How to Use Departments

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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.

Departments

Departments 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.

  1. Expand the drop down menu under your username in the upper left corner of the portal.
  2. Select All to switch to the admin department.
  3. Expand the Account drop down and select Departments.
  4. Select Create Department in the upper right corner.Departments_Create Department.png
  5. Name the department and add an optional Description.
  6. Copy Forms from an existing Department if you wish.
  7. Save the department.Departments_Create Department Page.png

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.

  1. Expand the drop down menu under your username in the upper left corner of the portal.
  2. Select All to switch to the admin department.
  3. Expand the Account drop down and select Departments.
  4. Select the name of the department you would like to change. 
  5. To edit the name and description, select Edit beside the Description.
  6. Departments_Edit Department Page_Edit Icon.png
  7. Save changes.

Manage Department Members

  1. Expand the drop down menu under your username in the upper left corner of the portal.
  2. Select All to switch to the admin department.
  3. Expand the Account drop down and select Departments.
  4. Select the name of the department, then Manage Members in the upper right corner.Departments_Edit Department Page_Manage Members.png
  5. Checkboxes by User names to add them to the department, then select their Department Role from the drop down on the right.Departments_Manage Members.png
  6. Save changes.

Share Forms

The Department feature allows you to share GoCanvas forms 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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