> For the complete documentation index, see [llms.txt](https://help.fielddoc.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fielddoc.org/manage-your-organization/organization.md). # Organization ## Organizations An **Organization** represents the real-world entity you work for or represent in FieldDoc. It is the primary account structure that connects your users, Workspaces, records, and FieldDoc subscription or access. Organizations may include nonprofit organizations, government agencies, funders, universities, businesses, watershed groups, land trusts, technical assistance providers, and other entities involved in conservation and restoration work. Every FieldDoc user is associated with an Organization. ### How Organizations work Your Organization establishes the organizational home for your work in FieldDoc. Within an Organization, users can: * Access the Organization's Workspaces based on their permissions. * Create and manage Activities and other Organization records. * Organize records within the Organization's Portfolio. * Participate in Programs by linking Activities through Pacts. * Collaborate with people from other Organizations through Workspaces and sharing. Records created on behalf of an Organization remain associated with that Organization unless they are transferred, deleted, archived, or otherwise reassigned. This means FieldDoc records belong to the Organization's body of work rather than to the individual user who created them. ### Organizations and Workspaces Organizations and Workspaces serve different purposes. An **Organization** represents the real-world entity responsible for the account and its records. A **Workspace** is a working area used to manage a distinct collection of that Organization's records. An Organization on a Standard plan may use Workspaces to separate different programs, partnerships, teams, or bodies of work. Each Workspace has its own folder structure and provides a defined place for users and collaborators to work with records. Think of the relationship this way: **Organization → Workspaces → folders and records** Your Organization provides the overall home for your data. Workspaces help organize and manage that data. ### Organization membership Each FieldDoc user is assigned to one Organization. You should join the Organization that you are authorized to represent. Your Organization might be your employer, agency, nonprofit, business, university, or another entity for which you are authorized to work in FieldDoc. People who work with your Organization but represent a different entity do not generally need to become members of your Organization. For example, a: * Consultant * Technical service provider * Partner organization * Funder * Agency partner can maintain their own FieldDoc Organization and collaborate with yours through **Workspace access, sharing, Pacts, or other available collaboration tools**. This keeps Organization membership accurate while still allowing people from different Organizations to work together. ### Organization Owners Each Organization has at least one **Organization Owner** responsible for managing the Organization's FieldDoc account. Organization Owners are responsible for administrative tasks such as: * Managing subscription level and billing. * Maintaining Organization membership. * Adding, removing, or updating users. * Assigning appropriate roles and permissions. * Monitoring collaborator access. * Managing Organization records. * Maintaining applicable account and billing information. Organization Owners should periodically review membership and remove or update users who no longer represent the Organization. Removing a user does not remove records they created on behalf of the Organization. Those records remain part of the Organization's data unless they are otherwise managed in FieldDoc. ### Organizations and record ownership Organizations are an important part of how FieldDoc maintains responsibility for conservation and restoration data. When a user creates a record on behalf of an Organization, that record becomes part of the Organization's body of data. Users should therefore create records within the Organization that is responsible for managing that work. For example, if a technical service provider is creating Activities on behalf of a partner organization, the appropriate collaboration method may be to give the provider access to the partner's Workspace rather than creating the Activities under the technical service provider's Organization. This helps preserve the connection between the record and the Organization responsible for the underlying conservation or restoration work. ### Collaborate with other Organizations You do not need to belong to another Organization to work with its FieldDoc records. FieldDoc provides several ways for Organizations to work together: * **Workspace access** gives an external user ongoing access to work within a particular Workspace. * **Sharing** gives another user access to selected records. * **Transfer** moves responsibility for a record to another Organization. * **Pacts** link Activities to a Program for reporting, review, or Program participation. These options allow users to collaborate across organizational boundaries without changing their Organization affiliation. ### Organizations and Programs An **Organization** and a **Program** represent different relationships in FieldDoc. Organizations create and manage conservation and restoration records. Programs provide a structure for funding, reporting, review, aggregation, or other coordinated work managed by a Program Manager. Organizations participate in Programs through **Pacts**. A Pact links selected Activities from an Organization to a Program and makes that information available for Program purposes. Linking an Activity to a Program does not move the Activity into the Program or change the Organization responsible for the underlying record. It also does not automatically give the Program Manager permission to edit the Activity. ### If you work with multiple Organizations Your user account is associated with one Organization, but you may work with records managed by other Organizations through FieldDoc's collaboration features. For example, a technical assistance provider might belong to their consulting Organization while also being given access to Workspaces managed by several partner Organizations. In these situations, check which **Workspace** you are working in before creating or editing records. The active Workspace determines the organizational context in which you are working. ### If you are in the wrong Organization Accurate Organization membership is important because it affects record responsibility, access, and account administration. If you joined the wrong Organization or believe your Organization assignment needs to change, contact your Organization Owner or FieldDoc support. If records were created under the wrong Organization, do not delete them simply to recreate them elsewhere. Contact FieldDoc support to determine whether the records should be reassigned or transferred. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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