How to manage Org Units in Jostle

Introduction

Org Units are normally the best way to structure departments, divisions, business units, project teams, committees, and special-interest groups into Jostle.

Org Units are defined as a position (Role) on an org chart (Chart) and all the positions that report up to this position. These are defined via any Chart in Teams view (learn more about Charts and Teams view here). A specific person (User) can belong to multiple Org Units.

Org Units are one of the primary filters used throughout the platform. They can be found in Search and via the List Selector, where they are identified by an unique icon:

Org Units have an associated email address (and optional Google Group) that can be used outside of Jostle. They will always email the current membership of the Org Unit.

Tip: Use Org Unit emails to setup recurring meetings outside of Jostle. As people join and leave, the calendar event will always be up to date.

Org Units are optional—when none defined the Org Unit Filter will not appear.

Table of contents

1. What is an Org Unit?

2. Defining Org Units

3. Renaming Org Units and their Emails

4. Deleting Org Units

5. Finding Org Units

6. No updating Org Units via bulk uploading

7. Emailing Org Units

1. What is an Org Unit?

An Org Unit captures all the Users in part of an org chart; update the underlying Chart and the membership of the Org Unit updates. 

Org Units are defined by designated Role in a Chart in Teams view. All Users from that defined Role, and all Roles below it in the hierarchy, including any collaborative Roles and any dotted-line Roles. Where there is an Org Unit declared at a Role in a Chart it will have a green line across the top of its Role Card.

If the Org Unit "Manufacturing Division" is declared at the VP Manufacturing, it includes everyone that falls under this VP in the main org Chart. When a manufacturing person arrives or leaves the company, they will automatically be join/depart the membership of this Org Unit, and any policies or procedure visible to people in the Manufacturing Division will become visible/not visible.

2. Defining Org Units

Org Units are created by System Admins.

Tip: If you need to use more than 10 Org Units develop a systematic way to name them so that it is easy for Users to spot the one they want in the Org Unit Filter.

Setting up to use Org Units

Setting up your Organization Code

Before your first Org Unit is declared, a System Admin must define your Organization Code at Administration Settings > Filters > Org Units. This code that associates the Org Unit email addresses with your organization. Use an acronym or short word that represents your entire company. 

How to create a new Org Unit

As a System Admin, you can create Org Units in Teams view by:

1. Navigating to the Chart and Role where you want to declare the Org Unit
2. Placing their cursor over this Role, which will open a menu
   
   Note: You cannot declare an Org Unit on a "leaf" Role that has no positions under it.
   
   
3. Selecting Define Org Unit
4. Giving the Org Unit a name (shorter is better)
   
   Tip: Make sure Org Units doesn't end up with a name that matched the name of the Team at the top of it.
   
   
5. Defining the email address for this Org Unit (shorter is better)

All people in Roles under this card will automatically be part of that Org Unit, including any collaborators and dotted-line reports. This includes everyone, all the way to the bottom of the structure. If an employee is added/removed into this Role structure, they are automatically added/removed from the Org Unit.

Google Groups

Google-integrated customers will also have the option to create a corresponding Google Group for their Org Unit. This will create a Google Group that you can use outside of Jostle.

3. Renaming Org Units and their Emails

An Org Unit and its Email can be renamed via either Teams view or Admin Settings.

To rename an Org Unit via its Chart, a System Admin should:

1. Navigate to the Chart and Org Unit
   
   Note: There is a green line across the top of any Role Card that is where an Org Unit has been declared.
   
   
2. Place your cursor over the Chart to open a menu
3. Select Manage Org Unit at the bottom to open the Manage Org Units modal
4. Update the Name or Email, as required
5. Click Save and Close

To rename an Org Unit via Admin Settings, a System Admin should:

1. Admin Settings > Filters and Badges > Configure Org Units
2. Find the Org Unit and click Edit to open the Manage Org Units modal
3. Update the Name or Email, as required
4. Click Save and Close

4. Deleting Org Units

An Org Unit can be deleted via either Teams view or Admin Settings.

Notes:

• When an Org Unit is deleted, all content that was published to it will no longer be visible to those Users. Consequently, it's normally better to rename the Org Unit or edit it's Chart structure.
• Systems can see how many Users are currently members of each Org Unit at 
• Admin Settings > Filters and Badges > Configure Org Units.

To delete an Org Unit via its Chart, a System Admin should:

1. Navigate to the Chart and Org Unit
   
   Note: There is a green line across the top of any Role Card that is where an Org Unit has been declared.
   
   
2. Place your cursor over the Chart to open a menu
3. Select Manage Org Unit at the bottom to open the Manage Org Units modal
4. Click Delete Org Unit
5. Confirm your intent to delete

To delete an Org Unit via Admin Settings, a System Admin should:

1. Admin Settings > Filters and Badges > Configure Org Units
2. Find the Org Unit and click Edit to open the Manage Org Units modal
3. Click Delete Org Unit
4. Confirm your intent to delete

5. Finding Org Units

There are several ways to find an Org Unit to understand its structure and members.

Users can simply peruse Teams view—there is a green line across the top of all cards where an Org Unit has beed declared.

To see a list of Org Units, any user can:

1. Click on Teams on the Main Nav Panel
2. Click on Email Org Units in the Action Bar on the top
3. Click View in Teams for the Org Unit of interest to open Extended View in Teams at the top of the Org Unit selected

To see all the members of an Org Unit, any user can:

1. Click on People on the Main Nav Panel
2. Select the Everyone Smart List
3. Click on the Filter icon
4. Select the Org Unit of interest and its members will be filtered in

To see a list of Org Units, a System Admin can go to Admin Settings > Filters and Badges > Configure Org Units which provides a list all the Org Units that identifies:

• The Chart Category the Org Unit is in
• The Chart the Org Unit is in
• What the top card in the Org Unit is (It's Team Card Name or the Role Name and User filling it)

Note: Clicking View will navigate you to Teams View at the top card in this Org Unit.

7. Emailing Org Units

Clicking on Email Org Units reveals the email address associated with each Org Unit. You can copy this email address and use it in third-party applications. It will always email to the current members of this Org Unit. You can also click the checkbox on one or more of the Org Units and then click Continue, which will open your local email client software with these email addresses in the To field.

Google-integrated customers who have created a corresponding Google Group for their Org Unit can also use their Google email address to utilize features found in Google Workplace.