This article provides instructions on how to create, edit, delete, and manage Departments.
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 Departments are enabled for your account, one Department will automatically be created.
Navigate to the Departments administration page, following the instructions based on your Account View.
At the top of the left navigation, expand the menu under the username indicating the current Department and switch to the All Department. Then expand the Account drop down in the left navigation and select Departments.
Please note, the Department drop down in the left navigation only has navigation to Department specific administration pages for Users, Groups, and Reports.
At the top of the left navigation, expand the menu under the username indicating the current Department and switch to the All Department. Then expand the Account drop down in the left navigation and select Departments.
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Select Create Department in the upper right corner.
- Name the Department and add an optional Description.
- Copy Forms from an existing Department if you wish.
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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.
Follow the instructions above to navigate to the Departments administration page based on your Account View.
- Select the name of the Department you would like to change.
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To edit the name and description, select Edit beside the Description.
- Save changes.
Manage Department Members
Follow the instructions above to navigate to the Departments administration page based on your Account View.
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Select the name of the Department, then Manage Members in the upper right corner.
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Checkboxes by User names to add them to the Department, then select their Department Role from the drop down on the right.
- 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.
Choose a Different Account View
Thanks to the introduction of GoCanvas Project Management View, accounts can determine the view that best complements how they manage their business. With Departments, accounts also don't need to choose only one view for all users; each Department can determine which view they prefer when it's created.
Please visit the Help Center article, "Determine the Account View when Creating a New Department," to learn more about accessing this feature.
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