Deleting an Organizational Unit

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📖 User guide: Viewing and searching Organizational Units

1. Introduction

The Organizational Units page is your central hub for managing your organization's hierarchy. This guide explains how to navigate this page, understand the information presented, and find specific OUs using the search function.

2. Accessing the feature

To begin managing your organizational structure, you will first need to navigate to the feature:

1. Log in to your Organization Admin account.

2. In the main sidebar menu, click on Organizational Units.

3. This will open the main management page, displaying your complete OU hierarchy.

3. Understanding the interface

The OU tree structure

Your OUs are displayed in a tree structure, which shows the parent-child relationships between units.

• You can click the arrows next to an OU name to expand or collapse it, showing or hiding its child OUs.

• The system supports a hierarchy of up to four levels deep, not including the top-level Root OU.

Information columns

For each OU in the tree, the following columns provide at-a-glance information:

• Name: The name of the organizational unit.

  • Note: If a name is very long, it will be truncated (e.g., "Finance Department - South East…"). You can hover your mouse over the name to see the full name.
• Members: This column displays the total number of members assigned to that specific OU.

• Created date: The date the OU was originally created.

• Last updated: The date the OU's details were last modified.

• Description: A brief description of the OU.

  • Note: If no description was provided, this column will display a dash (-).
• Action: This column provides quick-access buttons to perform key actions for that OU, such as Create (a child OU), Move, or Delete.

4. Searching for an Organizational Unit

A powerful search bar is provided to help you quickly locate a specific OU within a large structure.

• You can search for any OU by its Name.

• As you type, the tree will filter to show only the OUs that match your search query.

• If your search does not match any OU names, the system will display a clear message stating, "No organizational units found".

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📖 User guide: Creating a new Organizational Unit

1. Introduction

This feature allows you to build out your organization's hierarchy by adding new Organizational Units (OUs). You can create a new OU under the Root or as a child of any existing OU.

2. How to create an Organizational Unit

There are two primary ways to begin creating a new OU:

1. Global Create button: From the main "Organizational Units" page, click the main Create Unit button. This will open the creation form.

2. In-line action: Hover your mouse over any existing OU row in the tree. An icon to create a new unit will appear. Clicking this will also open the form, and it will automatically pre-select the OU you hovered over as the parent.

3. The "Create Unit" form

When you initiate creation, a modal form will appear. You must fill in the following fields:

• Name: (Required) The name for your new OU.

• Description: (Optional) A brief description of the OU's purpose (e.g., "Manages all sales staff for the West Coast").

• Parent organizational unit: (Required) This field is used to select where the new OU will live in the hierarchy.

  • If you used the in-line action (Method 2), this field will default to the parent OU you selected.

4. Important rules and validation

Before you can save, the system will check the following rules:

• Policy Inheritance: This is a crucial concept. When you create a new OU, it automatically inherits all settings and policies from its parent OU.

• Name Validation:

  • Unique name: The OU Name must be unique under its direct parent. If you try to create an "HR" OU under a parent that already has an "HR" OU, the system will show an error: “Organizational Unit name already exists”.

  • Invalid characters: The name cannot contain the forward-slash (/) character. If you use this character, you will see an error: “Unsupported character “/””.

  • Length: The name must be 50 characters or less.

5. Completing the process

1. After filling in the details and clicking Create, the system validates the information.

2. If valid, the new OU is created and will immediately appear in the OU tree in its correct position.

3. A success notification will appear: “Organizational unit [Name] created successfully”.

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📖 User Guide: Moving an Organizational Unit

1. Introduction

As your organization's structure evolves, you may need to reorganize your hierarchy. This feature allows you to move an existing Organizational Unit (OU) from its current parent to a new parent OU.

2. How to Move an Organizational Unit

1. Navigate to the "Organizational Units" list.

2. Find the OU you wish to move and click the Move action for that row.

3. A modal dialog box will appear with the title “Move organizational unit [OU Name]”. This dialog will display your OU tree.

4. Browse the tree and select the new parent OU where you want to move your unit.

5. Click Continue.

3. Important Restrictions

The system will prevent you from making invalid structural changes:

• Root OU: The Root OU cannot be moved.

• Circular Moves: You cannot move an OU into itself.

• Child as Parent: You cannot move an OU into one of its own children (descendants). This would create an impossible loop.

4. The Confirmation Screen

After you select a valid new parent and click "Continue," the system will display a critical confirmation dialog. This screen warns you about the consequences of the move:

• It provides a warning that some services or settings may not be enabled under the new parent.

• It notifies you that service-level policies may change for the OU you are moving.

• It informs you that these changes may take up to 24 hours to fully propagate throughout the system.

5. Understanding the Impact of a Move

• Moving Children: When you move a parent OU, all of its child OUs move with it. The entire branch is relocated.

• Policy Inheritance: This is the most important change.

  • Any settings that the moved OU was inheriting from its old parent will be replaced by the settings it now inherits from its new parent.

  • Any settings that were applied directly to the moved OU itself (i.e., its "own" settings) will be retained.
• Finalizing the Move:

  • After you click Move on the confirmation screen, the action is executed.

  • The OU tree UI will update immediately to reflect the new hierarchy.

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📖 User Guide: Deleting an Organizational Unit

1. Introduction

To keep your organizational structure clean and up-to-date, you can delete Organizational Units (OUs) that are no longer in use.

2. Understanding the Deletion Rules

The ability to delete an OU is strictly controlled to prevent accidental loss of users or data. The most important rule is that an OU must be completely empty before it can be deleted.

When You CANNOT Delete an OU

The Delete button for an OU will be disabled in the following cases:

1. It Has Child OUs: If the OU contains any child OUs, it cannot be deleted. You must move or delete the children first.

2. It Has Users: If the OU has any users assigned to it, it cannot be deleted. You must move the users to another OU first.

3. It is the Root OU: You can never delete the top-level Root OU. The delete option will be permanently hidden or disabled for it.

A helpful tooltip will appear if you hover over a disabled Delete button, explaining: “This organizational unit can't be deleted if it has child organizational units, users. Move or remove them first”.

When You CAN Delete an OU

The Delete button is enabled only when the OU is completely empty (it has no child OUs and no users).

3. How to Delete an Organizational Unit

1. Identify an empty OU that you wish to delete.

2. Click the Delete action button for that specific OU.

3. A confirmation dialog box will appear to prevent accidental deletion.

   • Title: "Delete Organizational Unit"

   • Message: "Are you sure you want to delete this OU? This action cannot be undone."
4. To proceed, click the final Delete button. To cancel, click Cancel.

5. Completion:

   • If you confirm, the OU is permanently removed from the tree.

   • A success message will appear: “Organizational Unit deleted successfully”.