FAQ 30 EGT - What are organizational units?

1. What are they and what are they used for?

UOs are bodies or work units within your entity that serve to territorialize specific services or personalize the generic request. For example, they can organize your entity around bodies such as the Mayor's Office, General Secretariat, territorial delegations, Subsidy Group X, Commission, etc.

They can be classified according to different criteria:

According to its functionality :

• UO of a provider entity : they serve to territorialize a service created. They are created by a provider entity, which are usually the departments of the Generalitat de Catalunya or some of its dependent entities.
• The other OUs : They are used to break down an entity. They are the most common, and the most widespread use case is that of the generic request, which allows an organizational unit to be selected both in the origin and in the destination so that the procedure arrives more directly.

According to its visibility :

• Visible : other entities that have not created them can see and use them.
• Not visible : only the entity that creates them can see them.

According to the implicit characteristics :

• Main : Automatically created for entities that use organizational units. They take the name of the entity and cannot be deleted or changed. They are always active and visible.
• Secondary : They are created by the entity manager following an organic logic. They may or may not be visible. When they refer to the UO of the provider entity, necessary to territorialize a service, the Center Id must also be selected (the entity is integrated into the S@RCAT Registry) .

2. How do you configure an entity to work with UO?

The EACAT administrator is the one who activates the Use organizational units in the entity option. From here, the manager can work within the Organizational Units section.

Once the OUs are activated, the main OU is automatically created with the name of the entity and some special characteristics.

3. Who creates and manages the UOs?

The manager is the one who creates and manages the organizational units (OU) within the entity.

How do you activate or deactivate a OU?

1. Access Administration settings > EACAT Procedures > Organizational units
2. Select a particular OU.
3. On the ... icon, press Activate or Deactivate depending on the status of the OU.

When you deactivate an OU, you cannot link it to a service, mailbox, or generic request.

4. How do you create a UO?

1. Access Administration settings > EACAT Procedures > Organizational units > Create UO
2. A form opens where you must enter the following information:
   
   • Name of the UO, which you can edit and modify
   • Visibility, which decides whether you want the UO to be visible or not to other entities.
   • Center ID (identification code of the physical center of the Registry Office), only if the entity is integrated with the S@RCAT Registry. If the entity is not integrated with S@RCAT, this point is not necessary.

5. How do you delete a UO?

1. Access Administration settings > EACAT Procedures > Organizational units
2. Select a particular OU.
3. On the ... icon, press Delete

6. How do you relate a group of users to an OU?

Organizational units are related to services and users through mailboxes. In a mailbox, you add services, users, and OUs. All users of the mailbox can see the associated services and are related to an organizational unit of the entity.

The functionality of an OU within the mailbox is different depending on its nature:

• The UOs of the service provider are used to territorialize a service. They are placed in the corresponding mailbox of the service provider.
• The other UOs are related to the activation of the generic request in an entity (PGEN). In this case, the UO delimits the generic requests that can be seen in a mailbox. If you do not put the UO there, all users of the mailbox will see all the PGENs that arrive at your entity. However, by putting the UO, they will only see the PGENs that have selected the mailbox's UO as the origin or destination.

7. How do you territorialize a service?

If your entity is a service provider and is integrated with S@RCAT, you can use organizational units to territorialize a service you create. These are the provider entity UOs explained in point 1.

Below we present a use case that we hope will be useful for you to understand how it works:

Territorialize a service

1. It creates a service of the Department of Culture, with the title CLT - Servei de Cultura - Territorializat (test), which must be managed by the territorial services of the Department. Therefore, it must be territorialized.
2. Access the Management Space > Organizational Units and create 8 OUs, one for each territorial service. Fill out the form for each OU with the following details:
   • Name of the UO, which is the name of the territorial service.
   • Visible , so that any entity can see it.
   • Center ID, we assign one for each UO.
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3. In the configuration of each UO, you assign them to the service you are creating ( CLT - Culture Service - Territorialized (test) ).
4. Go to Settings > Recipients > Us
5. Select the territorial service and on the more_green icon choose Import file.csv :
   
   • The Assign recipients to service window appears.
   • Download the Service Recipients.csv file.
   • Fill in the downloaded file with the required data: Official code of each entity and the name of the counties that belong to the territorial scope of the territorial service, assigning them to the corresponding UO as indicated in the table.
   • Save the completed file to your computer.
   • Assign each region to its OU, one by one.
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Each UO contains the counties indicated in the following table:

Assign users

Once this process is complete, users must be assigned to it. To do this, create a mailbox for each territorial service (for each UO), where the same service will be placed for all mailboxes, as well as the users and the corresponding UO. In this way, the service is linked to the territory and the users of this territory.

1. Access the Management Space > Mailboxes > create mailbox > and create a mailbox for each territorial service, which will have the same name as the OUs: capture
   
   • ST in the Penedès of Culture
   • ST in the Alt Pyrenees and Aran de Cultura
   • ST in the Central Catalonia of Culture
   • ST in Barcelona of Culture
   • ST in Girona of Culture
   • ST in the Terres de l'Ebre of Culture
   • ST in Tarragona of Culture
   • ST in Lleida of Culture
2. Add the service to each mailbox from the Manager Space > Mailboxes > Select the mailbox. Service > select the service you want to assign to the mailbox and activate the switch. In this way, the service in question is located within the mailbox you have selected.
3. Add users from the Manager Space > Mailboxes > Select the mailbox > account_circle Users > Choose the person and activate the switch.

Add the OU to the mailbox

You add the OU to the mailbox from the Management Space > Mailboxes > Select one of the mailboxes.
Between the mailbox title and the subsections ( Users and Services ) there is the drop-down Organizational unit of the services provided to select the UO of the territory. They are UOs of the providing entity because they have been assigned to a territorialized service. For example, if you select the ST Mailbox in Barcelona de Cultura , you select the UO ST in Barcelona de Cultura .
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Delete an OU

OUs assigned to a service cannot be deleted from the Management Space. They must first be unassigned from the Provisioning Space :

• Access the Service Area > Select the service > Service configuration > Provider units

Only then can you delete the UO:

• Management space > Organizational units > select the OU > Press ... > Delete

8. How do you break down an entity into UO?

If you are the manager, you can break down the entity into organizational units. This functionality is especially useful in cases such as the generic request.

Below we present a use case that we hope will be useful for you to understand how it works.

Use case

At Abrera City Council we want to use organizational units (UO). As a city council, we have the generic service of the generic request (PGEN) and we want the people who submit them to be able to send them directly to a specific UO.

1. As the entity manager, you request the EACAT administrator to activate the Use organizational units in the entity option.
2. Once this option is activated, you will notice that the main OU has been automatically created, which takes the name of the entity.
3. Now you create some organizational units because you need several organizations, which do not have a very complex structure and are not associated with EACAT, to receive the PGEN directly.
4. Create the UOs with the names of the organizations, such as the Municipal Sports Board or the Municipal Music Board. These UOs will be visible so that other entities can view them and direct the PGENs to the corresponding boards.
5. Create a mailbox for each OU with the same name. This will facilitate management and allow users to see only the services related to the organization to which they are assigned.
6. Assign users to each of the 2 mailboxes.
7. Assign services, including the generic PGEN service, to each of the mailboxes.

So far, we have managed to ensure that users of each mailbox see the services assigned to each one. In the case of the PGEN, as we have the generic service assigned, users would see all the PGENs that arrive at the Abrera City Council. That is why it is vital to assign an UO to each mailbox. This UO restricts the PGENs that users can see, ensuring that they only receive those that are relevant to their area of responsibility.