# Organization Management ## Table of Contents * [Overview](#overview) * [Getting Started](#getting-started) * [Understanding the Organization Hierarchy](#understanding-the-organization-hierarchy) * [Organization Types](#organization-types) * [Organization Units](#organization-units) * [Managing Organization Types](#managing-organization-types) * [Viewing Organization Types](#viewing-organization-types) * [Adding an Organization Type](#adding-an-organization-type) * [Editing an Organization Type](#editing-an-organization-type) * [Deleting an Organization Type](#deleting-an-organization-type) * [Managing Roles for an Organization Type](#managing-roles-for-an-organization-type) * [Setting Role Permissions](#setting-role-permissions) * [Managing Organization Units](#managing-organization-units) * [Navigating the Organization Tree](#navigating-the-organization-tree) * [Searching Within a Level](#searching-within-a-level) * [Adding an Organization Unit](#adding-an-organization-unit) * [Editing an Organization Unit](#editing-an-organization-unit) * [Deleting an Organization Unit](#deleting-an-organization-unit) * [Managing Social Media Accounts](#managing-social-media-accounts) * [Browsing Organizations for Social Media](#browsing-organizations-for-social-media) * [Adding a Social Media Account](#adding-a-social-media-account) * [Editing or Deactivating a Social Media Account](#editing-or-deactivating-a-social-media-account) * [Deleting a Social Media Account](#deleting-a-social-media-account) * [Common Scenarios](#common-scenarios) * [Troubleshooting](#troubleshooting) ## Overview Organization Management is the area where administrators define and maintain the educational hierarchy used throughout OtisEd.Nimble. This includes the structure of districts, schools, and any other organizational entities your state or agency uses, along with the category types that describe each level of that structure and the roles that govern what users at each level can do. Everything in the portal — from report filtering to user assignments — ties back to the organization hierarchy. Keeping it accurate and up to date ensures that users see the right data and have the right level of access. ## Getting Started To access Organization Administration, navigate to the Organization Administration section from the main navigation menu. The page opens with two tabs: **Organization Units** and **Organization Types/Roles**. * To view organization units and types: your account needs the standard organization view permission. * To add, edit, or delete organization types: your account needs the Organization Types administration permission. * To add, edit, or delete organization units: your account needs the Identity organization unit administration permission. If the Organization Administration menu item is not visible, contact your system administrator to confirm your account has the appropriate permissions. ## Understanding the Organization Hierarchy ### Organization Types Organization types define the categories of organizations in your hierarchy — for example, "State," "District," and "School." Each type has a name, a short code used for identification during data imports and integrations, and an optional parent type that establishes where it sits in the hierarchy. Types are arranged in a tree. A state-level type sits at the top, district types are children of the state type, and school types are children of district types. This parent-child relationship between types controls which child units can be added beneath any given unit in the organization tree. Each organization type can also have one or more roles associated with it. Roles determine what users assigned to organizations of that type are allowed to do within the portal. ### Organization Units Organization units are the actual organizations — the specific districts, schools, or other entities in your data. Every unit is assigned one of the organization types defined above, which determines its place in the hierarchy and the roles available to users at that organization. Each unit carries: * **Name** — the display name shown throughout the portal. * **Type** — the organization type assigned to it, which determines where it appears in the hierarchy and whether it can have child units. * **Import ID** — an identifier used when syncing data from external sources such as student information systems. This value must be present; if no import ID applies, a placeholder is recorded automatically. Units are organized as a navigable tree. You start at the top level, drill into a district to see its schools, and so on. ## Managing Organization Types ### Viewing Organization Types Open the **Organization Types/Roles** tab in Organization Administration. The list shows the types at the current level of the hierarchy along with their code, how many child types they contain, and action buttons. Use the breadcrumb trail at the top to keep track of where you are in the type hierarchy. Click any breadcrumb to return to that level. To see the child types beneath a type, click the navigate icon (the arrow or children icon) in the leftmost action column for that row. The list updates to show the child types and the breadcrumb updates to reflect the new level. ### Adding an Organization Type You can only add