Organization Account Management
All users must be associated with an organization in FieldDoc
What is an Organization Account?
All users in FieldDoc must create an account associated with their organization of employment. FieldDoc creates a shell account for an Organization and then associates all users employed by that organization to that account.
All users within the organization account can view all data created by all users within the organization. This is incredibly helpful so that data associated with your organization does not get lost in other parts of FieldDoc.
Data belongs to an organization
As data is entered into FieldDoc, it is automatically associated with both a user and an organization. There are instances in the system, such as to meet funding reporting requirements, that the organization associated with records is checked to confirm accuracy and compliance. Therefore, data must be created within the correct organization that holds the agreement with the third party. The agreement and data are shared through a Pact in FieldDoc. The FieldDoc team is not responsible for moving improperly inputted data between organization accounts.
Create an Organization
Organizations are umbrella accounts. Individual users maintain an organization account. Setting up your user account and your organization account are both key steps to gain full access to FieldDoc. As per the FieldDoc terms, all users must be associated with the organization of their employment.
New Organization accounts are created by the FieldDoc Team. To set up a new organization account, please email [email protected].
By default, the first user to create an organization is assigned as the Organization Owner. The Organization Owner has the following responsibilities:
- Approve or reject new user requests to join the organization.
- Change user status for members of the organization.
Learn more about the different User Types and Roles to determine how to assign roles and permissions to users in your organization.
Joining an Existing Organization Account
When users sign up to create their FieldDoc account, the system checks the email domain to determine if their organization already has an account or if a new one needs to be created. If the organization is already in the system, the user can click the "Request to Join" button. An email will then be sent to the current Organization Admins, who must approve the user's request to join.
Important Tips for joining an organization
- If your "Request to Join" is not approved after 24 hours, please reach out to [email protected]. Your privacy is important to us. We recognize that sometimes staff leave an organization and don't leave behind access to their organization's FieldDoc Account. We do everything possible to confirm that someone requesting access to an existing account can be verified by an existing staff member before providing access.
- Your account can only be associated with one organization. However, we recognize the importance and value of collaboration and partnership. You can be invited as a collaborator to multiple organizations.
- We recognize the importance of collaborations to manage FieldDoc data, however, do not invite technical service providers to be members of your organization. Invite them to be collaborators.
The components of your Organization account
Organization Owners can review and make changes to the Account Settings from within their profile.
Take a Tour
Use this tutorial to walk through all of the Organization Account Page components.
Components of an Organization Account
Getting to your Organization Account View
Overview Page
Contains general information about the organization. Use the edit button in the right corner to update information.
| Component | Description |
|---|---|
| Organization Name | This should match your official organization name as it appears on grant agreements. |
| Organization Description | We recommend providing your organization mission. |
| Optional contact information. This is only visible to members within your organization. | |
| Web Address | Optional contact information. This is only visible to members within your organization. |
| Members | Invite, Review, and Manage Members. |
Members
Only staff at your organization may be included as Members. All other individuals should be invited as Collaborators. Members can be given admin or read-only access to all data within your organization account.
| Component | Description |
|---|---|
| Invite Button | An existing Admin within an organization can use this button to invite a colleague and complete their configuration process. The invited user must have started their FieldDoc account registration process. |
| Role | Read-Only Should be used if you want the member to view all components within an organization account but not make changes. Admin should be used for accounts that can add, edit, and delete records. |
Collaborators
Often, Collaborators are Technical Service Providers or Partners that need access to all information within an organization because they are supporting the Organization in creating and managing Activity data within FieldDoc.
| Component | Description |
|---|---|
| Invite Button | An existing Admin within an organization can use this button to invite a collaborator and complete their configuration process. The invited user must have started their FieldDoc account registration process. |
| Role | Read-Only Should be used if you want the member to view all components within an organization account but not make changes. Admin should be used for accounts that can add, edit, and delete records. |
Images
Select an image file to upload. FieldDoc currently supports PNG, JPEG, GIF, and TIFF formats. The first image will be displayed on the Organization Overview Page, so we recommend importing your logo.
Atlas
The Atlas view within an Organization contains all Activities and related metrics created within your organization. You can view a roll-up of Metrics and Modeled calculations for all Activities. You can also navigate to the individual Activities from the Atlas map.
Updated about 2 months ago