotted line.
Should you require additional support please contact us at: support@jostle.me
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