Department and Employee Management

Org structure administrators can access “System Administration - Org Structure Management - Departments & Employees” to manage the organizational structure.

1. Organization/Department Concepts

• Entire Company/Group: The default top-level node in the department hierarchy, representing the highest-level department. Renaming is allowed.
• Organization: When [Multi-Org] is enabled, organizations and sub-organizations can be created, typically used for subsidiaries or branches.
• Department: Sub-departments can be created under “Organization/Department.” Managers of parent departments can view all data from subordinate departments.
• Organization/Department Manager: Each org/dept can have one manager with read/write permissions for its business data.
• Organization/Department Assistant: Multiple assistants can be assigned per org/dept, with the same read/write permissions as the manager.
• Organization/Department Observer: Excluding the top-level org, multiple observers can be assigned per org/dept with view-only permissions for Feeds.

2. Organization Management

Under “Entire Company/Group,” sub-organizations can be created. Organizations allow peer or subordinate creation, editing, or deactivation. Departments cannot host organizations.

2.1 Create Organization

View the org structure tree to quickly create sub-organizations or peers.
- Name:
- Unique within the same level.
- Supports multilingual configurations (default, Simplified Chinese, English, Traditional Chinese). Other languages display the default value.
- Code: Serves as a unique identifier for imports/exports (e.g., “BJ-RD” for Beijing R&D Branch).
- Manager: Has read/write permissions for the org’s data (single selection).
- Assistants: Same permissions as the manager (multiple selections).
- Parent Org: Automatically inherited; modify via drag-and-drop in the org tree.
- Observers: Can view Feeds copied to the org (auto-copied when the org is tagged).
- Org Group Settings:
- Include Sub-Department Members: Adds members from sub-orgs to the group.
- Include Isolated Sub-Department Members: Adds isolated sub-org members to the group.
- Org Isolation Settings:
- Visibility in Contacts: Choose to hide from external orgs (exceptions via whitelist).
- Contact View Restrictions: Limit viewing to internal org, self, or no restrictions (whitelist exceptions).
- Work Info Reception: Receive messages sent to parent/current org or current org only.

2.2 Edit Organization

Modify: Name (multilingual), Code, Manager, Assistants, Observers, Group/Isolation Settings.

2.3 Deactivate Organization

Requires no active sub-orgs, departments, or employees. Deactivated employees retain the org as their primary affiliation.

3. Department Management

Under “Entire Company/Group” or orgs, create sub-departments or peers. Supports editing/deactivation.

3.1 Create Department

View the org tree to create sub-departments or peers.
- Name: Unique within the same level; multilingual support (default, Simplified Chinese, English, Traditional Chinese).
- Code: Unique identifier for imports/exports (e.g., “BJ-RD-Product” for Beijing R&D Product Team).
- Manager: Read/write permissions (single selection).
- Assistants: Same as manager (multiple selections).
- Parent Dept: Automatically inherited; modify via drag-and-drop.
- Observers: Can view Feeds copied to the dept.
- Dept Group Settings:
- Include Sub-Department Members: Adds sub-dept members to the group.
- Include Isolated Sub-Department Members: Adds isolated sub-dept members.
- Dept Isolation Settings:
- Visibility in Contacts: Hide from external depts (whitelist exceptions).
- Contact View Restrictions: Limit to internal dept, self, or no restrictions.
- Work Info Reception: Receive messages sent to parent/current dept or current dept only.

3.2 Edit Department

Modify: Name (multilingual), Code, Manager, Assistants, Observers, Group/Isolation Settings.

3.3 Deactivate Department

Requires no active sub-depts or employees. Deactivated employees retain the dept as their primary affiliation.

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4. Employee Management

### 4.1 Create Employee
View the employee list to add new entries. For WeCom-sourced enterprises, manual sync is required instead of direct creation.

Account Info

• System Name (Nickname): Unique identifier; multilingual support (default, Simplified Chinese, English, Traditional Chinese).
• Full Name: Non-unique display name.
• Login Method: Mobile or email (required for activation/login).
  • Mobile: Domestic (e.g., 13900000000) or international (e.g., +852-1234567).
  • Email: Required if selected.
• Login Account: Optional system login ID.
• Gender: Male/Female/Private.
• SSO Account: For third-party SSO to ShareCRM.
• Password: Preset by admin.
• Status: Active/Inactive.
• Login Block: Yes/No.

Org Relations

• Primary Dept: Main affiliation (one only; used for approval workflows).
• Affiliated Dept: Data ownership dept (defaults to primary).
• Affiliated Org: Data ownership org (defaults to primary dept’s parent).
• Secondary Depts: Additional affiliations (multiple).
• Job Title: Position/role.
• Reporting Manager: Direct supervisor.
• Roles: Admin/business roles (primary role assignable).
• Hire Date/Employment Date: Onboarding timeline.
• Employee ID: Unique identifier.
• Responsible Lines: Region/territory/product lines (if multi-dimensional enabled).

Personal Info

• Avatar: Max 20MB (JPG/GIF/PNG).
• Birthday: Optional.
• Office Phone/Extension: Optional.
• QQ/WeChat: Optional.
• Language/Timezone/Region: Localization settings.

Extended Fields

• Two preset text fields for custom configurations (e.g., virtual dept info).

4.2 Employee List

Quick actions: Assign roles, block/login enablement, password reset, activation reminders, modify reporting manager, deactivate/activate, reassign primary/secondary depts, batch import/export.

Scenario Management

Filter by: All, Active, Inactive, Login-Blocked, No Reporting Manager, Current Dept Only, Primary Dept Only, Unassigned Primary Dept.

Actions

• Assign Roles: Admin/business roles (preserve existing primary roles).
• Block/Allow Login: Toggle access.
• Reset Password: No SMS notification.
• Activation Reminder: SMS/email for inactive accounts.
• Modify Reporting Manager: Single/multiple updates.
• Deactivate/Activate: Status toggle.
• Reassign Primary/Secondary Depts: Adjust affiliations.

Import

• Batch add/update employees.
• Match by primary attribute or unique ID.
• Skip blank fields during updates.
• Errors (e.g., duplicates, invalid formats) halt the entire import.

Export

• Customize exported fields.

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4.3 Employee Object Settings

#### 4.3.1 Hover Card Field Configuration
Under [Objects] > [Preset Objects] > [Employee] > [Layout], configure hover card fields (Web only).
- Default Fields: Avatar, System Name, Gender, Job Title (fixed order).
- Custom Fields: Primary Dept, Mobile, Email, Login Account, Reporting Manager, Extended Fields A/B (reorderable).

Note:
- Extended Fields A/B require grayscale release (customizable in Contacts selector).
- Use case: Employees with cross-dept roles can display secondary affiliations via calculated fields.

4.3.2 Profile Page Field Configuration

Under [Objects] > [Preset Objects] > [Employee] > [Layout], customize profile fields (reorderable; blank fields hidden).
- Default Fields: Avatar, System Name, Gender, Job Title (fixed).
- Custom Fields: Reporting Manager, Office Phone, QQ, Hire Date, Mobile, Bio, Work Details, Birthday, WeChat, Employee ID, Primary Dept, Email, Login Account, Employment Date, Extended Fields A/B.