User instructions
Manage departments
Browser update 1.30.1: use the grouped sidebar for workspaces and Account for personal/tools actions. Home no longer repeats the workspace-card grid. Named project administrators can manage users and departments under Administration. Desktop Admin remains available.
One place for teams, members and approval assignments
- Open Admin → Departments → Add department. Enter a clear name and an optional description, then save.
- Select the department and choose Manage members. Click users to select or remove them; search by name or User ID. Add a reason and save. A user may belong to several departments.
- Use Members to see account status, application role and all department memberships. Disabled accounts cannot approve. Membership does not give administrator access.
- Open Assigned checks to see current templates, saved drafts, record items and historical references. Double-click a row to view its details.
- In Checklist Editor → Edit item → Separate approval, select Department / group and choose the team. An enabled member must be assigned before publishing the rule.
Rename or retire a department
| Action | What happens |
|---|---|
| Edit / rename | Changes the directory name or description. Existing approval assignments remain connected. Past records keep the name originally recorded. |
| Deactivate / Reactivate | Stops or resumes approval access for that team without deleting history. Current templates, saved drafts and open-record assignments must be resolved before deactivation. |
| Delete permanently | Removes an unused department after exact-name confirmation and a reason. Any member or saved checklist reference, including history and deleted records, prevents permanent deletion. |
Existing approval groups appear automatically in the directory after updating. Membership changes take effect on the next refresh; approvals always check the current assignment. Restore or reactivate the team when reopening older work that needs it. The Change history tab records directory changes.
Departments belong to the current project. Selected setup transfers can include departments and new-user memberships. Review named matches explicitly; imports do not silently give memberships to existing users.
Departments can also receive Issues assignments. Active assigned issues block department deactivation until resolved or reassigned. Historical assignment references are retained and can prevent permanent deletion. Membership and general application access remain separate.
Use Department heads to explicitly designate enabled members who may lead and review private verification work. Supervisor status or ordinary membership is not sufficient. Read Designate department heads for permissions and current-membership rules.