organization-admin-reference.rst

Organization Admin Reference

This page gives a reference to all membertility views which are available to members <member> who have access to the Organization menu via various security roles <security role>.

Distribution List view

Navigation: Organization > Distribution List

The Distribution List view is used to view and download a distribution list, suitable for copy/paste into an email client. The CSV button can be used to download a csv file of the filtered view.

Member

the member's <member> name

Email

email address for the member

Position Tags

the tags <tag> which are implied by the member's <member> positions <position>

Positions

the positions <position> held by the member on In Position On date

Roles

the security role(s) <security role> which are used by the application when this member is accessing the system

The view has the following filters:

Tags

the tags <tag> of interest which are implied by the member's <member> positions <position>

Positions

the positions <position> of interest held by the member on In Position On date

Roles

the security role(s) <security role> of interest

In Position On

date of interest for which members <member> hold positions <position>

Members view

Navigation: Organization > Members

The Members view is used to add new system users, known within this document as members <member> to the system, and to assign their security roles <security role> and interests <interest>.

When creating a new member using this view, click Create and Send to send an email may be sent to the member's <member> email address. This email contains a link the member can use to reset their password. Click Create to create the new member without sending and email.

A reset password email can also be sent to the member by clicking Reset Password from the edit modal.

Note

This data is in the common database. See Single Sign-On for details about how the common database is used.

Position Dates view

Navigation: Organization > Position Dates

With the Position Dates view, each term for which a member held/holds a position can be viewed or edited. But please note that the Position Wizard is the easiest way to manipulate this table.

Member

member who holds or held the position from Start Date to Finish Date

Position

position which is held by the member from Start Date to Finish Date

Start Date

date that the member started this term of the position

Finish Date

date that the member finished this term of the position. If the member is currently in this position, this should be left blank

The view has the following filters:

In Position On

date of interest for which members <member> hold positions <position>

Positions view

Navigation: Organization > Positions

The Positions view is used for the following

• associate task groups <task group> to each position to follow the Task Hierarchy.
• identify which positions <position> receive summary emails <summary email> for any overdue tasks within specific task groups <task group>.
• identify which positions <position> have meeting status reports <status report>
• tag positions <position> for use within Meetings Module for invitations <invite> and voting <vote>
• add a heading to group this position under for the meeting agenda and status report (headings are managed by the meeting admin using the Agenda Headings view)

The Positions view defines all of the positions <position> within the organization. The organization admin can assign members <member> to a position from this view using the Position Wizard (preferred), or from the Position Dates view.

Position

name of the position

Description

describes the position, possibly giving more information than just the name

Members

list of members <member> holding this position. This list is managed using the Position Wizard or the Position Dates view

Has Status Report

indicate whether the members <member> in this position should be prompted for a status report about the position

Tags

tags <tag> associated with this position. See Tags Guide for more information on how tags <tag> are used

Agenda Heading

the heading under which this position is shown in the agenda and status report for meetings <meeting> which include this position

Task Groups

list of task groups <task group> that are associated with the position to follow the Task Hierarchy

Email Groups

list of task groups <task group> for which summary emails <summary email> for any overdue tasks are sent to supervisory members <member> holding this position

The view has the following filters:

In Position On

date of interest for which members <member> hold positions <position>

Position Wizard

Navigation: Organization > Positions > [select position] > Position Wizard

The Position Wizard is invoked from the Positions view by selecting a position and then clicking Position Wizard. This wizard automatically updates terms <term> for members <member> for the selected position.

Effective Date

date at which this change should become effective

Members

select the members <member> which are in the position on the Effective Date. When the Effective Date is chosen, the existing members <member> for that position on that date are shown.

Remove members <member> who won't remain in the position as of the Effective Date, and add members <member> who will be starting the position on the Effective Date.

For members <member> who will remain in the position, leave them selected.

Hint

The result of Position Wizard Update can be viewed at Position Dates view.

Tags view

Navigation: Organization > Tags

Tags are used for grouping together positions <position> and members <member> for various purposes, e.g., for invitations to be sent for a meeting, or to indicate who may vote at a meeting. See Tags Guide for a complete list of how tags <tag> should be used.

Tag

name of tag

Description

description of how the tag is used

Positions

this tag is attached to these positions <position>

Members

this tag is attached to these members <member>

Note

it is recommended to use the Positions field rather than Members field because as positions <position> change, use of Members may become out of date