Organizational units

Organizational units

Organizational units help you structure your Oneflow account by grouping workspaces into a hierarchy that matches your organization.

Companies or subsidiaries Regions or countries Departments Other internal structures Teams

Workspaces are where your documents, templates, address book and other resources are managed. Organizational units help you organize those workspaces at a higher level.

How organizational units work

Each account has one main organizational unit that is created automatically. This is the top level of your organizational structure.

You can create additional organizational units under the main unit to build a hierarchy that matches your company setup.

View organizational units

To view your organizational units:

1. Go to Admin.
2. Click Organizational units.

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From here, you can see the organizational structure of your account and the workspaces connected to each unit.

Create an organizational unit

Create organizational units to structure your account by company, department, region, team or another internal setup.

To create an organizational unit:

1. Go to Admin > Organizational units.
2. Click + Create organizational unit.
3. Enter a name for the organizational unit.
4. Select where in the hierarchy the unit should be placed. > Confirm.

The new organizational unit will be added under the selected parent unit.

Edit an organizational unit

You can update an organizational unit if you need to rename it or move it to another place in the hierarchy.

To edit an organizational unit:

1. Go to Admin > Organizational units.
2. Select the organizational unit you want to update 
3. Make your changes. > Confirm.

Move an organizational unit

You can move an organizational unit to another part of the hierarchy.

To move an organizational unit:

1. Go to Admin > Organizational units.
2. Select the organizational unit you want to move. 
3. Change the parent organizational unit. > Confirm.

When you move an organizational unit, any units and workspaces below it will remain connected to it.

Delete an organizational unit

You can delete an organizational unit if it is no longer needed. An organizational unit can only be deleted when it is empty. 

This means that it cannot contain:

• Workspaces
• Sub-organizational units

To delete an organizational unit:

1. Go to Admin > Organizational units.
2. Select the organizational unit you want to delete.
3. Make sure there are no workspaces or child units connected to it > Delete.

Assign workspaces to an organizational unit

For a workspace to be connected to a organizational unit you can assign the workspace to an organizational unit by editing the workspace settings.

To assign a workspace to an organizational unit:

1. Go to Admin > Workspaces.
2. Click the three dots next to the workspace you want to update. > Select Edit.
3. Scroll down to Organizational unit.
4. Select the organizational unit the workspace should belong to. > Confirm.

Grant access to an organizational unit

You can give users or groups access to an organizational unit. When you grant access to an organizational unit, the selected role applies to that organizational unit and everything below it in the hierarchy, including any sub-organizational units and connected workspaces.

To grant access to an organizational unit:

1. Go to Admin > Organizational units.
2. Click the three dots next to the organizational unit. >  Edit.
3. Open the Access tab. > Click Grant user access or Grant group access.
4. Select the user or group. > Select the role you want to assign >  Grant access.

The user or group will now have the selected role’s permissions for that organizational unit and everything below it in the hierarchy.

Permissions

Organizational units are not hidden from users, but only users with permission to manage organizational units can access the Organizational units page under Admin.

To create, edit, move, delete, or manage access to organizational units, you need permission to manage organizational units.

You can control where a user’s role applies by assigning access at one of three levels: account, organizational unit, or workspace.

• Account level
  When a role is assigned at the account level, the user gets that role’s permissions across the entire account. This includes all organizational units and all workspaces.

• Organizational unit level
  When a role is assigned to an organizational unit, the user gets that role’s permissions for that organizational unit and everything below it in the hierarchy. This includes any sub-organizational units and the workspaces connected to them.
  Access is not applied upwards in the hierarchy. This means that if a user is given access to a specific organizational unit, they do not get access to its parent organizational units or any other units outside that branch.

• Workspace level
  When a role is assigned to a workspace, the user only gets that role’s permissions for that specific workspace.

🔗 Click here to read more about roles and permissions.