EGT - What are bústies?

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

The bústies are a container of inter-administrative processing services (EACAT Tràmits), grouped by thematic, organic o functional areas, a to which you add a certain número of users. This is how the users added a the bústia can access, consult i edit all the procedures of the services.

Therefore, the bústies system is designed to simplify the management of access a these services i improve l'internal organization, all i that is optional i is the l'entity manager who l'administers (activates, creates, deactivates i deletes bústies).

To activate bústies , you must go to a General > Bústies > Use bústies a l'entity

When activating the bústies, your a l'entity quota appears, which represents the maximum number of bústies allowed.

2. When is it advisable to use them?

L' organization in bústies is recommended for a entities with a high volume of processing i a large number of users, since it allows for a clear organization, improving the management of access to services i l'efficiency of l'entity. This type of organization allows users to only see the services of the bústies a to which they are assigned, although i it involves an initial investment of time i management.

For a entities with few users i with an internal policy of access a to open information i without restrictions, it is recommended to dispense with the bústies system . However, it is important to keep in mind that in this case, everyone will have access a to all services without restrictions.

Before creating l'organization in bústies for a your entity, it is essential to spend time a reflecting on the following aspects:

• Do you want all users in your organization to be able to manage all services?
  • If so , you don't need to use the bústies system.
  • If not , what llogic should they follow i what organization should the bústries reflect?

3. What types are there?

There are 2 types of bústies:

The global bústia that is created automatically, once bústies are activated on an entity, i which has a number of characteristics that differentiate it from the rest:

• i is created automatically and cannot be deleted manually.
• N'there is only one per entity.
• It contains all the specific i generic services of l'entity, both current and future.
• Initially, it has no users assigned. You need to assign-them.

The other specific bústies that are created later with a certain organizational llogic.

4. How do you activate i and deactivate a your entity?

To activate bústies , access a General > Bústies > i activate l'switch Use bústies a l'entity . A Next, you will see the quota of bústies that pertains to a your entity, which determines the maximum number of bústies that you can create, according to the specifications of l'EACAT administration.

When you activate the bústies, the global bústie is created, which includes all services without added users i you can create specific bústies to add-users, iservices, and, if applicable, organizational units.

To disable bústies , go to a General > Bústies > i disable l'switch Use bústies a l'entity . It is important to note that this will affect a the entire l'organization i the work system established so far; however i you can always recover l'previous organization by returning a activating bústies.

Remember that when you deactivate the bústies, all users of the lentity have full access to the services.

5. What should you do when you activate them?

When you activate the bústies, you can work a the Bústies section in the l' Manager's space l' EACAT Administration menu Procedures, i a the Bústies subsection within the Users i Services sections.

In the Bústies section, the global bústia is automatically created, where you will find all the services of your entity i no user added. If you want to add-ne any, you should know that you will see i will be able to work in all the services. Remember that the global bústia has a series of peculiarities that are explained in point 3 .

Before creating your organization's lbústies, it is crucial to spend time a thinking about its llogical i structure. Once you have this clear, create i manage the ústies:

• Create the specific bústies that you consider necessary for the different users of your entity to work in the various thematic areas to which the services belong.
• Assign-to the corresponding services.
• Add-the users.
• If necessary, assign-to organizational units (UO).

Remember that you will only be able to create specific bústies until you reach the quota of bústies assigned to your entity.

6. How do you create o remove a bústia?

To create a bústia:

1. Access a l'Manager's space from Administration settings > EACAT Procedures
2. He/She directs the B-te a section.
3. Press the Create button and assign a name to it.

If you later want to change the name, select the bústia i click a l'icon ... > Edit name

To delete a bústia:

1. Access a l'Manager's space from Administration settings > EACAT Procedures
2. Directs-te a the Bústies section
3. Select a particular búsite
4. Press Remove bústia a the “...” icon

Keep in mind that deleting a bústia has important implications, as it involves disconnecting the associated users from the services. i Furthermore, once deleted, the previous information cannot be recovered.

Remember that the global bústia cannot be deleted.

7. How do you add users to i and assign services to them?

You can add users i assign services a a bústia in two ways: individually o by importing a file.

To add users a a bústia individually:

1. Access a l'Manager's space from Administration settings > EACAT Procedures > Bústies
2. Select the bústia a to which you want to add users.
3. Select Users account_circle .
4. Search for l'user by name i last names.
5. Enable l'switch for l'user.

Repeat this process for each user you want to add to the database.

To assign services a to a bústia individually:

1. Access a l'Manager's space from Administration settings > EACAT Procedures > Bústies
2. Select the bústia a to which you want to assign the services.
3. Select Services i expands the information of the specific bústia so that you can better visualize the services i the different filters.
4. Search for the service by title.
5. Activate l'service switch.

