Departments: Create, Edit and Delete

Article Links Introduction | Create a Department | Edit a Department | Delete a Department |

INTRODUCTION

A department is the fourth level in the organization structure.

Departments typically represent a business unit or cost center. For example, your Atlanta Site may have three departments: Production, Shipping and Human Resources. You can create an unlimited number of departments within a site as needed. 
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CREATE A DEPARTMENT

Follow these steps to create a department:

Red fields = required entry; Black fields = optional entry

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Departments link on the left navigation bar.
3. Click the New button at the top of the Manage Departments screen. The Create Department screen will appear.
4. Complete the fields as follows:
5. Site: Click the Select button to the right of the Site field.
   1. Search and locate desired Site this Department will be added to.
   2. Click the checkbox to the left of the desired site.
   3. Click the Select button
   4. You will return to the Create Department screen.
6. Name: Type the name of the Department
7. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative.  Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS. 
8. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
9. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
10. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
11. Max Active Users: Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    Note: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
12. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
13. Click the Save button.
14. Click the Close button after the Changes Saved confirmation appears.
15. Your newly created department will appear on the Departments screen.

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EDIT A DEPARTMENT

Follow these steps to edit a department:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Departments link on the left navigation bar.
3. Search and locate the department following the directions provided in Using Search article.
4. Click the Edit button to the left of the desired department name. The Edit Department screen will appear.
5. Complete any of the fields as follows:
6. Site: Click the Select button to the right of the Site field.
   1. Search and locate desired Site this Department will be added to.
   2. Click the checkbox to the left of the desired site.
   3. Click the Select button
   4. You will return to the Create Department screen.
7. Name: Type the name of the Department
8. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative.  Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS. 
9. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
10. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
11. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
12. Max Active Users: Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    Note: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
13. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
14. Click the Save button.
15. Click the Close button after the Changes Saved confirmation appears.
16. Your newly created department will appear on the Departments screen.

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DELETE A DEPARTMENT

Before deleting a department, verify there are no users assigned to teams within the department. Deleting a department with users will delete the teams and user records and all completion records associated with those users.

Refer to the Users: Create, Edit, and Delete article for the steps to move users to a new team before deleting a site.

Follow these steps to delete a department:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Departments link on the left navigation bar.
3. Search and locate the department following the directions provided in Using Search article.
4. Click the red Delete button to the left of the desired department name.
   Note: If the red Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete departments.
5. Click the YES button on the Confirm Delete screen.
6. Click OK on the Delete Succeed confirmation screen. The department will be deleted from the LMS.

Should a department be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted department and any lost user data and their completion records. If deleting departments is part of a larger re-organization effort, contact support@convergencetraining.com. They may be able to provide assistance to automate the reorganization.

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