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
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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:
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-
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. -
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 isActive
orInactive
. -
Web address
: the website for the organization. -
Email
: email for the organization. -
Notes
: notes relating to the organization. -
Phone 1
,Phone 2
andPhone 3
:-
Choose the phone type:
Cell Phone
,Fax
,Home Phone
,Work Phone
. -
Enter the ten-digit phone number.
-
Optionally enter the extension.
-
Org. Type , Name , and Code are all required.
|
Optional items
Optionally, you can add:
-
Directory person and directory organization identifications for an organization.
-
Address
-
Contact
-
Personnel
(Directory person) -
Resources
-
Attachments
-
Attributes
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.

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

-
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. -
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 isActive
orInactive
. -
Web address
: the website for the organization. -
Email
: email for the organization. -
Notes
: notes relating to the organization. -
Phone 1
,Phone 2
, andPhone 3
:-
Choose the phone type:
Cell Phone
,Fax
,Home Phone
,Work Phone
-
Enter the ten-digit phone number.
-
Optionally enter the extension.
-
Org. Type , Name , and Code are all required.
|
Optional items
Optionally, you can add:
-
Directory person and directory organization identifications for an organization.
-
Address
-
Contact
-
Off-time
-
Personnel
(Directory Persons) -
Resources
-
-
Addresses
: Click Add Address (1) and fill in the form (2): -
Contact
: Click Add Contact (1) and fill in the form (2): -
Off-Time
: Select theOff-time
tab, then click Add off-time. -
Resources
: Select theResources tab
, then click Add Resource.
-
Directory organization management
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Move an organization
An Organization
can be moved to a different parent organization.
-
Select
Organizations
, on the right side of the left navigation (1). -
In the
organization
dropdown (2), selectMove to
(6). -
Select the new parent
Organization
orLocation
from the dialog. -
The
Organization
can be found under theOrganization
in theOrganization
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.
-
Select
Organizations
, on the right side of the left navigation (1). -
In the
organization
dropdown (2), selectMerge into
(7). A dialog opens asking how to merge the organizations. -
Click one of the merge options:
-
Click the
Merge into
link to merge this organization into the other organization. -
Click the
Or keep
link to merge the other organization into this organization.
-
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
:

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
:
-
Select
Organizations
, on the right side of the left navigation (1). -
In the
organization
dropdown (2), selectAdd OrgUnit
(3). -
Fill in the form that shows and click Save. The new
Orgunit
is under theOrganization
in theOrganization
tree.
Add a location
You can add multiple locations to an organization:
-
Select
Organizations
, on the right side of the left navigation (1). -
In the
organization
dropdown (2), selectAdd Location
(4). -
Fill in the form that shows and click Save. The new
Location
can be found under theOrganization
in theOrganization
tree.
Add a person
You can add a person directly to a directory organization:
-
Select
Organizations
, on the right side of the left navigation (1). -
In the
organization
dropdown (2), selectAdd Person
(5). TheAdd New Directory Person
screen shows.
For more information on Directory Person, refer to Directory person. |