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How to View Departments

Overview​

View all departments in your organization along with their automatically generated roles. Understand the department structure and role hierarchy to manage team organization and approval workflows effectively.

Prerequisites​

  • User has access to BizAdmin portal
  • User has "View Department" permission
  • At least default departments (Admin, Finance) exist

Step-by-Step Guide​

Step 1: Navigate to Departments​

  1. Login to BizAdmin portal
  2. Click Organization from the left sidebar
  3. Select Departments from the menu
  4. Departments page opens

Step 2: View Department List​

The main view displays departments in a two-column layout:

Left Column: Departments

  • Lists all department names
  • Default departments: Admin, Finance
  • Additional departments you've created
  • Clean, simple list view

Right Column: Roles

  • Shows three auto-generated roles for each department
  • Format: L1-[Department], L2-[Department], L3-[Department]
  • Roles displayed when department is selected

Step 3: Select and View Department​

Viewing Department Roles:

  1. Look at the Departments column (left side)
  2. Click any department name to view its roles
  3. The Roles column (right side) displays three roles:

Example: Admin Department

Departments          Roles
-----------          -----
Admin                L1-Admin
                     L2-Admin
                     L3-Admin

Finance              L1-Finance
                     L2-Finance
                     L3-Finance

Purchase             L1-Purchase
                     L2-Purchase
                     L3-Purchase

Sales                L1-Sales
                     L2-Sales
                     L3-Sales

Step 4: Use Department Selector​

Select Department Dropdown:

At the top of the page, there's a Select Department dropdown:

  1. Click the dropdown showing "Select a department..."

  2. List displays all available departments:

    • Admin
    • Finance
    • Purchase
    • Sales
    • (Any other departments you've created)

  3. Select any department from the list

  4. The view updates to show that department's roles

Purpose:

  • Quick navigation between departments
  • Filter view to specific department
  • Useful when many departments exist

Step 5: Understanding the View​

Default Departments:

Admin

  • Always present (cannot be deleted)
  • Roles: L1-Admin, L2-Admin, L3-Admin
  • Used for system administration functions

Finance

  • Always present (cannot be deleted)
  • Roles: L1-Finance, L2-Finance, L3-Finance
  • Used for financial transactions and approvals

Custom Departments:

Any additional departments you create appear in the list:

  • Purchase, Sales, Operations, HR, etc.
  • Each with its own L1, L2, L3 roles
  • Listed in order of creation

Step 6: Understanding Role Hierarchy​

Role Levels Explained:

L1 (Level 1) Roles

  • Entry-level staff and executives
  • Create and submit documents
  • Limited approval authority
  • Example: L1-Purchase = Purchase Executive

L2 (Level 2) Roles

  • Managers and supervisors
  • Mid-level approvals
  • Review and validate L1 submissions
  • Example: L2-Finance = Finance Manager

L3 (Level 3) Roles

  • Department heads and directors
  • Highest department authority
  • Final approvals within department
  • Example: L3-Sales = Sales Director

What You Can See​

Department Information​

For Each Department:

  • Department name
  • Three associated roles (L1, L2, L3)
  • Position in organizational structure

What You Cannot See Here:

  • Number of users assigned to each role
  • User names in each department
  • Department-specific permissions
  • Approval workflow details

These details are managed in other sections:

  • User assignments: Subscription > Manage Users
  • Permissions: Access Control > Role Permissions
  • Workflows: Access Control > Approval Workflows

Common Viewing Scenarios​

Scenario 1: Check Available Roles​

Situation: Need to know what roles exist for user assignment.

Steps:

  1. Navigate to Departments page
  2. Review list of departments
  3. Note each department has L1, L2, L3 roles
  4. Use this information when assigning users

Result: Clear understanding of available roles for user management.

Scenario 2: Verify Department Structure​

Situation: Planning approval workflows, need to confirm department setup.

Steps:

  1. Open Departments page
  2. Check all functional areas have departments
  3. Verify default Admin and Finance exist
  4. Confirm custom departments (Purchase, Sales) are present

Result: Complete view of organizational structure for workflow planning.

Scenario 3: Onboarding New Department Head​

Situation: New Finance Manager joining, need to show them the role structure.

Steps:

  1. Navigate to Departments
  2. Select Finance department
  3. Show the three roles: L1-Finance, L2-Finance, L3-Finance
  4. Explain hierarchy and responsibilities
  5. Show where they fit (L2-Finance)

Result: Clear communication of role structure and hierarchy.

Quick Access:

  • Departments page is under Organization menu
  • Always accessible from left sidebar
  • No special permissions needed for view-only

Switching Between Departments:

  • Use the Select Department dropdown for quick filtering
  • Or simply scan the Departments list
  • Click any department to see its roles instantly

Related Information:

  • To see users in roles: Go to Subscription > Manage Users
  • To configure role permissions: Go to Access Control > Role Permissions
  • To set up approvals: Go to Access Control > Approval Workflows

Understanding Limitations​

What You Cannot Do from View:

Cannot Edit:

  • Department names cannot be changed after creation
  • Role names (L1, L2, L3) are system-generated and locked
  • Cannot delete default departments (Admin, Finance)

Cannot See:

  • User assignments (available in Manage Users)
  • Permission details (available in Role Permissions)
  • Approval rules (available in Approval Workflows)

Future Features:

  • Disable option for unused departments (coming soon)
  • Edit functionality may be added in future versions

Frequently Asked Questions​

Q: Can I rename a department after creating it?

A: No, department names cannot be changed currently. A disable feature will be available in future versions. Plan department names carefully before creation.

Q: Can I delete the Admin or Finance departments?

A: No, these are system default departments and cannot be deleted. They're essential for platform operations.

Q: Why don't I see user names on this page?

A: The Departments page shows structure only. To see user assignments, go to Subscription > Manage Users and filter by department/role.

Q: Can I create custom role names instead of L1, L2, L3?

A: No, role naming follows the standard L1, L2, L3 format automatically. This ensures consistency across the platform and simplifies approval workflows.

Q: How many departments can I create?

A: There is no limit. Create as many departments as needed to match your organizational structure.

Q: What happens if I don't use a department?

A: Unused departments remain in the system. A disable option will be available in future to hide them without deletion.

Need help? Contact support at support@bizconnekt.coms