Organization Admin Reference

This page gives a reference to all membertility views which are available to members who have access to the Organization menu via various security roles.

Distribution List view

Navigation: Organization > Distribution List

The Distribution List view is used to view and download a distribution list, suitable for copy/paste into an email client. The CSV button can be used to download a csv file of the filtered view.

Member

the member’s name

Email

email address for the member

Position Tags

the tags which are implied by the member’s positions

Positions

the positions held by the member on In Position On date

Roles

the security role(s) which are used by the application when this member is accessing the system

The view has the following filters:

Tags

the tags of interest which are implied by the member’s positions

Positions

the positions of interest held by the member on In Position On date

Roles

the security role(s) of interest

In Position On

date of interest for which members hold positions

_images/distribution-list-view.png

Members view

Navigation: Organization > Members

The Members view is used to add new system users, known within this document as members to the system, and to assign their security roles and interests.

When creating a new member using this view, click Create and Send to send an email may be sent to the member’s email address. This email contains a link the member can use to reset their password. Click Create to create the new member without sending and email.

A reset password email can also be sent to the member by clicking Reset Password from the edit modal.

Note

This data is in the common database. See Single Sign-On for details about how the common database is used.

Email

email address for the member

First Name

the member’s first name

Full Name

the member’s full name

Roles

the security role(s) which will be used by the application when this member is accessing the system

Interests

(super admin only) the interests which will be available to the member

Note

for non super admin, when a member is created, they will have the interest currently selected by the organization admin.

Active

if yes, the member may log in and access the system

_images/members-view.png _images/members-create.png _images/members-edit.png

Position Dates view

Navigation: Organization > Position Dates

With the Position Dates view, each term for which a member held/holds a position can be viewed or edited. But please note that the Position Wizard is the easiest way to manipulate this table.

Member

member who holds or held the position from Start Date to Finish Date

Position

position which is held by the member from Start Date to Finish Date

Start Date

date that the member started this term of the position

Finish Date

date that the member finished this term of the position. If the member is currently in this position, this should be left blank

The view has the following filters:

In Position On

date of interest for which members hold positions

_images/position-dates-view.png _images/position-dates-edit.png

Positions view

Navigation: Organization > Positions

The Positions view is used for the following

The Positions view defines all of the positions within the organization. The organization admin can assign members to a position from this view using the Position Wizard (preferred), or from the Position Dates view.

Position

name of the position

Description

describes the position, possibly giving more information than just the name

Members

list of members holding this position. This list is managed using the Position Wizard or the Position Dates view

Has Status Report

indicate whether the members in this position should be prompted for a status report about the position

Tags

tags associated with this position. See Tags Guide for more information on how tags are used

Agenda Heading

the heading under which this position is shown in the agenda and status report for meetings which include this position

Task Groups

list of task groups that are associated with the position to follow the Task Hierarchy

Email Groups

list of task groups for which summary emails for any overdue tasks are sent to supervisory members holding this position

The view has the following filters:

In Position On

date of interest for which members hold positions

_images/positions-view.PNG _images/positions-edit.PNG

Position Wizard

Navigation: Organization > Positions > [select position] > Position Wizard

The Position Wizard is invoked from the Positions view by selecting a position and then clicking Position Wizard. This wizard automatically updates terms for members for the selected position.

Effective Date

date at which this change should become effective

Members

select the members which are in the position on the Effective Date. When the Effective Date is chosen, the existing members for that position on that date are shown.

Remove members who won’t remain in the position as of the Effective Date, and add members who will be starting the position on the Effective Date.

For members who will remain in the position, leave them selected.

Hint

The result of Position Wizard Update can be viewed at Position Dates view.

_images/positions-wizard.PNG

Tags view

Navigation: Organization > Tags

Tags are used for grouping together positions and members for various purposes, e.g., for invitations to be sent for a meeting, or to indicate who may vote at a meeting. See Tags Guide for a complete list of how tags should be used.

Tag

name of tag

Description

description of how the tag is used

Positions

this tag is attached to these positions

Members

this tag is attached to these members

Note

it is recommended to use the Positions field rather than Members field because as positions change, use of Members may become out of date

_images/tags-view.png _images/tags-edit.png