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Manage Services

Context​

Model the company's organizational chart for hierarchical validation workflows.

Prerequisites​

Prerequisites
  • Directory administration rights
  • Understanding of the company's organizational structure
  • Access to the Administration menu

Access​

Menu Directory > Organizational Chart (OrganizationChart.aspx).

Avanteam Organizational Chart

Organizational Chart View​

Display Modes​

  • "Service Hierarchy": Displays only organizational units
  • "Services and Members": Displays services with all their members
  • Interactive view to navigate through the tree structure
  • Zoom in and out for large structures
  • Quick search by service or employee name

Service Management​

Create a Service​

  1. Click the Create a Service button
  2. Fill in the information:
    • Name: Service name (e.g., "Quality Management")
    • Code: Short identifier (e.g., "QM")
    • Parent Service: Hierarchical attachment
    • Manager: Service manager

Manager Designation​

Critical action consisting of appointing the person responsible for a service. This action:

  • Activates automatic validation circuits based on hierarchy
  • Allows the workflow to route to "The requester's N+1"
  • Defines who receives notifications for the service

Modify a Service​

  1. Click on the service in the organizational chart
  2. Access the properties
  3. Modify the necessary information
  4. Save the changes

Drag & Drop Reorganization​

  • Move an employee: Drag and drop a user from one service to another
  • Move a service: Drag and drop a service to change its position in the tree structure
  • File transfer: In case of transfer, the system offers to transfer pending files

Delete a Service​

Warning

Deleting a service is only possible if:

  • The service contains no members
  • The service has no sub-services
  • No documents are attached to the service

Service Properties​

General Information​

  • Name: Full name of the service
  • Code: Short identifier
  • Description: Detailed description of the service
  • Type: Direction, Service, Team, etc.

Hierarchy​

  • Parent Service: Attachment in the organizational chart
  • Hierarchical Level: Automatically calculated
  • Child Services: List of sub-services

Responsibility​

  • Main Manager: Service manager (N+1)
  • Secondary Manager: Deputy or alternate
  • Delegations: Temporary responsibility delegations

Members​

  • List of employees attached to the service
  • Ability to add or remove members
  • View of member roles and profiles

Use Cases​

Hierarchical Validation Workflow​

A workflow configured with the "Requester's N+1" role:

  1. An employee creates a leave request
  2. The workflow automatically identifies their service in the organizational chart
  3. The validation task is sent to the service manager
  4. If the manager is absent, delegation is automatically applied

Reporting by Service​

  • Generate statistics by service
  • Identify the most active services
  • Measure processing times by service

Manager Change​

When a manager changes:

  1. Modify the manager in the service profile
  2. The system automatically transfers:
    • Pending tasks
    • Future notifications
    • Associated delegations

Best Practices​

  • Clear Structure: Limit the number of hierarchical levels (recommendation: 3-4 levels maximum)
  • Consistent Naming: Use a uniform naming convention
  • Regular Updates: Keep the organizational chart updated during reorganizations
  • Documentation: Document important changes
  • Communication: Inform users of structural changes