🆕Field Structures
Formerly known as Sites
Overview
Grouping office/store locations using Field Structures allows managers of multiple levels within the organization to monitor task completion rates and assign tasks efficiently. This provides a centralized approach to management, enabling oversight across multiple stores simultaneously. This centralized view fosters efficient resource allocation, consistent standardization of processes, and better decision-making through access to real-time data.
Transparent monitoring promotes accountability, encouraging employees to take ownership of their responsibilities. Overall, this approach optimizes operations, improves efficiency, and fosters a culture of collaboration and accountability within the organization.
Field Structures vs. Locations
Field Structure configuration is tied to the Task feature. In order to utilize Field Structures, Locations must have been setup within your domain first. For information on creating Locations, click here.
Adding Sites
Admins can create up to 5 levels of hierarchy to establish a hierarchical structure within the site menu. From there, assign managers and responsible parties to each of these levels. It's important to note that all 5 levels of hierarchy must be established before designating stores. However, not all hierarchy levels require a responsible party.
In order to utilize Field Structures, configuration of office locations must be enabled. You can find this option in Admin Portal > Domain > Locations > General Settings.
Add Country Button
To begin, click on the Add Country button located at the top right-hand side of your screen. From the dropdown menu, select the country you wish to add. Once a country has been added, you can proceed to add more steps within the hierarchy by clicking the + Add button beneath the Add Country button and within the Field Structure details table.
From the cog menu (
) located next to the Add Country button, Admins can upload a .csv with Field Structure information for bulk site uploading. Admins also have the option to download the current Field Structure hierarchy in the form of a .csv.
Before uploading a .csv, make sure all headers appear exactly as the downloadable template or else an error will occur.
Field Structures Settings Menu
The Settings Cog Wheel Menu, located at the top right of the Field Structure panel, provides advanced configuration options and import/export functionalities.
Click the gear icon to access a dropdown menu with several tools designed to manage and automate your domain's field structure and user data.
Automate Import (sFTP) - Allows you to configure automated imports of field structure data via secure FTP. This is useful for syncing data from external systems without manual intervention.
Bulk Upload (CSV) - Upload a CSV file to quickly add or update multiple locations or structural items in your field hierarchy. Ideal for large-scale updates.
Export (CSV) - Download your entire field structure in CSV format. This is helpful for backups, audits, or offline editing.
Logs & Versions - View a history of changes made to the field structure, including versioning and edit logs. This helps maintain a clear audit trail. Up to 30 versions are retained for historical reference.
Customize Labels - Modify the default labels used throughout the field structure. For example, you can rename levels such as "Region," "District," or "Office" to suit your organization's terminology.
User Automation - Manage user assignment rules based on field structure. Automations help reduce manual workload by dynamically assigning users to specific locations or departments.
Upload User Automation Rules (CSV) - Upload a CSV file that defines user automation rules, streamlining the user assignment process.
Export User Automation Rules (CSV) - Download the current set of user automation rules in CSV format for review or editing.
Customize Field Structure Labels
From the cog menu, admins have the option to customize the Field Structure labels according to your company's preferences. Along the bottom of the resulting pop-up window is the option to reset the labels to the system default if necessary.
Using labels that match organizational terminology in Field Structure tasks promotes clarity, cohesion, and efficiency within the company's workflow.
Adding Users
Users added here will have visibility of the task execution insights of all the teams under this Field Structure. With managers overseeing different levels, risks can be identified and addressed proactively, enhancing the company's resilience and minimizing potential negative impacts.
Multiple users can be assigned as Field Structure managers however these users can only be assigned to one Field Structure level at a time. For example, Heather has been assigned as the Connecticut area manager, she cannot be assigned as the New England regional manager until she is unassigned as the area manager.
Assigning and Monitoring Centralized Tasks
Along with establishing this hierarchy of responsibility, users selected as managers of these Field Structures will be able to track task progress via the Tasks Rollup Summary widget.
For information on the Task Rollup Summary widget, click here.
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