This getting started article will help users to understand the function of Acct/Dept using TDAdmin and TDNext. The user must have the admin access in TDAdmin plus the Acct/Dept permissions in the global security role.
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 requestors department on a ticket, and the sponsors department on a project.
This feature appears in the TDAdmin, TDNext, and TDClient interfaces. In TDAdmin it will be located in the Organization Settings section, to create and edit Acct/Dept values. In TDNext the Acct/Dept can be seen on users, tickets, projects, assets, and portfolios. Acct/Dept can be managed the Accounts section of the People application in TDNext. In TDClient Acct/Dept is a value that will show on a ticket form and project request form. Pending on configuration the client can interact with/correct the value of the field.
Accounts/Departments Values
An account or department in TeamDynamix represents an entire organizational unit, such as accounting, HR, IT, etc and these are managed in TDAdmin > Organization Settings > Accounts/Departments.
Here are couple 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
Viewing Accounts and Departments in TDAdmin
The Accounts/Departments page displays a count for how many projects, tickets, requests, and opportunities are associated with each account.
To view a list of all accounts and departments for your organization:
- In TDAdmin, navigate to Organization Settings > Accounts/Departments.
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 in TDNext section below.
If there is additional information about accounts or departments that you would like to track, you can create custom attributes, or custom fields.
To add an Account/Department:
- In TDAdmin, click the Organization Settings link in the left navigation.
- Click Accounts/Departments in the left navigation.
- Click the +New button in the Accounts/Departments Display window
- In the New Account/Department popup window, fill in the required and optional fields as desired.
- 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:
- In TDAdmin, click the Organization Settings link in the left navigation.
- Click Accounts/Departments in the left navigation.
- Click the title link of the account or department you’d like to modify.
- Edit the required and optional fields as desired.
- Click the Save button.
Reassociating Accounts and Departments
However, an account or department may no longer be needed and should be removed from the system.
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 one of the above items, the account or department should be reassociated. this will transfer all projects, tickets, requests, and opportunities from the original account to the specified one.
To reassociate an account or department:
- In TDAdmin, click the Organization Settings link in the left navigation.
- Click Accounts/Departments in the left navigation.
- Click the Reassociate button at the top of the Accounts/Departments Display window.
- In the Reassociate Accounts popup, fill in the required details.
- Click the Save button.
Deleting Accounts and Departments in TDAmin
Accounts and departments that are no longer in use can be removed from the system. If there are any projects, requests, tickets, or opportunities associated with this account or department, you will not be able to delete them and will have to reassociate those items first.
To delete an account or department:
- In TDAdmin, click the Organization Settings link in the left navigation.
- Click Accounts/Departments in the left navigation.
- In the Accounts/Departments Display window, click the delete link next to 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:
- In TDAdmin, click the Organization Settings link in the left navigation.
- Click Accounts/Departments in the left navigation.
- Click the Name link of the account or department that you’d like to deactivate.
- In the Edit Account/Department Display window, click the Deactivate button.
- Click the Save button.
Instead of manually entering accounts and departments one at a time in TDAdmin accounts and departments and be imported.
Before you perform an import into your production environment, do a test import into your sandbox and verify that everything is correct. To access to your sandbox, type in your normal URL, and add “/sandbox” at the end. For example: yourorganization.teamdynamix.com/sandbox or helpdesk.yourorganization.gov/sandbox.
To import an Excel spreadsheet of accounts and departments:
- In TDNext, open the People application.
- Click the Import link at the top of People Display window.
- Click Account Import from the dropdown.
- Download the Import Template and open it in your spreadsheet application.
- Populate the columns, one department or account per row, and save the template. Only the Name column is required.
- Use the Browse button on the Import window to select your updated spreadsheet.
- Click the Next button.
- Follow the prompts on screen to format your worksheet, then click Next.
- 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.
- Click the Next button.
- Preview the import and ensure that everything looks correct.
- Click the Import button.
After adding custom attributes, new templates downloaded from the Account Import tool will include additional columns for your custom attributes. However, please note that you cannot update existing account or department records via the Account Import tool.
An Acct/Dept hierarchy can be defined by setting a parent relationship on an account and department. This is commonly done at the division or vice president level within the organization. Parent departments provide reporting value based on the hierarchy defined.
To view a list of all Parent departments for your organization in TDAdmin, navigate to Organization Settings > Acct/Dept > look for the Parent column in the grid.
Setting a Parent Department
Creating a parent department is an identical process to creating any other department. Once the department exists, then it can be set as a parent of other departments.
To set a Parent Department
- In TDAdmin, navigate to > Organization Settings > Industries.
- Click the name of the department to be set as the child.
- In the Edit Acct/Dept popup, type the Name of the parent in the Parent field.
- Click the Save button.
Removing a Parent/Child Relationship
To remove a parent/child relationship:
- In TDAdmin, navigate to Organization Settings > Acct/Dept.
- Click the name of the child department.
- In the Edit Acct/Dept popup, remove the value of the parent in the Parent field.
- Click the Save button.
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:
- In TDAdmin, navigate to > Organization Settings > Industries.
- Click the +New button in the Industries Display window.
- In the New Industry popup, enter a Name.
- Click the Save button.
Editing an Industry
Industries may change over time and they should be updated in the system.
To update an industry:
- In TDAdmin, navigate to Organization Settings > Industries.
- Click the Edit link next to the industry you’d like to update.
- Make the appropriate changes as desired.
- 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:
- In TDAdmin, navigate to Organization Settings > Industries.
- Click the Delete link next to the industry you’d like to remove.
- Click OK in the confirmation popup.