Managing organizations
| Required functional security Functional security required to add, edit, copy, and delete organizations: • Organizations: Organization Access = Can view, edit, and create, Organizations tab appears in 25Live • Organizations: Organization Delete = Can delete |
Note: Users with functional security Organization Access = “Can view, edit, and create, Organizations tab appears in 25Live” can also create organizations in the 25Live Pro Event Form.
Manage Organizations task tab
Use the Manage Organizations task tab to:
• Add new organizations
• Copy organizations as the basis for creating new organizations
• Edit organizations one by one or multiple organizations simultaneously
• Delete organizations one by one or multiple organizations simultaneously
Guidelines for adding an organization
• Only Organization Name is required to add the organization.
• If you’ll be using the Series25-SIS Interface, make sure the Organization Name for each department matches a data element in your SIS as defined in your Interface configuration; for example, “ENG” for the English department or “BIOL” for the Biology subject code.
• Because the organization name may appear in event web calendars you publish using the 25Live Publisher, make sure the name would make sense to the general public and complies with your organization naming conventions.
• You may want to review your Organization Types and Categories master definitions and possibly add new items to them for selection here. Having good types and categories can greatly assist 25Live users in finding organizations in the 25Live Pro Event Form. See
“Managing organization master definitions” • If you’ll be using the Schedule25 Optimizer, you may add up to four partition preference groups for the organization. The Optimizer uses partition preferences to limit its location search to only the specific locations preferred by the organization. If you don’t add partition preference groups, the Schedule25 Optimizer assumes all partitions are equal and will assign locations from any partition available to it.
• When selecting attributes of the organization, specify the value for each.
• Associate contacts with the organization as needed.
Adding an organization
1. With the Manage Organizations task tab selected, click the ADD icon to go to the Add Organization page.
Note: You must scroll down to see all the organization information you can specify.
2. Enter the organization name (required) and, optionally, the organization’s title.
3. If you’re using the Schedule25 Optimizer, enter the organization’s Schedule25 Key. See the Schedule25 Optimizer User Guide available by clicking Help.
4. Select the organization’s type, rating, and enter its accounting code as needed.
5. Enter administrative and/or billing address and phone information for the organization as needed.
6. To associate contacts with the organization:
• Click New Contact.
• Select the contact’s role in the organization.
• Find and select a contact.
• Indicate whether or not this is the primary contact for the organization.
• Repeat these steps for each additional contact you want to associate with the organization.
7. Enter any comments about the organization.
8. Check the categories the organization belongs to.
9. Check the custom attributes that pertain to the organization and enter or select the appropriate value for each.
10. If you’ll be using the Schedule25 Optimizer, add at least one partition preference group for the organization (you can add a maximum of four):
• Click New Preference Group.
• Check the partitions you want to comprise this partition preference group.
• Add additional partition preference groups (four maximum) by repeating the first two bullet steps. You can remove a partition preference group at any time by clicking its Remove icon (red X).
• To change the priority of the partition preferences group, click the up/down arrow icon of each group as needed until you get the priority order you want.
11. Specify the object security and/or notification policy of the new organization. See the Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
12. Click Add Organization.
Copying an organization
1. With the Manage Organizations task tab selected, click the COPY icon to go to the Add Organization via Copy page.
2. Find the organization you want to copy by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Organizations” is not recommended because of the large amount of data that could be returned.
3. Highlight the organization, then click Copy.
4. Change the name of the organization.
5. Edit other information for the new organization as needed. Click the “EDIT” link to expand sections that are closed.
6. Modify the object security and/or notification policy of the new organization as needed. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
7. Edit the partition preferences of the new organization as needed.
To... | Do this... |
Add a new partition preference group (organizations can have up to four partition preference groups prioritized highest to lowest, 1 to 4) | 1 Click New Preference Group. 2 Check the partitions that you want in this partition preference group (you can choose as many as you want). |
Edit the partitions in a partition preference group | Check and uncheck partitions as needed. |
Remove a partition preference group | Click the Remove (red X) icon of the group. |
Re-order partition preference groups to change their relative priority | Move partition preference groups up or down using the up/down arrow icons. |
8 Click Add Organization.
Editing one or more organizations
1. With the Manage Organizations task tab selected, click the EDIT icon to go to the Edit Organizations page.
2. Find the organization(s) you want to edit by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Organizations” is not recommended because of the large amount of data that could be returned.
3. To edit selected organizations in the displayed list, highlight the organization(s) and click Edit Selected.
To edit all the organizations in the displayed list, click Edit All.
Organizations you have permission to edit have a “Yes” in the Can Edit? column of the location list.
| If you choose to edit multiple organizations, be aware that all and only the changes you make will be applied to all the organizations you select for edit. When in doubt, edit organizations one at a time. |
4. If you selected one organization, edit its information as needed. Click the “EDIT” link to expand sections that are closed.
If you selected multiple organizations, check the box of each data section you want to edit, and change the information as needed. You must scroll down to see all data sections.
5. Modify the object security and/or notification policy of the organization as needed. See the 25Live Security Administration Guide, accessible by clicking Help, for information on performing these tasks.
6. Edit the partition preferences of the organization as needed. For instructions, see step 7 of
“Copying an organization” above.
7. Click Save Changes.
Deleting organizations
| Consider carefully before deleting organizations, because when you do the organizations are completely removed from your Series25 database, including all past actions taken on the organizations (designations as an event’s primary organization, information edits, and so on), who performed them, and when. All information about the organizations, both past and present, no longer exists. |
1. With the Manage Organizations task tab selected, click the DELETE icon to go to the Delete Organization page.
2. Find the organization you want to delete by simple name search, alphabetical index, grouping, or saved or public search.
Note: Selecting “All Organizations” is not recommended because of the large amount of data that could be returned.
3. To delete selected organizations in the displayed list, highlight the organization(s) and click Delete.
To delete all the organizations in the displayed list, click Delete All.
4. Click Delete Organization to confirm.
5. To delete other organizations, click Delete Another Organization. To return to the Manage Organizations page, click Start Over.
