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Importing org structures into Charts

 

NOTE - You can jump to Reports-to template if you're only looking to download the pre-formatted template.

Building Chart structures manually

Edit Teams allows you to build Chart structures manually in the Teams user interface. Smaller organizations may find this preferable to importing, as each user is placed manually into the tree.

Importing your Teams structure

The feature at Administration settings > TEAMS View > Import structure can be used to import a CSV to create a complete Chart structure. In this example we're importing to the Basketball Team under Committees and Clubs Category.

CSVimp.PNG

CAUTION: If you import a CSV to an existing Chart it will replace (overwrite) the existing Chart.

If the Team Names remain the same we will preserve Org Units as much as possible when you do overwrite a Chart via a CSV import.

Importing a hierarchy into a Chart

For many organizations, the main reports-to hierarchy exists in another enterprise system. By exporting that data and formatting it into a suitable CSV you can import into a Chart. You can use this same method to upload the structure of a project team into another Chart.

1. Populate your CSV

In its most basic form, it simply needs to be a CSV with two columns:

  • Username - for each employee (usually their work email address)*
  • Supervisor Username - each employee's supervisor's username.

*Verify Usernames via Administration settings > Contributor Configuration > Edit/delete Contributors. Assigning a Contributor’s work email as their Username is the recommended setting, and is the method shown in the template and examples below.

There are two additional fields you can use when importing a reports-to structure into a Chart:

  • Role Name - This will define the Role of each Contributor (employee) in the hierarchy.  Often this maps to a person's job title, but doesn't always have to (learn more here).  If this is left blank you will have to add these Role Names manually later.
  • Team Name - If you leave this field blank during your import, they will be automatically named based on your existing structure (as shown in the examples below where two teams were created - CEO's Team and Emp 1's Team) 

Reports-to template: Importing your structure using the .csv file is only for solid-line (primary) reports-to structures. You can use our pre-formatted template to get started.

  • *Golden rule*  It is important to ensure the chain of command is continuous from top to bottom. Your CSV must form a single, continuous tree, so make sure to leave a blank for your top manager's supervisor (CEO, City Administrator, etc.)

NOTE—Sub-Teams: You can include a Sub-Team within your structure by entering "Sub team" in the Role Name field and the name of the Sub-Team in the Team Name field (and the Username does not need to be an email address).

2. Import your CSV

Once the CSV is ready to be imported:

1. Go to Administraton settings > TEAMS View > Import structure

2. Make the appropriate Category and Chart Selections (if you're importing your organization's main reports-to hierarchy, select the Main Organization category)

3. Click "Choose File" to locate your CSV and then click "Upload"

4. Follow the onscreen mapping prompt

NOTE—the mapping prompt will only appear if your column headers are anything other than our defaults (Username, Supervisor Username, Role Name, and Team Name). If our column header defaults do exist in the .csv file being uploaded, the mapping step will be skipped.

 

If your CSV upload is successful, the process looks like this:

 

If your CSV upload is unsuccessful, it may be due to the following errors:

 

Error 1: Supervisor field left blank for anyone other than the top of the tree: 

error1.png

Error 2: People are reporting to themselves (i.e., a Username and its corresponding Supervisor Username are identical):

error2.png

Error 3: "Specified Contributor was not found" error. This can occur when the incorrect Username for a Contributor is entered, which most commonly happens when a Contributor's work email has not been set as their Username in their Profile, but was entered in the CSV as if it were. Verify Usernames via Administration settings > Contributor Configuration > Edit/delete Contributors.

 

Importing a self-managed Team into a Chart

Similar to importing a reports-to structure into a Chart, you need to create your CSV and follow the golden rule. In this example, we’re creating a Basketball Team as a new Chart under the category “Committees and Clubs”.

Since this is a self-managed team, it does not have a supervisor. So the card everyone 'reports to' on this team is a Team Card. Create a placeholder Username for this Team Card (in this example we chose "basketballteamcard" but we could have used any other unique word). In the CSV, leave the Supervisor Username empty (golden rule) and add “Team Card” in the Role Name column. Give your Team a name in the Team Name column. Then add your Team’s members and their Roles, reporting to the placeholder Username of the Team (i.e. basketballteam).

NOTE: You can use this same method of setting the Role Name to be "Team Card" to create a self-managed team anywhere in a Chart, including within an extended reports-to structure.

 

Import your completed CSV by navigating to the Administration settings > TEAMS > Import structure, selecting your Category and selecting “Create new Chart” under Select Chart, choosing your file and clicking on "Upload".

 After the import your new Chart will look like this 

   

NOTE: If you do not add the Team Name (leave this field blank) the Team will be called "Unnamed Team".

 

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5 Comments

  • 0
    Avatar
    Baris Ozer

    Dear Jostle Support,

    I am currently creating my organization's structure and would like to know if there was a way to add Multiple CEO's without having one report to the other. The reason I ask is because with the current format, it makes it seem like one reports to the other and are not equals. Thank you for any insight you can provide.

    B.A. O.

    Zefr IT

  • 0
    Avatar
    Elliott Carson

    Hi, 

    I tried to import team cards as part of my structure using this guide. The team cards were shown as open roles. Do you have to create user profiles for these team cards? 

  • 0
    Avatar
    Brad Palmer

    Try this Elliott:

    1. Go to your troublesome vacant Role card.

    2. Enter Edit Teams mode.

    3. Hover over the vacant card.

    4. Select "Convert to Team Card.

    Brad

  • 0
    Avatar
    Jonathan Hatfield

    How do I add a person to multiple teams?  For example, CEO and Directors should be on Senior Leader team but Directors should also be on individual department teams, ex. Information Technology Team.

    Edited by Jonathan Hatfield
  • 0
    Avatar
    Brad Palmer

    Each node (or card) in a Chart comprises a Role that can be either vacant or filled with a person (Contributor). People can fill multiple Roles. Just put those Roles into the structure and then add the person into each of them.

    This article might also help you: https://forum.jostle.us/hc/en-us/articles/208405616-Creating-org-structures-in-Charts-for-Charts-Admins-

    If you need further help with this, please email us at support@jostle.me and let us know exactly where you are stuck.

    Brad

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