# Department Tools ### Overview Departments in MangoApps allow you to leverage your company's existing classification of employees based on their functions in a clean, organized, and automated manner. This module allows you to structure the intranet around these functions and facilitates the creation of department pages. You can share department-specific updates, news, and announcements that are relevant to each department. Departments are designed to align with the traditional organizational structure, providing distinct segments and dedicated spaces for departments such as IT, HR, Finance, and more. *** ### Module Toolbars and Menus **Search:** Use the search function to find a Department by entering relevant keywords. The search program will look for the input keyword in both the Department title and its content. **Sort Department View:** You can sort the view of all Departments based on categories. You have the option to sort them by **All Categories** or by a specific **Category**. **Filter Department View:** You can apply filters to the Department view to refine the displayed Departments. You have the option to filter Departments to show All Departments, Departments you belong to, or Archived Departments. **Sort By:** Sort Departments either alphabetically or by their latest activity. Additionally, you can further specify whether you want them to be sorted in ascending or descending order. **View:** You can customize the arrangement of Departments in the menu view. Choose between Grid View, List View, and Card View to display Departments based on your preference.
**Manage Settings:** Click this option to download a vCard or CSV file that contains the names and email addresses of all your Departments. This file can be imported into your email client and would get added to your contacts list. {% hint style="info" %} The padlock ![](/files/J70tQhrZmkmGYOr3p1Mj)symbol indicates a private department. To join this Department, the user will need to be added by a user currently in the Department or by an administrator. {% endhint %} *** ### Department Toolbars Within a department, users have access to multiple tools and views. Admins can even enable the option to post updates or questions in the department News Feed module. **Search in Department:** Search content in a Department by entering relevant keywords. **Pin It:** Pin the Department to add it to a short list for easy reference. *** ### **Department Tools** Click the dropdown menu for additional tool options. All users will have access to **Get Share Link or Email**. This option provides users with a shareable link to the Department as well as the Department's email address. **Get Share Link or Email:** This option provides the department URL and email address for user access. The department email allows users to send updates to the department news feed by emailing the group's generated email address through their email provider. **Assign Categories:** Structure and label the department to enhance search efficiency within the domain. *** ### Admin tools Admin users will have additional menu options and tools at their disposal. **Edit Department & Module Details** This option takes the admin back to the **Edit Department** wizard, where they can update department settings and module configurations. Disabling a module does not delete its information or activity. All data remains intact and can be accessed again by re-enabling the module. *** **General Settings** These settings allow department admins to manage invite & join options, guest user permissions, mentions, landing pages, and default notifications.
* **Invite & Join Settings:** Admins can control options such as allowing network users to invite coworkers to the department. * **Mention Settings:** Admins can decide if a department can be @mentioned. If enabled, admins can create a Department Alias, a user-friendly identifier that will be used to generate the department’s email address and will also appear in the department’s link. * **Landing Page Settings:** Admins can choose which page users will see first when accessing the department. By selecting “Default” from the dropdown, the first module in the left navigation bar will be the landing page. Any custom pages created within the department will also appear in the dropdown menu. * **Default Notification Settings:** Admins can configure default notification preferences for users in the department. These settings will **not** overwrite individual user preferences. *** **File Settings (if enabled)** Manage permissions, custom fields, and visibility options for files.
**Upload Settings** – Control who can upload new files. * Any user with folder privileges * Only you and other admins **Member Permissions** – Set default permissions for all files. * Owner, Editor, Viewer, Viewer (no download), or No Access. **Non-Member Permissions** – Define access levels for non-members on files and folders. This applies to network users only as guest do not have access to departments. * No Access, Owner, Editor, Viewer, or Viewer (no download) **Public Access** – Enable or disable public sharing of files and folders (Toggle On/Off). **Custom Fields Configuration** – Customize file attributes by defining: * Field Name * Field Type * Required Field (Yes/No) * Show/Hide Fields This ensures precise control over file access, visibility, and customization within the department. *** **Media Gallery Settings (if enabled)** Manage department media settings with customizable display options.
* **Field Ordering** – Click and drag fields to rearrange their appearance on the media card. * **Field Visibility** – Admins can select which fields will be displayed on the media card preview. * **Live Preview** – The media card preview updates in real time and is visible on the right side of the configuration menu. These settings allow for a tailored and organized media display experience. *** **Embed Department Feed** This feature allows team admins to generate their team's embed code and add it to another team's page or the company page using the embed code widget, enabling users to view the team's updates directly within the widget.
