Getting Started with Accounts and Departments

This getting started article will help users to understand the function of Acct/Dept.To manage Acct/Depts, the user must have a Global Security role with "Create Acct/Depts", "Delete Acct/Dept", "Edit Acct/Depts", and/or "Modify Acct/Dept Hierarchy" and access to TDAdmin or the Work Management People application. 

Overview

Account and department records are the objects in TeamDynamix that represent the different departments at your organization for which tickets and projects are being requested. These usually correspond to the departments at the organization such as IT, HR, and facilities.

Acct/Dept is a required field on any ticket or project, so configuring those values is an important step before any work can be entered or requested at your organization. The most common use of Acct/Dept is on a ticket or a project. In this case, the Acct/Dept value is the requestor's department on a ticket, and the sponsor's department on a project.

• Where to Find This
• Where to Start
• Managing Accounts and Departments in TDAdmin
• Managing Accounts and Departments in Work Management
• Parent Departments
• Managing Industries

Where to Find This

This feature appears in the TDAdmin, Work Management, and TDClient interfaces. 

Acct/Dept information can be managed from with TDAdmin or Work Management

TDAdmin > Organization Settings > Accounts/Departments

Work Management > View Applications > People > Accounts

Acct/Dept information is displayed and selectable throughout the environment in Work Management and the Client Portal on Asset/CI forms, Ticket forms. Project request forms, Projects, and User records. 

Where to Start

Accounts/Departments Values

An account or department represents an organizational unit, such as accounting, HR, IT, etc

Below are examples of Accounts/Departments lists that might be used in an organization.

Organization 1 Accounts/Departments

• Building Inspection
• Civil Rights
• Community Development
• Economic Development
• Information Security
• Municipal Court
• Parking Utility
• Public Library
• Water Utility

Organization 2 Accounts/Departments

• Admissions
• Auxiliary Services
• Environmental Studies
• Financial Aid
• Honors College
• Leadership
• Payroll Reporting
• Purchasing
• Registrar

Organization 3 Accounts/Departments

• Information Technology
• Accounting
• Human Resources
• Facilities
• Marketing

Managing Accounts and Departments in TDAdmin

Viewing Accounts and Departments in TDAdmin

To view a list of all accounts and departments for your organization:

• In TDAdmin, navigate to Organization Settings > Accounts/Departments.

NOTE: The Accounts/Departments page displays a count for how many projects, tickets, requests, and opportunities are associated with each account. 

Creating or Modifying Accounts and Departments in TDAdmin

Accounts and departments can be added one at a time. To import these values in bulk, see the Importing Account and Department Records section below.

If there is additional information about accounts or departments that you would like to track, you can create custom acct/dept attributes.

To add an Account/Department:

1. In TDAdmin, click the Organization Settings link in the left navigation.
2. Click Accounts/Departments in the left navigation.
3. Click the +New button in the Accounts/Departments Display window
4. In the New Account/Department window, fill in the required and optional fields as desired.
5. Click the Save button.

Your accounts and departments will change occasionally, and the corresponding information should be updated in the system.

To modify an existing Account/Department:

1. In TDAdmin, click the Organization Settings link in the left navigation.
2. Click Accounts/Departments in the left navigation.
3. Click the Name link of the account or department you’d like to modify.
4. Edit the required and optional fields as desired.
5. Click the Save button.

Reassociating Accounts and Departments

Reassociating changes items (tickets, projects, requests, email monitors, users, etc) that are associated with an acct/dept to a different acct/dept. NOTE: This action can not be reversed. Proceed with caution.

To reassociate an account or department:

1. In TDAdmin, click the Organization Settings link in the left navigation.
2. Click Accounts/Departments in the left navigation.
3. Click the Reassociate button at the top of the Accounts/Departments Display window.
4. In the Reassociate Accounts window, fill in the required details.
5. Click the Save button.

