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Managing organisation items

Once you have set up your organisation framework you are ready to add the different parts of your organisation which make up the structure. These are the organisation items. You can set your organisation items up individually, or you can use bulk actions.

Create organisation items

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Select the name of the organisation framework to which you will add organisation items.
  4. Click Add new organisation.
  5. Set the Parent organisation.

    The ‘Parent’ organisation allows you to build parent/child relationships between the individual organisational items in your hierarchy framework. You must have at least one organisation item set up in your framework for this option to be available. The default value is ‘Top’.
  6. Give your organisation item a name.
  7. You can give the organisation items an ID number and description if required.
  8. Set the organisation type.

    Types allow you to set up custom fields and apply those fields to organisational items set up within your framework. This is an optional field; this can be left blank or set later, see Organisation Types to learn more.
  9. Click Save changes.

Your new organisation item now appears in the Organisation Framework.

You can also add a shortname for your organisation if you enable Display hierarchy shortnames in Configure features

Editing an organisational item

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Click the name of the organisation framework you want to work in.
  4. Click Edit in the Actions column for the Organisation Item.
  5. Make the required changes.
  6. Click Save changes.

Delete an organisation item

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Click the name of the organisation framework you want to work in.
  4. Click Delete in the Actions column for the Organisation Item.
  5. A warning message is displayed, click Yes to confirm.

Bulk actions

Bulk actions allow you to add, delete, and move many organisation items in one action.

Create organisation items using bulk actions

Add under Bulk actions allows you to add multiple organisation items to the same ‘Parent’ and ‘Type’ in one action.

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Select the name of the organisation framework to which you want to add the organisation items.
  4. Select Add from the Bulk actions dropdown menu.
  5. Select the ‘Parent’ organisation.

    The ‘Parent’ organisation allows you to build parent/child relationships between the individual organisations in your hierarchy framework. You must have at least one organisation set up in your framework for this option to be available. The default value is ‘Top’.
  6. Set the organisation Type.

    Types allow you to add custom fields to your organisational items. This is an optional field and can be left blank or set later, see Organisation Types to learn more.
  7. Enter each organisation item you wish to add on a new line.
  8. Click Save changes.

Your new organisation items now appear in the Organisation Framework.

Bulk delete organisation items

Delete under Bulk Actions allows you to delete many organisation items from a framework in one step.

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Click the name of the organisation framework from which you wish to delete organisational items.
  4. Select Delete from the Bulk actions drop down menu.
  5. Select the organisations you wish to delete from the left hand column and click Add to add them to the right hand column (Hold Ctrl down on the key board to select multiple items).
  6. Click Delete selected organisations.
  7. A warning message is displayed, click Yes to confirm.

The selected organisation items are now deleted.

Bulk move organisation items

Move under Bulk Actions allows you to move many organisation items from one Parent to another in one step.

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Click the name of the organisation framework where you wish to move organisation items in bulk.
  4. Select Move from the Bulk actions drop down menu.
  5. Select the organisations from the left hand column you wish to move and click Add to add them to the right hand column (Hold down Ctrl on the key board to select multiple items).
  6. Select the Parent position you wish to move the selected position items to from the Move selected positions to: drop down menu.
  7. Click Move.
  8. A warning message is displayed, click Yes to confirm.

The selected organisation items are now moved.

Bulk re-classify organisation items

See Managing organisation types to learn about bulk reclassification.

Assigning organisations to users

Organisations can be assigned to users in bulk through HR Import organisation source or individually by editing their profile and Choosing organisation

To assign a organisation to a user:

  1. Click the user by clicking the link to the user name.
  2. Click Positions under Administration section.
  3. Click Choose organisation button.
  4. Navigate to the organisation hierarchy location or select Search to find organisation.
  5. Click OK to assign the organisation.

Export organisation framework

To check that your organisation framework has been setup correctly choose the Export dropdown box and the format you want to export this to. This will export the organisation level, ID number, and organisation type for the select organisation framework.

Assigning competencies to organisation items

Once you have set up organisation items you can assign competencies to them.

Competencies assigned to an organisation item can have two states:

  • Mandatory: Mandatory courses must be completed by the Learner. When mandatory competencies (and any linked courses) are automatically pulled into a learning plan the Learner is not able to delete them.
  • Optional: Optional course are suggested competencies to help the Learner in their role. When optional competencies (and any linked courses) are automatically pulled into a learning plan the Learner is able to delete them.

When the learning plan template is set to ‘automatically assign competencies from organisation’, competencies assigned to a Learner’s organisation automatically appear in their learning plan when they create one. See Learning Plan templates to learn more.

  1. In Quick-access menu > Organisations:
  2. Click Manage organisations.
  3. Click the name of the organisation framework you wish to work in.
  4. Click the name of the organisation item you want to assign competencies to.
  5. Click Assign competencies.
  6. If you have more than one competency framework, select the framework from the dropdown menu and click the name of the competency to select.

    If there are more than 100 competencies in the selected framework you can only use the search function to select competencies.
  7. The selected competencies appear in the Current selection list on the right, repeat step 4 until you have selected all the required competencies. Use the Delete button to remove a selected competency from the list.
  8. Click Save to save the selected competencies.
  9. Set the Link type,  this affects whether the competency is mandatory or optional. The default state is ‘Optional’
  10. You can remove a selected competency by clicking Delete.
  11. Click Return to organisation framework when finished.

Totara Academy

The Totara Academy has a whole course dedicated to using Hierarchies and job assignments in Totara. Here you can learn more on how to use hierarchies and job assignments, see best practice, and give it a go yourself.




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