Directory organization

A Directory Organization is a non-person entity that is part of the justice system. They can represent a court, a law enforcement agency, a prosecutor office, or other organization that needs to be tracked.

Searching for a directory organization

The Directory Organization Search form

Criteria:

  • Name or Code: Enter the name or code of the organization.

  • Group: Use to filter results.

  • Status: Select the current status of the organization, one of:

    • All

    • Active

    • Inactive

  • Resource: Use to filter results.

  • Type: Select the type of the organization, one of:

    • All

    • Court

    • Defense

    • Law Enforcement

    • Non-Agency Specific

    • Probation, Parole, Pretrial, Other

    • Prosecutor

  • Active: Start and end date of activity for the organization.

Buttons:

  • Search: Execute the search, with no criteria, to return a paginated list.

  • Clear: Reset search criteria.

  • Add new organization: Opens the form to add a new Directory Organization.

  • Import: Import a Excel spreadsheet of organizations.

Add a directory organization

To add a new Directory Organization, click Add New Organization:

The Directory Organization Add form

  • Org. Type: Select the organization type choosing from:

    • Court

    • Defense

    • Law Enforcement

    • Non-Agency Specific

    • Probation, Parole, Pretrial, Other

    • Prosecutor

  • Name: The name of the organization.

  • Short Name: The shortened version of the name, sometimes displayed on screens and can be used in documents and reports.

  • Code: Unique code for the organization. If you do not want to come up with one, use the Generate button to generate one for you.

    Generate code button

  • Start Date: Date this organization is available in drop downs in the system.

  • End Date: Date this organization is no longer available in drop downs in the system.

  • Status: Defines if the organization is Active or Inactive.

  • Web address: the website for the organization.

  • Email: email for the organization.

  • Notes: notes relating to the organization.

  • Phone 1, Phone 2 and Phone 3:

    Directory organization phone

    1. Choose the phone type: Cell Phone, Fax, Home Phone, Work Phone.

    2. Enter the ten-digit phone number.

    3. Optionally enter the extension.

Org. Type, Name, and Code are all required.

Optional items

Optionally, you can add:

Bulk importing directory organizations

Click Import to enter the format of the requisite Excel file for bulk import. The window also includes a link to a sample file with the required column headers. Click Choose File at the top to choose the file to import. Click Import on the lower right to start the import.

The Directory Organization Import form

Edit a directory organization

If you click an organization name, the Update form is shows:

A Directory Organization Update form

  • Org. Type: choose the organization type choosing from:

    • Court

    • Defense

    • Law Enforcement

    • Non-Agency Specific

    • Probation, Parole, Pretrial, Other

    • Prosecutor

  • Name: The name of the organization.

  • Short Name: The shortened version of the name, sometimes shown on screens and can be used in documents and reports.

  • Code: Unique code for the organization. If you do not want to come up with one, click Generate to generate one for you.

    Generate code button

  • Start Date: Date this organization is available in drop downs in the system.

  • End Date: Date this organization is no longer available in drop downs in the system.

  • Status: Defines if the organization is Active or Inactive.

  • Web address: the website for the organization.

  • Email: email for the organization.

  • Notes: notes relating to the organization.

  • Phone 1, Phone 2, and Phone 3:

    Directory organization phone

    1. Choose the phone type: Cell Phone, Fax, Home Phone, Work Phone

    2. Enter the ten-digit phone number.

    3. Optionally enter the extension.

Org. Type, Name, and Code are all required.

Optional items

Optionally, you can add:

Directory organization management

Directory Organization options

Move an organization

An Organization can be moved to a different parent organization.

  1. Select Organizations, on the right side of the left navigation (1).

  2. In the organization dropdown (2), select Move to (6).

  3. Select the new parent Organization or Location from the dialog.

  4. The Organization can be found under the Organization in the Organization tree.

This feature allows you to mimic the personnel hierarchy of an organization or the physical structure of a building.

Merge organizations

When two organizations have the same name, you can use a merge operation to combine them into one.

  1. Select Organizations, on the right side of the left navigation (1).

  2. In the organization dropdown (2), select Merge into (7). A dialog opens asking how to merge the organizations.

  3. Click one of the merge options:

    1. Click the Merge into link to merge this organization into the other organization.

    2. Click the Or keep link to merge the other organization into this organization.

    Using Merge Into

Also, one can create more organization details including Divisions (sub OrgUnit), Locations, Persons using the expanded Organizations panel. In the following image, the organization has a location named Conference Room 1:

The Directory Organization screen with an expanded location

Add an OrgUnit

An OrgUnit, short for "Organization Unit," is a subordinate organization in an organization. They can be used to represent divisions, departments, or other subgroups.

To add an OrgUnit:

  1. Select Organizations, on the right side of the left navigation (1).

  2. In the organization dropdown (2), select Add OrgUnit (3).

  3. Fill in the form that shows and click Save. The new Orgunit is under the Organization in the Organization tree.

Add a location

You can add multiple locations to an organization:

  1. Select Organizations, on the right side of the left navigation (1).

  2. In the organization dropdown (2), select Add Location (4).

  3. Fill in the form that shows and click Save. The new Location can be found under the Organization in the Organization tree.

Add a person

You can add a person directly to a directory organization:

  1. Select Organizations, on the right side of the left navigation (1).

  2. In the organization dropdown (2), select Add Person (5). The Add New Directory Person screen shows.

For more information on Directory Person, refer to Directory person.