INTRODUCTION

Application Overview

Within iviva.DX platform, Location, Asset, User and Organization are fundamental base applications that establish the master data framework. These applications are essential for configuring and maintaining critical data entities, ensuring the proper functionality and data integrity of all iviva.DX applications.

DX Organization application centrally records and manages comprehensive organizational information and hierarchical structures for diverse organizations such as Clients, Tenants, Landlords, and Service Providers alongside the main organization, all within a unified system. It enables the precise configuration of entities such as Branch Offices and Departments within these organizations.

A key feature of this application is its ability to register, list, and manage Members of these organizations. All users are registered through the Organization application. While all member users are configured in the Organization app, only those requiring login access will have their details extended and managed within the User application. For example, some members might require login credentials to place a reservation, depending on the business requirements.

Further, the Organization application integrates seamlessly with other base applications, including the User Application and Location Application.

Organization Application at a Glance

Following illustration shows the hierarchy of entities and relationship of Application in the System.

Figure 1: Organization Application at a Glance

Organization Application in a Nutshell

• The Organization Application details internal organizational entities and represents your organization's structure hierarchically.

• The Organization application is designed to record and manage the comprehensive organizational information and the hierarchical structures of various types of organizations within a single system, facilitating the precise configuration of entities such as Branch Offices and Departments.

• App Admin will configure the required User Roles to determine access levels in the application.

• Admins can configure Organization Scopes and Organization Types. Organization scope is used to define and restrict a user's access to specific organizations based on their user role. Organization Type is a method for categorising organizations that share similar characteristics. Examples for organization types include Client and Service Provider.

• App Admin configures the Organization details in the App.

• Branch Offices can be configured under the Organization. Branch Offices are different Location divisions of the Organization.

• Departments are registered under each Branch Office. Departments are separate functional divisions under each Branch Office.

• Sub Departments can be registered under Departments if required.

• Members refer to users of the system who are part of an organization, such as Branch Manager, Front Desk Officers, and IT Support staff. When configuring member users in the system, not all of them require login access. Only those who require login access will have their details extended and managed within the User application.

• After registering, Member details can be viewed and managed through the Organization Application.

Attention – The following need to be configured prior to start registering Members and managing them in Organization App:

• Configure the User Roles and their respective User Rights for Organization App.

Organization Application Process

The following steps briefly describe the main process of registering Members and managing them. You need to follow the steps as described below.

Figure 2: Organization App- How it works

Note –

In this User Guide, Organization Application process is grouped into 6 Steps as shown in the above diagram.

The STEPS briefed in the above diagram are described sequentially under the Chapters below. It is recommended to follow the STEPS accordingly.

Glossary of Organization App Terms

This section includes the definitions of terms that are commonly used in the Organization application.

Term	Description
Organization Type	Organization Type is a way of categorising organizations that exhibit similar characteristics, e.g., Service Provider, Client, Tenant, Landlord.
Member	Members refer to users of the system who are part of an organization, e.g., Facility Manager, Front desk agent, Sales staff, IT support staff.
Branch Office	Sub organizations registered under the main Organization, but located in different Sites/ locations.
User Role	Roles created with certain permissions and restrictions in using the functionalities in the App for application security.
Hidden Members	Member records that are not visible in the Member list, but still in use.
Work Location	The current working location of a Member.
Projects	A project is a temporary effort to create a unique product, service, or result, e.g., Replacement or upgrade of a central heating, ventilation, and air conditioning system. Each project has a Project Owner, usually an organization, ultimately responsible for its success or failure.
Cost Center	A cost center is a team within an organization; its primary goal is to effectively manage and control its expenses, e.g., IT, Administration.

Getting Started

This section contains the following:

• How to access Organization App

• Organization Dashboard

• How to Log Out from the system

Access the Organization Application

Access the Organization application as follows:

1. Log in to iviva.DX. Your Portfolio dashboard will appear.

2. Click My Apps or the DX Composer icon on the top left. Then click General Apps module on the left.

3. Navigate to the Application menu on the left and click the Organization app icon. Organization Dashboard will appear.

Organization Dashboard

Organization Dashboard consists of following features.

Feature on Organization Dashboard	Description
Tab-->Organizations	Organizations tab displays a list of all the Organizations registered in the system. The same feature is found under Settings icon.
Tab->Branch-Offices	Branch-Offices tab shows a list of all the Branch Offices registered in the system. The same feature is found under Settings icon.
Tab->Departments	Departments tab shows a list of all the Departments registered in the system. The same feature is found under Settings icon. Department tab provides users a quick access to Department search.
Tab->Members	Members tab displays the list of all the Members registered in the system. You can search for any Member in this list. The same function is found under Settings icon. Members tab provides users a quick access to Member search.
Tab->Projects	Projects tab displays the list of all the Projects registered in the system. You can search for any Projects in this list. The same function is found under Settings icon. Projects tab provides users a quick access to Projects search.
Button	New Organization button is a quick link to add new Organization. The same function is found under Settings icon.
Button	New Member button is a quick link to add new Member. The same function is found under Settings icon.
Settings Icon	Settings icon on the Organization Dashboard gives you access to settings and operations within the Organization Application.

How to Log Out from the system

To log out from the system, follow these steps:

1. Click the Profile image icon on the top left corner, next to your User ID.

2. Click the Log Out menu item on the menu. Current User will be logged out from iviva.DX and the User Login page will appear.

Tip – To go back to the Organization Dashboard of the Organization App from a Sub Page, click icon.