Admin Actions: Manage Organisations

The Manage Organisations option in the Admin Actions menu displays a page showing a searchable list of all organisations in KB+. Organisations can be searched by their name and the results list can be restricted to only those organisations which have particular roles in KB+.

To search organisations, type part of an organisation name into the box labelled "Org Name Contains:". This is not case-sensitive, and will find any organisation containing the search text, in the order in which the text is typed. For example "and technology" as a search term would find an organisation with the name "Society of Wood Science and Technology", but a search for "technology and" would not find this organisation. The search box can be left blank to find all organisations currently on KB+.

To restrict the results of your results to organisations fulfilling a specific role in KB+, use the dropdown menu labelled "Restrict to orgs who are". For example, if you choose to filter to 'Licensor' your search will only find organisations that are related to at least one licence with a 'Licensor' role. The screenshot below shows a KB+ license record where the organisation "IoP Publishing Limited" is listed as a 'Licensor'. In this case, "IoP Publishing Limited" would appear if you filtered the Manage Organisations list to only show 'Licensor' organisations. If, at a later date, "IoP Publishing Limited" was removed from the licence (and did not appear on any other licence), it would no longer appear in the filtered list.

By clicking an organisation name in the list the administrator can edit some aspects of the organisations information - specifically they can change the ‘Org Type’ (to set if an organisation is a consortium) and to add Organisation Identifiers (e.g. the JUSP ID)

The list of organisations includes the following information:

• Name (the name of the organisation)
• Short Code (an internal code used by KB+ for some functions)
• Type (organisations can be allocated 'types' which are for descriptive purposes only and do not provide any function in the system)
• Sector (the sector to which the organisation belongs. Currently the only sector used is ‘Higher Education’)
• Scope (the Shibboleth 'scope' for an organisation, for example as given in the UK Access Management Federation Metadata file

Clicking on the 'Name' of an organisation will display further details for that organisation, with the ability to edit the 'Type' and add new Organisation IDs.

###Editing Organisations Clicking on the 'Name' of an organisation in the Manage Organisations list will display the details of that organisation. Information only displays on this page where it already exists in KB+. For example, if no Sector is set for an organisation, the Sector information will not be shown on this page.

This page can be used to edit the Organisation Type and add new Organisation IDs.

• The name of the organisation (not editable)
• The organisation type (editable - click to the existing value or the word 'Edit' if displayed to change the value, and click the 'tick' icon when you have completed the edit)
• IP Range - the IP Range(s) given for an organisation (not editable)
• Sector - the sector to which the organisation belongs (not editable)
• Organisation IDs (new IDs can be added following the instructions on the page, but existing IDs cannot be edited or deleted)
• A list of other organisations in KB+ to which this organisation is related e.g. as the member of a consortium (in lists headed 'Outgoing Combos' and 'Incoming Combos' - not editable)
• A list of KB+ Licences, Subscriptions and Packages to which the organisation is related (in a list headed 'Other org links' - not editable)
• A list of users who are affiliated with the organisation (see further details below)

An organisation page is illustrated in this screenshot:

####Organisation Users Clicking on the 'users' link on the organisation details page will display a list of users who are affiliated with that organisation. This list includes the users names, role (in relation to the organisation - i.e. their affiliation) and status of that affiliation (approved/pending/rejected).

Roles/Affiliations can be approved, revoked (i.e. change an approved affiliation to be a rejected affiliation) or deleted from here. Deleting an affiliation removes all aspects of that affiliation, while 'revoking' an affiliation will change the status of the affiliation to 'Rejected'. For the user the outcome is the same - they will not be able to access or edit data related to that organisation (e.g. subscriptions, licences). However using 'Revoke' leaves the affiliation in place making it easier to reverse the decision (i.e. re-approve the affiliation request) or see that the request was made but rejected.

To 'Approve' and affiliation from here click 'Approve', to Revoke an existing affiliation click 'Revoke', to delete an affiliation (whether approved, rejected or pending) click 'Delete Link'.

For more options in relation to user affiliation requests see the User Details and Manage Affiliation Requests options on the Admin Actions menu.