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Use the Org Structure Change Form

This article details the steps necessary to move all data associated with an existing unit into a new unit as well as to request a parent unit to be changed. This article also covers how to request deletion for a unit and how to request that a unit be merged into another. The FAR org structure change request form must be used in order to make any changes to the Organizational Structure.

 

Check out this article on how to Set Up or Edit the Organizational Structure for more information.

 

In order to make these changes you must have Administrative access.

 

Requirements for All Requests

  • On the FAR Org structure change request Form, it is required to provide the Environment of Change (TenantID, or DatabaseID if known). This information can be found in a column on each tab of the form.
    • If you do not know the Database ID (DBID), your Tenant ID can be located in the URL on the homepage.
      Tenant ID selected in URL
  • Once the form is complete, download a copy and submit it to help@interfolio.com.
  • Once changes have been made by the Interfolio Tech Services team, be sure to update the unit name and abbreviation on relevant base data files such as:
    • Faculty
    • Course Prefix
    • Committees
    • Current Positions
    • Secondary Unit Assignments
    • Support Accounts

Delete Unit Request

It is required to complete the Delete Unit Request Form tab of the FAR Org Structure Change Request Form.

 

In order for a unit to be deleted, all associated data must first be merged with a unit slated to be retained. Fill out the Merge Request Form tab on the FAR Org Structure Change Request Form to migrate all associated data such as Faculty, Course Prefixes, and Committees out of the unit slated for deletion.

 

1. Merge Request Form

Navigation: Administration > Setup > Organizational Structure > Expand > Edit > copy unit name and abbreviation to the form.

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
  3. Click the + icon adjacent to the unit intended to be deleted.
    Subunits expanded with plus sign adjacent to each
  4. Click the Edit (pencil) icon adjacent to the desired subunit to be merged.
  5. Copy the Unit Name and Unit Abbreviation into columns A and B of the Merge Request Form.
    Unit Name and Unit Abbreviation under the General Information section
 
 

2. Delete Unit Request Form

Navigation: Administration > Setup > Organizational Structure > Expand > Edit > Copy unit name and abbreviation to the form.

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
  3. Click the Edit (pencil) icon adjacent to the desired unit to be deleted.
  4. Copy the Unit Name, Unit Abbreviation, Parent Unit Abbreviation, and Parent Unit into columns A, B, C, and D of the Merge Request Form.
    Parent Unit, Unit Name, and Unit Abbreviation under the General Information section
 
 

Merge Unit Request

Use this request to merge two units. This request will migrate all existing associated data such as Faculty, Course Prefixes & Committees out of the unit slated for deletion.

 

It is required to complete the Merge Request Form tab of the FAR Org Structure Change Request Form.

 

Once you have changed the unit name or abbreviation, the previous designations will not be retained. Similarly, no data about the former unit name or abbreviation is retained. If a unit name changes, all data will be associated with the new unit.

 

1. Navigate to Organizational Structure under Setup

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
 
 

2. Merge desired request form

  1. Click the + icon adjacent to the unit intended to be deleted.
    Subunits expanded with plus sign adjacent to each
  2. Click the Edit (pencil) icon adjacent to the desired subunit to be merged.
  3. Copy the Unit Name and Unit Abbreviation into columns A and B of the Merge Request Form.
    Unit Name and Unit Abbreviation under the General Information section
 
 

Change Parent Unit Request

Use this request to change the parent of a unit. All data and subunits associated with the unit being moved will be preserved.

 

1. Navigate to Organizational Structure under Setup

  1. Click Setup under the Administration section of the navigation menu.
    Administration section with Setup highlighted
  2. Click Organizational Structure under the School section.
    School category with Organizational Structure underlined
 
 

2. Complete Merge Request Form

  1. Click the Edit (pencil) icon adjacent to the desired unit to be changed.
  2. Copy the Unit Name, Unit Abbreviation, Parent Unit Abbreviation, and Parent Unit into columns A, B, C, and D of the Merge Request Form.
    Parent Unit, Unit Name, and Unit Abbreviation under the General Information section
  3. Identify the future parent name and abbreviation in columns E and F of the Merge Request Form. 

Once the form is complete, download a copy and submit it to help@interfolio.com.

 
 
 
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