The visibility of embedded team code content is controlled by the source team (where the embed code originates).
For example, if a **private team's** embed code is added to another team's page or the company page, **only members of the source team will see the content in the widget**, while **non-members** will see a **blank** widget. *** **Membership Automation** Automated department membership management allows admins to dynamically control access based on predefined conditions. This feature ensures that users are automatically added or removed from a department based on their role, location, or other filters.
This feature also allows you to automate the assignment of admin privileges for the department. For information on this feature, click [here](https://guides.mangoapps.com/admin-guide/module-settings/groups/automatic-group-project-membership-management). *** **Configure Integrations** Connect external tools and services to integrate them within the selected department. A list of integrations can be found by clicking the Configure Integrations menu option.
For detailed instructions on linking specific services, please refer to our [Integration Guides](https://guides.mangoapps.com/integrations-guide). MangoApps also allows users to create a new custom integration for the space. Click on the **New Custom Integration** option at the bottom of the **Integrations** list to access the configuration menu.
Custom integrations provide an easy way to post messages from an external source into MangoApps. They use standard HTTPS requests with JSON payloads that contain the message and relevant details. *** **Configure Banners** Banners allow admins to display important messages or visual elements within a department. Admins can configure an **Active Team Banner** to ensure key information is visible to users and, if the **Pages module** is enabled within the department, a **persistent banner** can be uploaded specifically for that section.
**Active Team Banner** Appears at the top of the department and can be customized with a message and color options. Toggle the **"Activate Team Banner"** switch to enable it. Use the **rich text editor** to enter and format the banner message. Customize **text and background colors** using hex codes. Optionally, allow users to **hide the banner** if needed.
**Pages Banner** Displays only within the Pages module. Toggle the **"Activate Pages Banner"** switch to enable it and upload a **custom banner image** (recommended size: **1200 x 96 px**).
*** **Transfer Owner Rights** Assign ownership permissions to another member of the department. The previous Owner will remain a member of the department. Each department can **only have one** Owner at a time. *** **Admin Reports** Admin users can schedule and generate department reports.
**User Activity**: A report of user actions, such as new feeds, views, reactions, comments, and replies within a specific time period. **Influencers**: A report of top users who are mentioned most and whose feeds receive the most reactions, comments, and replies within a specific time period. **Content Statistics**: A report of the top content by number of reactions, comments, views, and times pinned, showing what the network is being used for during a specific time period. **Page Views**: A report showing the number of views on department pages during a specific time period. **Questions & Answers**: A report of questions and the first answer, along with the time it took to get the first response, within a specific time period. **Team Usage**: A report on usage trends, including the number of feeds, reactions, comments, replies, and views, to assess if a department is being used during a specific time period. **Files Activity**: A report capturing all activities related to files during a specific time period. **Recognitions**: A report of recognitions given during a specific time period. **Media Center Activity**: A report capturing all media uploaded during a specific time period. **Search**: A report capturing the keywords searched by users during a specific time period. The generated reports will be stored in the **Generated Reports** folder within the **Files module** of the department. If the Files module is disabled, the reports can be accessed either from the Files module within the domain or from the Reports section in the Admin Portal. *** **Merge** Admins can merge the current department with another Department, [Group, or Project](https://guides.mangoapps.com/user-guide/groups-and-projects) where they have admin rights. This operation is **NOT** reversible and will effectively assimilate the current department into the selected workspace. **What does merging do?** * The photo, description, privacy settings, categories, and all configurations of the department or workspace that the current department is merged into will be applied after the merge is complete. * All content from the current department will be available in the merged department or workspace. * Duplicate titles will be automatically renamed. For example, a post titled 'Best Practices' in 'Human Resources' will be renamed to 'Best Practices - Human Resources' in the new merged department or workspace. * All members of the current department will automatically become members of the new merged department or workspace. * Any deleted entries from the current department in the Trash Can will be **permanently deleted** after the merge is complete. *** **Export** Download data, member information, or chat history (if chat is enabled).
Admin users can click the 'Request Export' button to schedule a request for exporting all department data. They will receive a notification once the exported data file is ready for download. *** **Archive** Store the department space for future reference while making it inactive. Once archived, the department will be frozen—its contents will remain viewable to members but cannot be edited. Archived departments will not appear in users' active departments lists. Network admins can restore an archived department to the active list at any time. *** **Open in Admin Portal (Network Admins Only)** Access advanced admin settings in the Admin portal. This option will appear **only** to network admins. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://guides.mangoapps.com/user-guide/departments/departments.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.