Deleting Accounts and Departments

You cannot delete an account or department that is referenced by at least one item. In the case that unneeded accounts or departments are still associated with an item, the account or department should be reassociated following the steps above.

To delete an account or department:

1. In TDAdmin, click the Organization Settings link in the left navigation.
2. Click Accounts/Departments in the left navigation.
3. In the Accounts/Departments Display window, click the delete link to the right of the account that you’d like to delete.

Deactivating Accounts and Departments

Accounts should occasionally be disabled so that they cannot be used but remain in the system.

To change the active status of an account:

1. In TDAdmin, click the Organization Settings link in the left navigation.
2. Click Accounts/Departments in the left navigation.
3. Click the Name link of the account or department that you’d like to deactivate.
4. In the Edit Account/Department Display window, click the Deactivate button.
5. Click the Save button.

Managing Accounts and Departments in Work Management

Viewing Accounts and Departments in Work Management

To view a list of all accounts and departments for your organization:

1. In Work Management, click View Applications.
2. Click the People application.
3. In the left navigation menu, click Accounts.

Creating or Modifying Accounts and Departments in Work Management

To create a new Acct/Dept:

1. In Work Management, click View Applications.
2. Click the People application.
3. Click the + New Account button on the upper menu bar
4. In the New Account/Department window, fill in the required and optional fields as desired.
5. Click the Save button.

To Modify an existing Acct/Dept

1. In Work Management, click View Applications.
2. Click the People application.
3. Click Accounts on the left navigation menu
4. Click the Name link for the account that you'd like to modify
5. Click Edit Accountfrom the Account Detail window
6. In the Edit Account/Department window, fill in the required and optional fields as desired.
7. Click the Save button.
8. Click To Detail  to return to the Account Detail window

Importing Acct/Depts

Account/Departments may be created in bulk via an import. 

To import an Excel spreadsheet of accounts and departments:

1. In Work Management, click View Applications.
2. Click the People application.
3. Click Import from the top menu bar
4. Click Account Import from the dropdown
5. Download the Import Template and open it in your spreadsheet application.
   • After adding custom attributes, new templates downloaded from the Account Import tool will include additional columns for your custom attributes. 
6. Populate the columns, one department or account per row, and save the template. Only the Name column is required.
7. Use the Browse button on the Import window to select your updated spreadsheet.
8. Click the Next button.
9. Follow the prompts on screen to format your worksheet, then click Next.
10. Map your columns to the appropriate fields. If you did not make any changes to the column titles in the spreadsheet, you do not need to make any modifications on this page.
11. Click the Next button.
12. Preview the import and ensure that everything looks correct.
13. Click the Import button.

Parent Departments

An Acct/Dept hierarchy can be defined by setting parent relationships on an account/department records. Parent departments provide reporting value based on the hierarchy defined.

More information on Acct/Dept Hierarchy can be found here: Using Account and Department Hierarchies

Managing Industries

Industries can be used to specify different types or groupings of accounts.

To view a list of all industries for your organization in TDAdmin, navigate to Organization Settings > Industries.

Creating a New Industry

To create a new industry:

5. In TDAdmin, navigate to > Organization Settings > Industries.
6. Click the +New button in the Industries Display window.
7. In the New Industry popup, enter a Name.
8. Click the Save button.

Editing an Industry

Industries may change over time and they should be updated in the system.

To update an industry:

1. In TDAdmin, navigate to Organization Settings > Industries.
2. Click the Edit link next to the industry you’d like to update.
3. Make the appropriate changes as desired.
4. Click the Save link.

Deleting an Industry

Industries may occasionally become unused and should be removed from the system. An industry cannot be deleted if it is used by at least one account. You will need to manually edit the account or department that references the industry to de-associate it before the industry can be deleted.

To delete an industry:

5. In TDAdmin, navigate to Organization Settings > Industries.
6. Click the Delete link next to the industry you’d like to remove.
7. Click OK in the confirmation popup.