How to Use Departments

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Note: This feature is only available to Professional or higher plans. Learn more about our pricing levels.

 

Department functionality will allow you to separate users, groups, forms, submissions, reference images, and reference data so different teams within your organization only have access to what they need. This will provide a cleaner view for your team members when they are logged onto the GoCanvas website managing your account.

By enabling this functionality, you will have two additional user Roles available to you:

  • Account Admin - Has Admin privileges across Departments.
  • Account Reporter - Has Reporter privileges across Departments.

To learn more about Roles when Departments is enabled, click here.

Create Departments

To edit or create a department, you must be an Account Admin. When you enable Departments, one department will automatically be created.

To create a new department follow these steps:

  1. Navigate to Account>Departments on the left side of the screen
  2. Click Create Department in the upper right corner:
    CreateDepartment.jpg
  3. Enter a Department name.
  4. Add a Department Description (optional)
  5. Choose if you'd like to copy forms from an existing Department:
    DepartmentSettings.jpg
  6. Click Save.

Please Note: By choosing to copy forms and folders from an existing department, you are creating duplicates of those forms and folders. Users in this new Department will be able to make changes to the forms and folders. If you do not want users in the new Department to be able to make changes, we recommend using our Department Share feature.

Delete/Edit Departments

To delete a department, you must first unassign all the members of that department. Then a delete button will show up to the right of the name on the Departments page.

To edit a department follow the steps:

  1. Go to Departments under your Account tab.
  2. Click on the name of the department you would like to change. 
  3. To edit the name and description, click Edit beside the Description.
  4. You can also edit the members and member roles in a department by click Edit Members in the Department Members box.

    Account_Departments_Edit.png

Manage Department Members

  1. Navigate to Account>Departments on the left side of the screen
  2. Click the name of the Department, then Manage Members on the upper right
  3. Checkboxes by User names to add them to the Department, then select their Department Role from the drop down on the right:
    DepartmentMembers.jpg
  4. Click Save

Share Forms

The Department feature allows you to share GoCanvas Apps across departments. If you have GoCanvas forms that all employees need to fill out then you can put that form in all departments. All of your data submissions are associated with that one GoCanvas form, too. This makes analysis really easy.

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