How do I create a group?

This chapter covers the following topics:

[Note: the screenshots still contain the names "Organigram group" and "Loose groups" that were used for organizational units and permission groups before July 2024.]

Prerequisites

Before you create a new department / group / organizational unit, you should answer the following questions for yourself:

  • Which organizational structure should the group be integrated into?
    • Organizational unit: hierarchical group (relationship of the groups to one another (higher-level / lower-level groups); an employee can only be a member of one hierarchical group at a time)
    • Permission group: no hierarchies between the groups. An employee can be a member of any number of permission groups at the same time
  • Organizational unit: Which group should be higher-level than the newly created group? Which lower-level?
  • Permission group: Does the group (and thereby all its members) have a special function (role) in the company (HR, supervisor)?
    • Yes: Which one? HR or supervisor or both?

Once you have answered these questions, you have gathered the minimum information required to create a new group.

Examples of hierarchical groups: a new Purchasing (PU) department is to report to the Management (MG) department; the new Purchasing (PU) department is to be the higher-level department of the groups Purchasing East (PUE) and Purchasing West (PUW), etc. --> set up a hierarchical group

Examples of permission groups: all female employees; all male employees; all apprentices; all department representatives, an HR department; etc. --> set up a permission group

Note: If your organizational structure includes locations or cost centers, they are created in the same way as permission groups!

Creating a new organizational unit

In the menu tree under Administration, click the menu item Groups.

The following list shows an overview of all organizational units and permission groups in the company. Click New group.

In the following input screen, the fields must be filled in as follows:

  • Client: <Your company>
  • Organizational structure (available only after selecting the client): Organizational unit
  • Short name (pre-filled with the prefix = client abbreviation): e.g.: SuW-PBVienna
  • Name (long name of the group): e.g.: Planning office Vienna
  • Description (optional): e.g.: Plant planning, Vienna location
  • Valid from/Valid until: can be limited, pre-filled automatically with the current date and 01.01.3000 respectively
  • Add new person automatically: checkbox for automations

Clicking Save creates the group, and additional tabs appear:

The 3 (4) tabs marked in red are relevant for daily use: Parent group, (Subgroup), Roles, Persons.

Caution: The checkbox for Top level [ONLY for hierarchical groups] must be checked for exactly one group. This group then represents the top group (root) in the organigram. All other groups are subordinate to it.

Parent group

Because a new group has been created in the organigram, it must of course be inserted into the existing hierarchy. To do so, click the button New parent group in the Parent group tab.

Use the dropdown list to select the group that should be located above the group you just created in the organigram. With Valid from and Valid until, you can optionally set the validity period of this assignment. If nothing is filled in, the assignment applies immediately and until further notice (01.01.3000). This feature is useful, for example, when a change in the organigram is coming up - you can plan it here early on (e.g.: valid from 01.09.), and it is then activated automatically on the specified date.

Clicking Save applies the assignment.

Subgroups

Here you can define the groups that should be located below the current group in the company hierarchy. Note that the groups added in this tab are automatically assigned the current group as their parent group. Normally this tab is empty, and only a parent group is created under Parent group, which automatically determines which groups are further down in the hierarchy.

Roles

By clicking Role assignment, a role can be assigned to the group (supervisor, HR). If, for example, the HR role is assigned, all members of this group automatically receive the HR role and are thereby responsible for HR matters for the company.

Click the 3 horizontal dots to select the desired role (e.g. HR). Under Competence target, you can select a person or a group for whom the current group is to exercise the selected role.

An example: If you select HR as the role and Person as the competence target, the current group is responsible for HR matters for the selected person XYZ. That means all members of this group are responsible for HR matters concerning person XYZ.

With Valid from and Valid until, a validity period can be set for the role assignment. Clicking Save saves the settings
Roles can be edited or deleted by clicking the corresponding icons.

Persons

You can find out how to assign persons to a group at the following link: Adding employees to a group

Setting up a new permission group

Note: new cost centers or locations are created in the same way as permission groups.

In the menu tree under Administration, click the menu item Groups.

The following list shows an overview of all organizational units and permission groups in the company. Click New group.

In the input screen, the fields must be filled in as follows:

  • Client: <Your company>
  • Organizational structure (available only after selecting the client): Organigram
  • Short name (pre-filled with the prefix = client abbreviation): e.g.: SuW-PBVienna
  • Name (long name of the group): e.g.: Planning office Vienna
  • Description (optional): e.g.: Plant planning, Vienna location
  • Valid from/Valid until: can be limited, pre-filled automatically with the current date and 01.01.3000 respectively
  • Add new person automatically: checkbox for automations

It makes sense to enable the checkbox "Add new person automatically" for the group XXX-ALL (for all employees), because every new employee MUST be a member of the group XXX-ALL in order to be able to use the system at all.

If you also use other Personalwolke modules such as Project Time or Travel, it also makes sense to enable automatic adding to the respective base user group.

Clicking Save creates the group, and additional tabs appear:

Parent and subordinate groups do not exist for permission groups, since they are not embedded in an organigram.

[Note: the screenshot still contains the name "Loose groups" that was used for permission groups before July 2024.]

The two tabs Roles and Persons are the main ones relevant for daily use here.

Roles

By clicking New role holder, a role can be assigned to the group as a whole (supervisor, HR). If, for example, the HR role is assigned, all members of this group automatically receive the HR role and are thereby responsible for HR matters for the company. This also applies automatically to every employee newly assigned to this group.

Persons

You can find out how to assign persons to a group at the following link: Adding employees to a group

Note: If the structure of your organization also includes cost centers and locations, they can be created in the same way, by making the appropriate selection in the dropdown list in the field "Organizational structure".

Kommentare (0)