Manage departments and employees

Overview

Procedure

1. Create a department or organization node

1. Go to Setup > Organization Structure > Departments & Users.
2. View the organization tree on the left:
   • New Child Department: Click the action icon after the target parent node. Click New Child Department, enter the department name and code, and click Save.
   • New Organization Entity: When multi-organization management is enabled, select an organization node and click New Child Organization.
   • Move a Department: Drag a department node in the organization tree to change its parent.
3. To edit an organization or department, click Edit Department/Organization. You can edit these fields:
   • Department/Organization Manager: Has read/write permission for data belonging to the department. Only one person can be selected.
   • Junior Assistant: Has read-only permission for department data. You can select multiple people.
   • Senior Assistant: Has the same permissions as the manager. You can select multiple people.
   • Work Observer: Can view Feed data sent to the department in the workbench.

[!CAUTION] Before disabling an organization or department, disable its child organizations, child departments, and active employees. Otherwise, the system blocks the operation.

2. Create an individual employee account

1. On Departments & Users, select the target department.
2. Click New in the upper-right corner of the list.
3. In the New Employee form, enter the following information:
   • Account information:
     • Nickname: A unique system identifier. It cannot be duplicated and supports multiple languages.
     • Name: Duplicate names are allowed.
     • Login method: Select Mobile number or Email.
     • Mobile/Email: Required according to the login method. International mobile numbers are supported, such as +852-1234567.
     • Password: Set the employee’s initial sign-in password.
   • Organization relationships:
     • Primary Department: The employee’s only primary administrative department.
     • Reports To: The employee’s direct administrative manager.
     • Role: Assign business or management roles.
4. Click Save.

3. Import and update employee information in batches

1. On the employee list, click Import.
2. Select an import method:
   • Add New Data
   • Update Existing Data
3. Download the standard Excel template and complete it as required.
4. Select an identification method, such as Primary Attribute or Unique ID.
5. For an update, choose whether empty values overwrite existing system data.
6. Upload the file and submit the import.

[!WARNING] If required fields are missing, a format is invalid, a nickname is duplicated, or a department code does not exist, the system stops the import and writes no data.

4. Perform daily employee account operations

• Assign Role: Add or reset business and management roles in batches.
• Login Prohibited / Allow Login: Block or unblock accounts. A blocked account cannot sign in from any client.
• Reset Password: Reset passwords to the initial password in batches. Resetting a password does not send an SMS notification automatically.
• Change Reports To: Adjust reporting lines in batches.
• Deactivated Departments / Enable Status: Change the status of employees who leave or join the company.

5. Customize employee cards and profile fields

1. Go to Administration > Object > Standard Objects > Personnel > Page Layouts.
2. Configure Hover business card field setting:
   • Default fields, including avatar, system nickname, gender, and job title, cannot be hidden or reordered.
   • Add or remove custom fields, such as primary department, mobile number, email, and Reports To, with the transfer box. Drag fields to reorder them.
3. Configure Personal Profile Field Settings:
   • Drag fields to adjust their display and order.

Verify the result

1. Create a test account and set its primary department to the East China Sales Department.
2. Sign in to the web or mobile client with the test account and confirm that the system opens normally.
3. Hover over the test account name on any page and confirm that the hover card displays the configured fields.

Related topics

• Manage departments
• Manage multiple organizations
• Directory Isolation