*** This is a licensed feature. Please contact us at sales@digite.com to know how to avail it.

In a typical business ecosystem, an organization functions in a diversified manner spreading across various geo locations and departments. It decentralizes its functioning across various sub-organizations who further build their own set of policies and activities for smooth functioning.To support such type of business ecosystem, you need to have an application that not only helps you build the parent organization (org.) and its sub-organizations (sub-org) in a hierarchical manner but also lets you define separate admin policies and settings at each of these sub-organizational levels. Moreover, you should also have a super admin access at the parent organization level that keeps a close tab on its child sub-organizations

The Org-Sub Org feature in SwiftKanban fulfills the above requirement by offering you a license-based module that helps you build your own hierarchy of parent and child organizations, each having its own admin policies, settings and card types yet closely governed by the parent organization. This features leverages the existing functionality of SwiftKanban and helps you define and then visualize the entire hierarchy.

Key Features

Let us understand some of the key features of the Org-Sub Org module:

  • Every app account with this licensed feature will have a root/parent organization that can have multiple child sub-organizations and those sub-organizations can further have child sub-organizations under them.
  • Each sub-organization will have only one parent organization and all of them will be treated as each other’s siblings, thus building a tree-shaped hierarchy.
  • There will be an Organization menu option which lets you define the hierarchy by creating sub-organizations, allocating Kanban Boards, people, and card types to both the parent and child organizations.
    Note: You can’t create a parent organization. By default, your app account will be treated as the parent or root organization.
  • Each org. or sub-org will be associated with one Kanban Board only. The board linked to a particular sub-org will be accessible to that sub-org user and those who are invited to that board only.
  • You can assign people to different sub-organization via the Mapping screen, provided they exist in the root or parent organization. So, under this module, all people originally belong to the parent organization.
  • As a Manager of a sub-org, you can have access to its Board and Users and the same of the sub-orgs below it.
  • Flexible Admin policy where the Admin at the root or parent org will have access to all the Boards and Users of its child sub-orgs.

Let us now understand the workflow of defining the org-sub org hierarchy in the following sections:

  • Understand the Prerequisites
  • Navigate to the Organization mapping page
  • Understanding the Hierarchy of Root Org and Sub Org
  • Creating Sub-Org
  • Associate the Board with an Org
  • Associate People with an Org
  • Associate Card Types with an Org

Prerequisite

This is a license-based module. Once it is activated, the mapping screen under the Admin > Organization menu will be enabled, where you can build the org-sub org hierarchy and map Boards, Users and Card Types to the sub-orgs.
Note: Once a sub-org is created, the license cannot be revoked, as it has an impact on the database.

Navigating to the Mapping Page

The Mapping page is the most important element of this module. Once the license is activated, the Super Admin at the root or parent org. can navigate to this page by clicking the Admin menu at the top right corner of the Kanban Board, and then the Organization menu option.

Defining the Hierarchy

Once you reach the Mapping page, you are ready to create sub-orgs in a hierarchy and associate Boards, Users and Card Types with them.
To understand the functionality better, we will use the following illustrated scenario and build the hierarchy accordingly.

Creating Sub-Org

You can build your org-sub org mapping on the Organization page. Read this section to know how you can navigate to this page.

The Organization page has two sections:

  • The Hierarchy Mapping section where you build the hierarchy between parent or child org.
  • The association section where you associate a particular org with a Board, People and Card Types. This section also shows the hierarchy in a tree structure.

By default, your app account will be your root org and displayed as a parent org on the Organization page.

From any of the orgs in the Hierarchy Mapping section, you can:

  • Add a sub-org by clicking the Add icon
  • Modify its name and upload a logo by clicking the edit icon
  • Delete the org itself.

Note: You can’t delete the root org. If you try to do so, the system will show an error message.

Now, based on the above three functionalities, let us first build the org-sub org hierarchy for the Ramwell org, as shown in the diagram mentioned under the “Defining the Hierarchy” section.

The org-sub org hierarchy will be like the following diagram:

The same hierarchy can be seen in the Tree structure in the Association section:

View this entire process of creating a sub-org in this video:

Let us now understand how we can associate an org with a Board, People and Card Types.

Associating Board with an Org

To associate a Board with an org, perform the following steps:
1. Select an org and click the Boards tab.
2. It displays the list of Boards associated with that org.
Note: By default, all the Boards under the App account will be associated with the root org and displayed under the Boards tab. So, you cannot add or delete any Boards from the root org.
3. To add a board to a sub-org, click the + icon.
4. In the Add Boards window, you can select the Boards individually from the list of Boards or select the Select All checkbox to add all of them to the sub-org.

5, You can further refine the list of available Boards in the Add Boards window by clicking the Filter  icon.

6. The filter window lets you filter the required Boards by first searching them by various parameters like Name or Template or using the search field and then dragging them from the Board list pane to the Filter Criteria pane. After placing them in the Filter Criteria pane, click Apply. Only the filtered Boards will be displayed to be added to the sub-org.

Note: If you want to clear the applied filter, click Reset.
7. To add the selected people, click ADD TO SUB-ORG button.
8. To remove any Board from the list, select it individually and click the Delete icon. To remove all the listed Boards, select the Select All checkbox, and then click the Delete icon.
Alternatively, if you want to remove particular Boards, then perform any of the following steps:

  • Select them individually and click the Delete icon.
  • Select the Select All checkbox to delete all the associated Boards.
  • Use the Filter icon to further refine the selection for deletion.