types beneath an existing parent — adding at the absolute top level is not supported directly. First navigate into the parent type whose children you want to manage, then click **Add New Type**. In the dialog that opens, fill in: * **Name** (required) — the human-readable label for this type (2–250 characters). * **Code** (required) — a short identifier code for this type (2–250 characters). This is used in imports and integrations. Click **Save** to create the type. The list refreshes automatically. ### Editing an Organization Type Click the type's name (shown as a link) or click the edit icon in the actions column. The same Name and Code fields appear for editing. Update the values and click **Save**. ### Deleting an Organization Type Click the delete icon in the actions column for the type you want to remove. A confirmation dialog asks you to confirm before the deletion proceeds. You can only delete a type that has no child types. If the **Children** column shows a count greater than zero, the delete icon is not available. Remove or reassign all child types before deleting the parent. ### Managing Roles for an Organization Type Roles are tied to specific organization types and control what users assigned to organizations of that type can do. To manage roles for a type, navigate into that type by clicking its navigate icon so it becomes the active level. Then select the **Roles** tab (labeled with the type name, for example "District Roles"). The roles list shows each role's unique name, display name, whether it is the default role for that type, and whether it is a public role. Static system roles are shown in the list but cannot be edited or deleted. To add a role, click **Add New Role** and fill in: * **Name** (required) — the unique system identifier for this role (2–250 characters). * **Display Name** (required) — the human-readable label shown in the interface (2–250 characters). * **Organization Type** (required) — the type this role belongs to (pre-selected to the current type). Click **Save** to create the role. To edit a non-static role, click its name link or the edit icon. Update the fields and click **Save**. To delete a non-static role, click the delete icon and confirm when prompted. ### Setting Role Permissions Each non-static role has a set of permissions that control which areas of the portal its members can access. To edit permissions for a role, click the permissions icon (the key or shield icon) in the role's action column. The permissions dialog shows a table of Nimble portal permissions. For each permission you can see: * **View** — grants read access to that feature area. Click the icon to toggle on or off. * **Admin** — grants administrative (write/edit/delete) access to that feature area. Granting Admin automatically enables View as well. After adjusting the toggles, click **Save** to apply the changes. A confirmation message confirms the permissions were updated. Click **Cancel** to close the dialog without saving. ## Managing Organization Units ### Navigating the Organization Tree Open the **Organization Units** tab. The list shows the units at the current level. By default you start at the top level. Click a unit's name link to drill into it and see its child units. The breadcrumb trail at the top updates as you navigate deeper. Click any breadcrumb entry to return to that level. The **Children** column shows how many direct child units each unit has. Units with children can be navigated into but cannot be deleted until their children are removed. ### Searching Within a Level A search box appears above the table. Type at least three characters to filter the list by name. The list updates automatically as you type. Clear the search box to return to the full list for the current level. ### Adding an Organization Unit You must be inside a parent unit before you can add a child. Navigate into the parent unit first, then click **Add New Unit** (this button only appears when you are inside a unit, not at the top level). In the dialog that opens, fill in: * **Type** (required) — select the organization type for this unit from the dropdown. Only types that are valid children of the current level's type are shown. * **Name** (required) — the display name for this unit (2–250 characters). * **Import ID** (required) — the identifier used when syncing data from external systems. If no external ID applies, enter a placeholder such as a dash. Click **Save** to create the unit. The list refreshes and the new unit appears. ### Editing an Organization Unit Click the edit icon in the actions column for the unit you want to change, or click the unit's name. The same Type, Name, and Import ID fields are available for editing. Update the values and click **Save**. ### Deleting an Organization Unit Click the delete icon in the actions column. A confirmation dialog asks you to confirm. The delete icon is only available when the unit has no children — if the **Children** column shows a count, you must remove or reassign all child units before deleting the parent. If the deletion fails (for example because the unit is referenced elsewhere in the system), an error message is displayed explaining why. ## Managing Social Media Accounts Each organization unit in the portal can have social media accounts associated