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Creating and Editing Charts in Teams (for Category and Chart Admins)

 

Introduction

If you're a Chart Administrator you have the ability to edit that Chart within the Teams view. When you have such rights, "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.

NOTE—if you have an organization structure already defined outside of Jostle (for example in Active Directory or an HRIS tool), you will want to start by importing this into a Chart, especially if the Chart contains lots of Roles. This can only be done by the System Administrator and is explained in further detail here. 

The article below explains how to manually build/edit Chart structures in Teams.

 

Table of contents

  1. Teams Chart Administrators
  2. Teams Category Administrators
  3. Creating a new Chart
  4. Entering Edit Chart mode
  5. Creating and Assigning Roles
  6. Removing Contributors and Roles
  7. Deleting Teams and Charts
  8. Enabling Add Yourself on a Chart
  9. Enabling Down Hierarchy editing
  10. Creating Org Units from Charts

1. Teams Chart Administrators

Each Chart has a person, or a team of people, that are assigned as its Chart Administrators. These are identified on the Chart i-menu. If you're an existing Chart Administrator, an "Edit" link will appear in the i-menu. Click on this and the Edit Chart Admins panel will open. 

imenuedit.png

 

On the Edit Chart Admins panel

  • Begin typing in the Add Admins box and potential matches will begin to appear, allowing you to search for and add new Chart Admins.
  • On the Chart Admins list, click the "x" to the far right of someone's name to remove them as Chart Admin.
  • 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.

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2. Teams Category Administrators

In Teams view, Charts are organized into Categories (the default Categories in Teams are Main Organization, Working Groups and Committees and Clubs). Like Charts, Categories have their own set of Administrators.

Also like Charts, when you click on the icon next to a Category name, the Category i-menu will appear. This will include the Category Name, Description and list of the Category Admins. If you're a Category Admin, you will also see “Edit” links next to each of these headings and be able to perform the following actions from the i-menu:

  • Edit the Category Name (including any of the default Categories)
  • Edit the Category Description
  • Add additional Category Administrators

CatAd02beet.png

Additionally, Category Admins can also:

  • Create a new Chart in that Category (see Creating a new Chart below)
  • Add or Remove Chart Administrators from all Charts in that Category

NOTE—Category Admins will automatically become Chart Admins for any Charts they create. Only Chart Admins can edit a Chart. If you're a Category Admin and you remove yourself as a Chart Admin, you'll no longer be able to edit that chart.

 

3. Creating a new Chart (Category Admins)

To create a new Chart

  1. Click on the Category you want your new Chart to reside in.
  2. Then click the Green Plus Symbol to create a new Chart. 
  3. When prompted, enter a name for your Chart. This will appear in the upper left corner when a Chart is selected.

NOTE—you can edit this name at any time via the Chart's i-menu.

working.png
 
You'll notice the background is no longer white; the switch to the grey background indicates that you're in "Edit Chart" mode. Remember, this is a Chart Admin permission (which you are now, as per the note above).
 
We provide you with a "ghost structure" of a Chart to get you started. At the left side of the ghost structure, you’ll see the field indicating the generic name for the Chart. If you wish to update it to the name you gave it when creating your Chart, you can click on it here in “Edit Chart” mode as well (see image below).
 
 workinggroups4.png
 
 
 
Notes:
  • If you are going to remain an Administrator for any Chart you create, then you can start adding people and roles to it right away.
  • If you are going to remove yourself as a Chart Admin and assign someone else, then you can scroll back up to the Action Bar and select "Exit Edit Mode" to save it for editing later.

4. Entering Edit Chart mode (Chart Admins)

To edit any Chart in Teams, first click on the Chart name and then click “Edit Chart” in the Action Bar.

TEAMSeditchart2.png

This will turn your background dark grey and give you a Chart structure that includes Open Role cards  and Add New cards, which indicates you are in “Edit Chart” mode. In this mode you can still navigate by clicking on cards to move them to the centric position.

Edit_TEAMS_c.PNG

In Edit Chart mode you can use the People Picker (See Appendix A) to locate people and drag them into new or open roles on the Chart. When you are done editing a Chart, go back up to the Action Bar and click "Exit Edit Mode" to save your changes.

Organize

In Edit Chart mode you can also take advantage of the Organize link that will appear in the upper left corner of the light grey Chart area.

Organize1.PNG

Click on that link and a modal will appear where you can:

  • Drag people to a different placement in their Team Chart.
  • Manage any Sub-Teams (create/delete/rename) within the Team Chart.

Organize2.PNG

The images above show an Executive Administration Sub-Team within an Executive Team.

5. Creating and Assigning Roles

Creating new roles

In Edit Chart mode when you add someone not already on the Chart to an "Add New/Drag Person Here" box you will be shown the following Assign Role screen. Assign the role you would like occupied on that card by entering a name for it and clicking the Create role button. 