Repeat this process for each service you want to assign to the bústia.

L'option to import users i services is more recommended for a bústies with a large number of users i/o services. T'we explain how to do-it in point 8.

8. Can you import users i services?

Importing users from a a database can be very useful for your organization, especially if the database has a large volume of users.

There are two key situations to consider: importing a global repository , where you only need to import users, as this repository automatically contains all services; importing a specific repository , where you need to import both users and the required services.

To import users a into a bústia , follow these steps:

1. Access a Administration settings > EACAT Procedures > Bústies
2. Select the bústia where you want to import the users.
3. Press the ... icon > Import users
4. Select one of the files: Users o Users s ense adjunto . Decide which one you want to use:
   • Users , an empty template named users-mailbox-example.csv is downloaded, to fill in the Name of each user with l'Identifier i.
   • Unassigned users , a template of name users-mailbox-available.csv is downloaded with all the users who are not a the bústia; for a each user we have l'Identifier (NIF o NIE) i the Name (name i surnames).
5. Download the corresponding template.
6. Prepare one of the templates. Only CSV files separated by semicolons (;) are allowed. Remember to leave the first line unchanged, with the default field names.
7. Upload l'prepared file with the import data i you will automatically see them in the list of bústies.
8. Review the import summary to make sure-that everything uploaded correctly.

To import services a a bústia that you have created, follow these steps:

1. Access a Administration settings > EACAT Procedures > Bústies
2. Select the bústia where you want to import the Services
3. Press the icon ... > Import services
4. Select one of the files: Services o Services s ense assignar . Decide which one you want to use:
   • Services , an empty template named services-mailbox-example.csv is downloaded, to fill in with the service_code i N om_service-
   • Unassigned services , a template named services-mailbox-available.csv is downloaded with all the services that are not a in the bústia; for a each service we have the Service_code (functional code), Service_name (service title), Service_topic i Service_subtopic .
5. Download the corresponding template.
6. Prepare one of the templates. Only CSV files separated by semicolons (;) are allowed. Remember to leave the first line unchanged, with the default field names.
7. Upload l'prepared file with the import data i you will automatically see them in the list of bústies.
8. Review the import summary to make sure-that everything uploaded correctly.

9. How can you export-your users iservices?

You can download-the list of users o the list of services a Administration settings > EACAT Procedures > Bústies section > select a specific bústie > icon ... > Export users o Export services in a .csv file.

Select the desired bústia iexport the list of users oservices it contains, previously applying-the filters you need.

L'.csv file has the name users-mailbox-XX.csv o services-mailbox-XX.csv.

Fields of l'user file of the bústia:

• Id, which is the l'identification of the l'user within EACAT.
• Identifier, what is the úuser's personal identification number.
• Name, which is the name of l'user.

Fields of l'services file of the bústia:

• Service_code, which is the service identification code.
• Service_name, which is the title of the service.
• Service_topic, thematic area within which the service falls.
• Subtheme_service, subtheme areas into which a topic is divided.

• Open an Excel sheet.
• Place the cursor a the first cell.
• From the menu, select Data > Get Data > From File > From Text/CSV .
• Search your computer for i and select l'.csv file.
• Press the Import button.
• A screen will appear with all the data of l'file. Press the Load button.

10. How can you export the list of bústies from your entity?

You can download the list of bústies from Administration settings > EACAT Procedures > Bústies section > ... icon > Export bústies to a .csv file. First select the filters you need to narrow the list.

L'file will be named busties.csv i will contain the following fields:

• Id, is l'identification of the bústi within EACAT.
• Name of the bústia.
• Users, is the núnumber of users that are within each bústia.
• Services, is the number of services found within each bústia.
• Id_unitat_organizativa, is the únumber identifying the organizational unit that exists in each bústia.
• Organizational_unit_name, which is the name of the organizational unit in each bústia.

11. How can you organize your entity in bústies?

L'organization of l'entity in bústies is optional i can be activated o deactivated from General > Bústies > activating l'switch Use bústies a l'entity

While this proposal may be useful, it is worth considering whether there is another organization that might work better for a your entity.

To know where you are starting from in the classic EACAT, we have created a list where you will find the users, services and promoters. You can access it by going to the Configuration / Users section / download the Users/Services/Promoter list. We think it can help you to know which bústies you need to create in the new EACAT and also when distributing the users and services in the different bústies created.

Use case

You have decided to organize l'access to EACAT services. Procedures in bústies to straighten l'entity i so that users do not view all services.

