Create, modify, add and remove Department Groups
Department groups are used to categorize your departments into different groups to facilitate easier management of departments with similar functions in your organization. For example, this could include all departments or schools in a municipality or all subsidiaries in an organization.
Department groups make it easier to control different behaviors in views and filters. Some examples could be preventing the addition of new department goals on levels below the departments or ensuring that activities of the organization are not displayed at the top level of the company.
We recommend using Department groups as soon as you have multiple levels in your organization with similar functions.
You can find Department groups under Organization Settings in the administration section:
Add a new Department groups
To add a new department groups, simply enter the name of the group in the field at the bottom and save. Department groups are listed in alphabetical order. If you prefer a specific order, you can use numbering as shown in the example below. Then, select which unit should belong to the department group by clicking on "No selected departments," choosing unit in the tree, and klick save.
Then select which departments should belong to the department group by clicking "No selected departments", selecting departments in the tree and finally saving:
Modifying and deleting a Department group
To modify the name of a department group, simply click on the name and make the necessary changes. Then, save your changes. Modifying the name of a Department group does not affect anything else.
You can also modify which departments should be included in the group by clicking on the currently selected departments. Adjust the selection in the organization tree and save your changes.
Click on the trash bin icon on the right to delete a department group.
You cannot delete department groups that are being used by various filters or other functions in the tool. If you click on the Delete button for a group that is being used, you will receive information about why it cannot be deleted, as shown in the example below:
Remove the filters and other functions that are using the group and then try to delete again.
Working with Department groups
Department groups are linked to departments in the organizational tree and are then used in various parts of the system. Here is a brief description of how they are used.
Standard filters are commonly used in views and reports to display relevant information for Department groups while working in the same view or report section. Typically, more general information is included at higher levels, while more specific details are provided for departments closer to the operational level. In the example below, standard filters are created for four different Department groups.
Learn more about standard filters here.
With filter settings, you have the option to include a Department group in your filter. This can then be used in standard filters and filter funnels. Read more about filter settings here.
Department groups determine how the nodes can be connected between the control model columns in the control models. Connection must be allowed for the node to be created or selected at the level.
In the example below, a "Projekt" can be connected to a "Focus area" for unit in the groups Nivå 1, Nivå 2, and Nivå 3, but not Nivå 4 and Level 5.
You can use Department groups to control where a specific keyword group should be visible. This can be useful if only certain parts of the organization should use a particular keyword group. Learn more about keyword groups here.
Shifting of Deadlines
You can utilize Department groups to streamline your reporting/follow-up process by setting deadline shifts based on these groups. In the example image, there is a five-day gap between each Department group to allow everyone to provide their comments at their respective level and for the next level to compile the comments at the lower level.
Learn more about deadlines here.
Visible departments in permission groups
You can use Department groups to control which departments should be visible in the organizational tree for this permission group. In the example below, reporters can see all Departments in the tree, but no other groups.
Learn more about User groups here.
Multiple Department groups on the same unit
If you have multiple Department groups on the same unit and you also use these groups for the same purpose, the results may not be consistent. For example, if you have a standard filter for "Nivå 3" and "Level 5," there is no guarantee that you will always get the same behavior for the views:
Therefore, it is important to carefully consider the purpose and usage of multiple Department groups on the same unit to avoid unexpected behavior in the system.
For "Shifted deadlines," there is a function where you can check which Department group will apply to a specific unit - the Department group highlighted in blue will apply in this case.
Therefore, carefully consider the purpose and usage of multiple Department groups on the same unit to avoid unexpected behavior in the system.