EditAssignVP2.png

Moving existing roles

If you drag someone from an existing role on the Chart and drop their Card to an "Add New/Drag Person Here", you will see another Assign Role screen with additional options. Here, you can either create a new role for that person or you can move their existing role and structure below it to the new card. This second option 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.

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Creating self-managed Teams

If you have a self-managed Team in your organization (one that has a flat structure and does not have an appointed leader), you can indicate this on a new Chart by hovering over an Open Role "Leader" card and selecting "Convert to Team Card" from the popover menu. 

Selfman01ed.png

This will turn it into a Team title card, indicating there is no appointed leader for the Team contained below it.

Selfman02.PNG

6. Removing Contributors and Roles

When you're in Edit Chart mode, you can remove both Roles and/or the Contributors filling them. Hover (or right click) over the card 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:

  • Contributor (will remove the Contributor from the card, leaving the Role vacant)
  • Card (will remove the Role/Team card and collapse the remaining structure accordingly)
  • Card & all below (will remove the card as well as all those connected below it)

Creating a Open Role (by removing the Contributor only) is useful for 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.

7. Deleting Teams and Charts

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.

8. Enabling Add Yourself on a Chart

If you're a Chart Administrator you can enable the "Add Yourself" feature for that chart. This will allow any Contributor 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"

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On the next screen, check the box to toggle your selection.  Contributors who can now use this feature will only be added/removed from the specific Chart that they are currently viewing.

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9. Enabling Down Hierarchy editing

On a per-Chart basis, you can enable Down Hierarchy editing. This allows any Contributor to create structure (Roles and Relationships) under a Role they fill in that Chart. Chart Admins can turn this on/off by selecting the "Set down hierarchy editing" action in the i-menu.

imenudown.png

This will open a screen that allows you to enable this for just Internal Contributors, just External Contributors, or both.

NOTE - Contributors will not have the option to do this if a System Administrator has edited their Profile by unchecking the box next to "Allow this person to manage relationships down hierarchy".

 

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10. Creating Org Units from Charts

Org Units are one of the main Filters that operate across the Jostle® platform. In Teams, an Org Unit can be created by a System Administrator by hovering over a particular Role (card) in a Chart structure and selecting "Define Org Unit" from the popover menu. The Org Unit created will include that card and everyone that falls below it in the structure.

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.

Org units most often correspond to Business Units, Divisions, or Departments. System Administrators can learn more here.  

Appendix A: The People Picker

The People Picker is essentially a customized Search tool for Teams and is a very useful tool for adding Contributors (people) to Charts. It gives you the ability to search and filter through all the Contributors within your organization, just like in the People view. The People Picker automatically appears in the lower right corner of the screen when you are in Edit Chart mode.

PP01b.png

 

Search methods

As with Search, if you begin typing someone’s name in the search field, any closely matching 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.

PP02b.PNG

 

When you find who you are looking for, you can click on them in the People Picker and drag and drop them directly onto the “Open Role” or “Add New” slot you want to place them in on your Chart.

PP03c.png

 

You can also search for someone using people-related attributes. For example, a search for “Marketing” will bring up everyone with a Marketing Role or “Marketing” indicated somewhere on their Profile.

PP07b.png

Click on the Filter icon and you can access the same Filters available in People. These can be used to narrow down your results, for example by selecting to only view people from a specific Location or Org Unit. There is also a unique Teams filter that can be used when you want to see search results that only show people who have not yet been added to your Chart (“Contributors not in this Chart”).

PP09c.png

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. This is also helpful if you want to extend the tool, which you can do by clicking and holding on the dots in the bottom grey bar (with the three dots) dragging downward.

PP10b.png

You can also minimize the tool no matter where it is currently placed by clicking the dash icon in the toolbar (and alternatively, maximize it by clicking the square icon).

PP06c.png

 

Appendix B: Edit Chart Interface Guide

e208404876-2.png

  1. This card is centred as it is in focus. Only one card is in focus at a time.  Switch focus by clicking on any existing card.
  2. This box represents the Team in view. It's leader, members and collaborators.
  3. This editable text field is the Team Name.
  4. These empty spots 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 Vacant Roles is that these only represent a possible Role, while the Vacant cards represent a Role that exists but is not yet filled.
  5. "Collaborators" can be renamed as-needed.
  6. Collaborators represent people who are assisting the Team in focus, but don’t report to them directly. These can be contractors, advisers, mentors, etc.
  7. This position above the card in focus represents the centric Roles direct manager or leader. Each Role can only have one such solid-line-up reporting relationship.
  8. This position above, but to the side and with a dotted-line represents a secondary manager. A Role can have multiple dotted-line-up relationships.
  9. The People Picker can be used to search for specific people to be dragged and dropped into a Team.

 

Should you require additional support please contact us at: support@jostle.me

 

 

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