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The Ringtail Organizations feature enables system administrators to manage multiple entities within a single Ringtail portal. Within Ringtail, the word "organization" refers to a single entity with its own administrators, users, and cases.
An organization can be a provider, a client, or a standalone organization.
●A provider organization can have one or more child organizations called clients. A provider and its clients are said to be linked.
●Client organizations cannot have clients of their own.
●An organization cannot be both a provider and a client.
●A standalone organization has no clients and has not been designated as a provider. It can potentially become either a provider or a client.
Organizations are managed on the Portal Management Organizations page.
When organizations security is not enabled, only system administrators can access Organizations.
In general, when organizations security is enabled:
●Portal administrators who are members of a provider organization can access the Organizations feature.
●Portal administrators can manage only the cases and users associated with their organization or linked client organizations.
●Users can be assigned to only the cases associated with one of their organizations.
Note: For a summary of how organizations security affects portal access for each Ringtail user category, see Portal security table.
Use the following procedure to enable organizations security.
1.On the Portal Home page, under Portal Management, click Settings.
2.On the Portal Options page, select Enable organizations security.
On the Organizations page, administrators can view the number of cases, users, file repositories, and servers assigned to organizations, and add or delete organizations.
Unless organizations security is enabled, only system administrators can access the Organizations page. The items that appear in the list on the Organizations page for portal administrators will vary depending on portal administrator membership, if any, in provider or client organizations.
Use the following procedure to view organizations.
1.On the Portal Home page, under Portal Management, click Organizations.
2.To view linked client organizations, click the plus sign next to a provider organization.
Add an organization as a top-level, or provider, organization, or as a client linked to a provider organization. You can also add a standalone organization that is neither a provider nor a client.
Use the following procedure to add an organization.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click Add.
3.In the Add an organization dialog box, type the Name of the organization, and if necessary, specify the organization as a provider or client organization.
oIf you define an organization as a provider by selecting Enable organization as a provider, you can assign other organizations to it as clients.
oIf you add an organization as a client, select the provider from the Assign as a client of provider list.
Note: An organization cannot be both a client and provider.
4.To relate organizations to other assets, add an optional Account number.
5.To run the case finalization script after creating, cloning, or connecting to a case for this organization, select Use case finalization. For this option to be available, case finalization must be configured. For more information, see Case Finalization.
Note: If this organization is a client and its provider has case finalization enabled, this option is selected by default but can be cleared.
6.Click Save.
7.To delete an organization, select the organization on the Organizations page and click Delete.
The delete operation removes the user and case links from the organization, but does not remove the users and cases from Ringtail.
Note: You cannot delete a provider organization with linked client organizations.
Use the following procedure to edit organization properties.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.On the Properties page, you can edit the Name and other information:
oTo make a client organization a standalone organization, select None from the Client of provider list. To make the organization a provider, select Enable organization as a provider.
Note: When you change the provider or client status, be aware that other users, including portal administrators, may no longer have access to cases in the organization.
oSelect an IP address rule set from the Default IP address rule list to assign the rule set to any new cases created for the organization. If organizations security is on, all IP address rule sets assigned to the organization appear in the list. If organizations security is not on, all existing IP address rule sets appear in the list. For more information, see IP Address Rules.
oWhen a valid Account number is present, select Name cases automatically using the account number to add the account number and case number as a prefix for case names. The case numbers start with C001, or the next sequential number, if this scheme is already in use. The case number is not reused if a case is deleted. Ringtail automatically names new cases created in this provider organization or its client organizations with a prefix of the account number, followed by the sequential case number, followed by the new case name. For example, the name of the first case added for the organization with the account number HNN64 might be HNN64C001_NewCase.
If the organization is a client, and an account number exists for the provider, Inherited from provider appears ion the Account number field. You can add a different number and make the names for the client cases independent from the provider organization case names.
You can also edit an existing Account number for either the provider or client organizations from the Properties page.
oTo run the case finalization script after creating, cloning, or connecting to a case for this organization, select Use case finalization. For this option to be available, case finalization must be enabled and configured. For more information, see Case Finalization.
