Organizational hierarchies are used to determine the sign-off process for trading programs utilizing automatic approval workflow.
This article will guide you through:
- Accessing organizational hierarchies
- Trading partner to users
- Line manager to users
- User to client division
- User to approve workflow role
- User to trading partner divisions
Looking for something else?
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Looking to create steps in the approval process? Learn how to configure workflow roles here.
Accessing organizational hierarchies
Channel admin users can manage organizational hierarchies into Enable. To access hierarchies within Enable:
Step 1: Click on Config in the green banner at the top of the page.
Step 2: Click on Structure in the drop-down menu.
Step 3: Click on the Hierarchy tab.
Five different organizational hierarchy mappings are available. Each allows you to upload data to determine which users are invited to sign off on your trading programs.
Trading partner to users
This mapping is used to invite users to sign off trading programs based on the trading partner. If you have a large number of users set up in workflow roles, but only a number of them are relevant to specific trading partners, this mapping gives only the relevant users access to their trading partners.
Tip: Use this if some of your users have different sign-off permissions based on specific trading partners.
For example: A category manager may only need access to sign-off on trading programs relating to products in their category.
To set up the trading partner to users mapping:
Step 1: Select the Agreement type the mapping should apply to. If default is selected, the mapping will apply to all trading program types where no existing hierarchy has been mapped.
Step 2: Click on CSV template to download the mapping file.
Step 3: Within the downloaded template, populate the following columns:
- Trading Partner Reference: Type the reference for the trading partner you wish to map the user to. Tip: Need help locating which references to use? Learn how to access trading partner data here.
- User Email Address: Type the email address of the user to be matched to the trading partner. This email address must belong to a user within your Enable channel.
- Lead User Flag: Enter Y to flag a user as the lead user for the trading partner, or leave blank if not applicable. The lead user will receive emails when a trading program is rejected in the workflow for the trading partner(s) they are lead for. At least one user must be a lead user per trading partner.
Note: You are able to assign as many users as you wish to each trading partner, however there can only be one lead per trading partner.
Step 4: After completing the template, click Browse to select and open the relevant populated template file.
Step 5: Click Upload.
Line manager to users
Use this mapping to invite users to sign off trading programs based on the managerial hierarchy of your organization.
For example: If the line manager of Category Manager A is the Head of Procurement, and the Head of Procurement needs to sign off all trading programs that Category Manager A signs off, you will need to map Category Manager A to the Procurement Manager.
Tip: Use this in conjunction with the trading partner to user mapping. When subordinates are mapped to a given trading partner, their line manager will automatically be mapped to that trading partner. This process can be completed a number of times to give the full hierarchy as you move up the organization, and relates to the invite basis used for workflow roles.
To set up the line manager to users mapping:
Step 1: Select the Agreement type the mapping should apply to. If default is selected, the mapping will apply to all trading program types where no existing hierarchy has been mapped.
Step 2: Click on CSV template to download the mapping file.
Step 3: Within the downloaded template, populate the following columns:
- Line Manager Email Address: Type the line manager’s email address. This email address must belong to a user within your Enable channel.
- Subordinate Email Address: Type the subordinate's email address. This email address must belong to a user within your Enable channel.
Note: Each email address can only be listed once within the subordinate column, but can be listed multiple times within the line manager column. A line manager can have many subordinates, but each subordinate can only have one line manager.
Step 4: After completing the template, click Browse to select and open the relevant populated template file.
Step 5: Click Upload.
User to client division
Use this mapping if you have a number of divisions across your organization and you wish for your users to only sign off on trading programs that relate to their division. If your business doesn't include clear-cut divisions and doesn’t use Enable’s optional divisions functionality, this mapping is not required.
For example: if Category Manager A only signs off trading programs for Division A, you will need to map Category Manager A to Division A.
To set up the user to client division mapping:
Step 1: Click on CSV template to download the mapping file.
Note: There is no need to add the trading program types for this mapping since it will automatically apply to all trading programs that apply to a specific division.
Step 2: Within the downloaded template, populate the following columns:
- User Account Email Address: Type the email address for the user you wish to map to a division. This email address must belong to a user within your Enable channel.
- Client Division: The division you wish to map the user to.
Step 3: After completing the template, click Browse to select and open the relevant populated template file.
Step 4: Click Upload.
User to approval workflow role
This mapping is mandatory when using automatic workflow, and is used to define which users apply to different workflow roles.
For example: If John Smith is a Category Manager who needs to sign off trading programs in Enable, you will need to map John Smith as a Category Manager.
To set up the user to approve workflow role mapping:
Step 1: Select the Agreement type the mapping should apply to. If default is selected, the mapping will apply to all trading program types where no existing hierarchy has been mapped.
Step 2: Click on CSV template to download the mapping file.
Step 3: Within the downloaded template, populate the following columns:
- User Account Email Address: Type the email address of the user you wish to match to a workflow role. This email address must belong to a user within your Enable channel.
- Approval Workflow Role: Type the workflow role you wish to map the user to. This must match the name of a workflow role defined in the Workflow Roles tab.
Step 4: After completing the template, click Browse to select and open the relevant populated template file.
Step 5: Click Upload.
User to trading partner divisions
Use this mapping if your users should be invited to sign off trading programs based on which trading partner division the program relates to.
For example: If Trading Partner A has two divisions (Division X and Division Y), a user mapped to Division X would only be included in the approval hierarchy for a trading program that relates to Division X.
To set up the user to trading partner divisions mapping:
Step 1: Click on CSV template to download the mapping file.
Note: There is no need to add the trading program types for this mapping since it will automatically apply to all trading programs that apply to a specific division.
Step 2: Within the downloaded template, populate the following columns:
- Trading Partner Reference: The reference of the trading partner you wish to map the user to.
- User Email Address: The email address of the user you wish to map to a trading partner division. This email address must belong to a user within your Enable channel.
- Division name: The division name within the defined trading partner that you wish to map the user to.
Step 3: After completing the template, click Browse to select and open the relevant populated template file.
Step 4: Click Upload.
What’s next?
Ready to progress with the trading program approval workflow? Learn more about approving trading programs here.