Key Points to Remember

Some of the import information about the Board under Org-sub org module:

  • The Admin at the root org will have access to all the Board at root and sub-org. So, in our example, the admin of the Ramwell root org will have access to all the Boards that are associated with the sub-org, like Manufacturing, Business, Business Asia and Business America.
  • The Admin at the sub-org will get access to access to all the board of its sub-org and also the boards of the sub-org down below. In our example, the Admin of the Business sub-org will has the access the Boards that are associated with Business Asia and Business America.
  • The Manager at the sub-org level will have access to all the boards that are associated with that org and also the same of the sub-orgs down below. So, in our example, Andy, who is a Manager of the Business sub-org, will also have access to the Boards of its sub-org, Business Asia, and Business America.
  • Manager at the sub-org level with the org role will have access to his sub-org boards and also the lower child sub-org board as read-only. This will help to get the metrics and reports and rollup from the boards.
  • Member and reader role will get the access of the Board as per the current behavior. To know more about it, see this topic.

Associating People with an Org

Along with Boards, you can associate people with an org. All the users who are enlisted in the app account will be available to be associated with an org.
To associate people with an org, perform the following steps:
1. Select an org and click the People tab.
2, It displays the list of the people associated with that org.
Note: By default, all the people under that App account will be associated with the root org and displayed under the People tab. You cannot add or delete any user from the root org.
3. To add people to a sub-org, click the + icon.
4. In the Add People window, you can select the people individually from the list of people or select the Select All checkbox to add all of them to the sub-org.

5. You can further refine the list of the available people in the Add People window by clicking the Filter  icon.
6. The filter window lets you filter the required people by first searching them by various parameters like First Name, last Name, Role and others or using the search field and then dragging them from the People list pane to the Filter Criteria pane. After placing them in the Filter Criteria pane, click Apply. Only the filtered people will be displayed to be added to the sub-org.


Note: If you want to clear the applied filter, click Reset.
7, To add the selected people, click ADD TO SUB-ORG button.
8. To remove any people from the list, select it individually and click the Delete icon. To remove all the listed people, select the Select All checkbox, and then click the Delete icon.
Alternatively, if you want to remove particular people, then perform any of the following steps:

  • Select them individually and click the Delete icon.
  • Use the Filter icon to further refine the selection for deletion.

View the process of associating boards and people with the sub-org in this video:

Associating Card Types with an Org

Along with Boards and People, you can associate Card Types with an org.
To associate Card Types with an org, perform the following steps:
1. Select an org and click the Card Types tab.
2, It displays the list of the Card Types associated with that org.
Note 1: By default, all the Card Types of the App account will be associated with the root org and displayed under the Card Types tab. You cannot add or delete any Card Type from the root org.
Note 2: By default, all those Card Types which are enabled and associated with the root org, will also be associated with its sub-orgs. Unlike Boards or People, you do not need to add them to the sub-orgs manually.
3. To add Card Type to a sub-org, click the + icon.
4, In the Add Card Types window, you can select the Card Type individually from the list of Card Types or select the Select All checkbox to add all of them to the sub-org.
Note: Only those Card Types, which are enabled for that sub-org, will be displayed for selection. To know which Card Types are enabled for that sub-org, go to its Kanban Board, and from the auto hide menu, go to the Board Editor > Card Types > Configure Cards page.  You can enable them by selecting the checkbox for that Card Type and also make them available for selection in the Add Card Types window.


5. You can further refine the list of the available people in the Add Card Type window by clicking the Filter icon.
6. The filter window lets you filter the required Card Types by first searching them by various parameters like Card Code or Name or using the search field and then dragging them from the Card Type list pane to the Filter Criteria pane. After placing them in the Filter Criteria pane, click Apply. Only the filtered Card Type will be displayed to be added to the sub-org.

Note: If you want to clear the applied filter, click Reset.
7. To add the selected Card Type, click ADD TO SUB-ORG button.
8. To remove any Card Type from the list, select it individually and click the Delete icon. To remove all the listed Card Type, select the Select All checkbox, and then click the Delete icon.
Alternatively, if you want to remove particular Card Type, then perform any of the following steps:

  • Select them individually and click the Delete icon.
  • Use the Filter icon to further refine the selection for deletion.

Useful Information

  • Following are some of the useful information which will help you use the module in an efficient manner.
  • The person creating the card can delete the card even if it is created at the root organization or sub-organization.
  • You cannot move any organization up or down below in the tree structure of the Association section. You need to build and manage the org-sub org in the Hierarchy section.
  • It is mandatory to name a sub-org, otherwise, it will, by default, be renamed to the root org.
  • Deleting the sub-org will migrate all the entities like people, card types to the parent of the sub-org.
  • The user will be added at the App account level where the mapping will be done to associate the user to a particular sub-organization.
  • Card Type can be created in a sub-organization which will automatically be pushed to the root account. The sub-org admin will get the list of all the cards types across the account from which he can select the card types they want to use.
  • You can establish links between cards across Boards of different orgs.
  • You can add users on the board from different sub-org. They will get the access to the board as per their role.
  • Was this helpful?
  • Yes   No