Setting sub-org values

When you add an organization, you define the organization's infrastructure by specifying the sub-levels of the organization, called sub-orgs. You can define up to 16 sub-orgs attributes. Sub-orgs can be added and deleted as necessary.

When creating sub-org values, it is always a good idea to add -None- as the first value. There are two reasons for this:
- If someone is creating a new user record in Manage Users, and they do not go to the SubOrg tab to enter data, the value that will be put in the user record will be the first value in the table which is –None-. Otherwise, the user record will be updated with a real value (for example. East) and you may never realize it has the wrong value in it.
- If you batch load in the user data and you have the manage property AddSubOrgValuesOnImport turned on to Yes, all the unique values in the suborg column in your spreadsheet will be uploaded automatically to your SubOrg table. If the value of -None- is not the first record in the Sub-Org values, the values will not load.
When creating sub-org values do not use special characters, such as *, &, and #..
Sub-org values should not be created for data that is unique to each student, such as Hire Date, Clock #, Cell Number. For those types of data, use one of the eight Personal Info fields. However, if you need this data to filter for reports or data searches (this is very unusual), title your SubOrg column something like Key in Your Cell Number and do not put any values in the table. That way, when faced upon entering data for that suborg, it can be keyed in and kept in the student record. However, it will not be added to the main suborg table. You will still be able to filter and search for it by keying it in, rather than selecting from a drop-down list.
For performance reasons, you should never have more than 200 available values in a sub-org as a drop-down list from which to choose.

Manually setting sub-org values

After you have defined and saved the sub-org definitions, use the Set SubOrg Values button to specify values for the sub-org attributes.

To set sub-org values:

Open the Admin Tasks side-tab and click Manage Orgs. Manage Orgs opens.

Use the fields in the Search box to filter the list of organizations.

Search Field	Description
Org ID	Org ID with which an organization was added.
Description	Enter any combination of letters and numbers to search for any administrators that contain that combination in the description.

Select the org ID and either click Set Sub-Org Values or right-click on the table and select Set Sub-Org Values. The Set SubOrg Values dialog box opens.
In the Set Sub-Org Values dialog box, use the Sub-Org pull-down list to select the specific sub-org attribute and specify its value in the Values box.
Click Save to save your changes.
Click Close to close the dialog box.

The sub-org attribute is updated.

Allowing sub-org dependencies

You can specify that the sub-org values have dependencies. This allows you to define each sub-org’s values dependent on the previous sub-org’s value. This results in nested levels of classification.

When sub-orgs are not dependent, users are then categorized into mutually independent groups that allow independent levels of classification instead of nested levels of classification.

Be aware, enabling this will mean a great deal of manual entry to set this up, depending on how many of the sub-org categories you are using. For example, if you were to configure Sub Org 0 to the state, Sub Org 1 to the county, and Sub Org 2 to the city, you would need to manually enter each city within each county within each state. In essence, you will have to build the entire tree structure.

To enable sub-orb dependency, enable the Allow Sub-Org Dependencies check box when adding and editing sub-org values. For details see Adding an organization and Viewing and editing organization details.

How to clean up Sub-Org tables using data in your user records

Similar to the above process, you can also clean up your existing sub-org table by using data already in your user records. Note that this cannot be done if your Sub-Org table is set up for dependency.

If you are interested in doing this, you need to do the following:

Go to Manage Orgs and bring up each defined Sub-Org and clear out all values except for one value of -None-.
Go to Manage Properties and be sure the property of AddSubOrgValuesOnImport is set to Yes. If it is not, change it to Yes and be sure to select the Apply Changes button to finalize the change.
Go to Manage Scheduled Tasks and either manually run Database Maintenance or just let it run overnight. This job will update your Sub-Org table values with the values that are in each student record.
Determine if you still want to have the AddSubOrgValuesOnImport property set to Yes – update accordingly.

See Working with LDAP and SSO for integrated creation and update of users with internal systems. Be aware you can use LDAP (Lightweight Directory Access Protocol) or SSO (Single Sign-on) in conjunction with the automated import process.

Importing sub-org data

Sub-org values can automatically be created if you are using the import data process to load users. For the manage properties category of Import Options, set the property AddSubOrgValuesOnImport to Yes to load values in the validation tables.

Do not leave an organizational category Sub-Org value blank. Always enter a value, like -None. This ensures that the import process will properly load additional values.

For more information about managing properties, see Adding and managing properties.