with it. These accounts can be managed through the Social Media Organizations view, which is accessible from the organization navigation. ### Browsing Organizations for Social Media The Social Media Organizations view shows the organizations accessible to you based on your account. The list displays organization names and allows you to navigate the hierarchy. Organizations at the district and school levels (type codes `001` and `002`) can be drilled into by clicking the drilldown icon or the organization name. Use the breadcrumb trail to navigate back up the hierarchy. To view the social media accounts for a specific organization, click the preview (eye) icon in the Actions column for that organization. You are taken to the Social Media Accounts view for that organization. ### Adding a Social Media Account From the Social Media Accounts view for an organization, click **Add Social Media Account**. In the dialog that opens, fill in: * **Platform** (required) — select the social media platform from the dropdown. The options are Facebook, Twitter/X, Instagram, LinkedIn, and Youtube. This field cannot be changed after the account is created. * **URL** (required) — the full web address of the organization's profile or page on that platform (for example, `https://www.facebook.com/yourpage`). Must be a valid URL. * **Active** — check this box to make the account active. Uncheck it to deactivate the account without deleting it. Click **Save** to add the account. The list refreshes automatically. ### Editing or Deactivating a Social Media Account Click the edit icon in the actions column for the account you want to change. The Platform field is read-only for existing accounts. Update the URL or toggle the Active setting as needed, then click **Save**. To temporarily deactivate an account without removing it, uncheck the **Active** checkbox and save. ### Deleting a Social Media Account Click the delete icon in the actions column for the account you want to remove. A confirmation dialog asks you to confirm. Once deleted, the account cannot be recovered. ## Common Scenarios **Setting up a new district and its schools.** First ensure a suitable organization type exists for the district and school levels (under Organization Types/Roles). Navigate into the state-level unit in Organization Units, click Add New Unit, select the district type, and enter the district name and import ID. Then click into the new district and repeat the process for each school. **Adding a new organization type level.** If your hierarchy needs a new category (for example a "Regional Office" between state and district), navigate into the parent type under Organization Types/Roles, click Add New Type, and fill in the name and code. Then add roles to the new type as needed and assign permissions to those roles. **Assigning permissions to a new role.** After creating a role under an organization type, click its permissions icon in the Roles tab. Enable View for each feature area the role members should be able to see, and enable Admin for areas where they need to create or edit data. Save when done. **Associating a Facebook page with a school.** Navigate to the Social Media Organizations view, drill into the district, then click the preview icon next to the school. Click Add Social Media Account, select Facebook as the platform, enter the school's Facebook page URL, and ensure Active is checked. Save to finish. **Updating an organization's import ID after a data migration.** Find the unit in Organization Units by navigating through the hierarchy, click the edit icon, update the Import ID field to the new value, and save. ## Troubleshooting **The "Add New Unit" button does not appear.** This button only shows when you have navigated inside a parent unit. Click into a unit first — the breadcrumb will show you are inside it — and the button will appear. **The delete icon is missing for a unit or type.** A unit or type can only be deleted when it has no children. Check the Children column. If it shows a number, you must delete or move all children first before the delete option becomes available. **A unit's type dropdown is empty when adding a new unit.** The available types are filtered to only show types that are valid children of the current parent's type. If no child types are defined for the parent's organization type, navigate to Organization Types/Roles, go into the parent's type, and add the appropriate child types. **Saving a social media account fails with a URL validation error.** The URL field must contain a complete, valid web address starting with `https://`. Make sure the URL does not have typos and includes the full path to the organization's profile page. **A role's permissions icon is grayed out or missing.** Static system roles cannot have their permissions edited. If the role was set up as a static role during initial configuration, it must be managed at the system level by a system administrator. **The Organization Administration menu item is not visible.** Your account does not have the required administrative permission. Contact your system administrator to request access. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://nimble.docs.otised.com/guides/organization-management.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.