4.Click Save.
Assign or unassign cases to an organization on the Cases page. You can assign a case to only one organization.
Note: Only system administrators can assign and unassign cases from this page.
Use the following procedure to assign or unassign cases for an organization.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.In the navigation pane, click Cases.
4.Click Assign cases.
5.To assign cases to an organization:
a.Select cases from the list.
For portal administrators, assigning a case unassigns it from its current organization and assigns it to the new organization. System administrators can only assign cases that are not assigned to another organization.
b.Click Save.
6.To unassign cases from an organization:
a.Select the cases.
b.Click Unassign cases.
Warning: Users in the organization who are assigned to this case will no longer be able to access this case.
c.Click OK.
Assign or unassign users to an organization on the Users page. Portal administrators can be associated with only one organization. Portal users can be associated with multiple organizations. When organization security is enabled, users may only be assigned to cases that are assigned to one of their organizations.
Note: Portal administrators are not able to unassign a user from an organization if it is the only organization to which the user is assigned. Unassigning users does not affect their association with other organizations.
Use the following procedure to assign or unassign users for an organization.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.In the navigation pane, click Users.
4.Click Assign users.
5.To assign users to an organization:
a.Select users from the list.
The Organizations column displays the first organization, alphabetically, that this user is already assigned to.
b.To view a list of organizations to which this user is assigned, hover over the number to the right of the Organizations column.
c.Click Save.
6.To unassign users from an organization:
a.Select the users.
b.Click Unassign users.
c.Click OK.
File repositories can be assigned to multiple organizations. Administrators can control the allocated file repositories by organization. Portal administrators can create cases using only one of their organization’s assigned file repositories. If a portal administrator belongs to a provider organization, the administrator can choose from file repositories assigned to any one of the provider organization’s client organizations.
Assign or unassign file repositories on the File Repositories page.
Note: Portal administrators cannot unassign file repositories from their own provider organizations.
Use the following procedure to assign or unassign file repositories.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.In the navigation pane, click File Repositories.
4.Click Assign repository.
5.To assign repositories:
a.Select file repositories from the list.
The Organizations column displays the first organization, alphabetically, that this file repository is assigned to.
b.To view a list of the organizations who can access this file repository, hover over the number to the right of the Organization column.
c.Click Save.
6.To unassign a file repository:
a.Select the file repository.
b.Click Unassign repository.
c.Click OK.
Servers can be assigned to multiple organizations. Administrators can control the allocated servers by organization. Portal administrators can create cases using only one of their organization’s assigned servers. If a portal administrator belongs to a provider organization, the administrator can choose from servers assigned to any one of the provider organization’s client organizations.
Assign or unassign servers on the Servers page.
Note: Portal administrators cannot unassign servers from their own provider organizations.
Use the following procedure to assign or unassign servers.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.In the navigation pane, click Servers.
4.Click Assign server.
5.To assign servers:
a.Select servers from the list.
The Organization column displays the first organization, alphabetically, that this server is assigned to.
b.To view a list of the organizations who can access this server, hover over the number to the right of the Organizations column.
c.Click Save.
6.To unassign a server:
a.Select the server.
b.Click Unassign server.
c.Click OK.
System administrators can apply indexing and content file settings individually for any organization. These settings override the existing portal default settings. Portal administrators can apply the settings for their organizations or their client organizations.
Use the following procedure to apply indexing and content file settings.
1.On the Portal Home page, under Portal Management, click Organizations.
2.On the Organizations page, click the name of an organization.
3.In the navigation pane, click one of the following:
oContent: File Type Rank
oIndexing: Options
oIndexing: Noise Words
oIndexing: Alpha Standard
oIndexing: Alpha Extended
The fields on each page are the same as the corresponding fields for the pages in Portal Management > Settings. For more information,, see Work with Settings.
Note: If you change the indexing and content file settings for an organization, the settings apply to newly created cases. Existing cases are not affected.