1. Considering your quota of 30 bústies, we suggest you create bústies based on a thematic llogic. Create 18 bústies , one for a each topic in which EACAT Tràmits categorizes its services. Find this information a in the <a href="https://www.aoc.cat/wp-content/uploads/2020/01/relacio-temessubtemes.pdf" target="_blank" rel="noopener noreferrer">List of Topics i subtopics in which the specific services of the EACAT Services Catalog can be categorized These bústies are:
   • Culture
   • Economy
   • Education i training
   • Emergencies. Security
   • Sports, leisure i leisure
   • Housing
   • Indústria i energy
   • Justice
   • Language i communication
   • Environment
   • Mobility i transport
   • Research i innovation
   • Health
   • Social services
   • Society, citizenship i families
   • Territory i landscape. Urban planning
   • Work
   • Tourism
2. If, due to the characteristics of your entity's processing volume, you need more than 18 thematic bústies, it is advisable to break down the bústies with the highest processing volume into sub-thematic bústies. For example, if the Culture bústie needs subdivision, replace it with the Culture sub-themes in which the EACAT Tràmits services are categorized, thus increasing the total number of bústies a 27 :
   • Culture - Performing arts
   • Culture - Archives
   • Culture - Libraries
   • Culture - Cinema i audiovisuals
   • Culture - Popular culture
   • Culture - Letters
   • Culture - Historical memory
   • Culture - Museums
   • Culture - Música
   • Culture - Cultural heritage
3. It is necessary to create a bústia for the generic services of EACAT Tràmits. This bústia l'we call Generic i is necessary so that the users in charge can redirect the generic requests a l'appropriate user. With this, you will have a total of 28 bústia , including-thematic, sub-thematic i the generic.
   
4. You can create another bústia for the services that you think will never be used in your entity. We will call this bústia lDiscarded i and you will place all the services that you will possibly never process, either because all i can-process them will not be used o or because you are not the recipient of them. This means that you have greatly reduced the number of services a to distribute among the thematic, sub-thematic i generic bústias that you have created.
   
   To find out if a service has ever been processed o no , you can select l' Export processing volume option from the icon ... i the list of services with its processing volume will be downloaded (for now, this list offers you a list of all services on 06/24/2024). In l' file services-processing-XX.csv ., which will be downloaded, there is a field that informs precisely about this. Being a very large list, prepare'l for a the subsequent import a the bústia Discarded.

   Find related information at:

   <a href="https://suport-eacat.aoc.cat/hc/ca/articles/18698499601181-EGT-How-t-exportes-la-lista-de-servicees-de-la-teva-entity-d-EACAT-Tr%C3%A0mits"> EGT – How do you export the list of services of your entity within EACAT Tràmits?

5. Continue adding services a the rest of the bústies. You can consult the general list of services, which you can download a the "..." icon, where there are all the services categorized by a thematic area i subthematic. This will help you a make l'assignment of services in each of the bústies that we have proposed to you. Previously, a download-the list, apply-the filters that you deem appropriate.
   
6. A the bústia Global , which was created automatically, you will find all the services i no users. Therefore, you need to add users with specific positions (secretaries, auditors i secretaries-auditors) who need full access to the services. Make sure to also include-other users who require full access.
   
7. In the other sub-thematic bústies, assign the users who need access to the specific services of each area. It is not necessary to add users from the global bústie, since they have access to all services.
   
8. Once the 29 thematic/subthematic bústies, Generic i Discarded with the Global bústia, you have a total of 30 bústies .
   • Culture - Performing arts
   • Culture - Archives
   • Culture - Libraries
   • Culture - Cinema i audiovisuals
   • Culture - Popular culture
   • Culture - Letters
   • Culture - Historical memory
   • Culture - Museums
   • Culture - Música
   • Culture - Cultural heritage
   • Economy
   • Education i training
   • Emergencies. Security
   • Sports, leisure i leisure
   • Housing
   • Indústria i energy
   • Justice
   • Language i communication
   • Environment
   • Mobility i transport
   • Research i innovation
   • Health
   • Social services
   • Society, citizenship i families
   • Territory i landscape. Urban planning
   • Work
   • Tourism
   • Generic
   • Global

9. Use the Services section to consult services without a bústia assigned (Bústia filter) i assign-the a appropriate bústias.
   
   Remember that your organization has a thematic scope lsubthematic. You can consult the services a in the section of the same name i using the l' Without bústia option of the Bústia drop-down filter to view the services that do not yet have bústia assigned. Add these services a to the corresponding bústia. Select the visibility icon on the service you want to assign, where you will find l'thematic scope i subthematic of each service, which will help you a decide in which bústia to assign-them. To do this:

   • Go to a Services i select the service
   • Access a subsection Bústies
   • Search for the topic o subtopic where the service is located
   • Assign l by activating the lswitch of the bústia

   

10. When a new user joins, add -or a the corresponding bústia according to the tasks they will have to perform:
    • Go to a Bústies i select the bústia
    • Search l'user
    • Add-to a the búwas activating l'switch