View and Manage Organizations

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Project > Settings drop-down > System Settings > Provisioning > Organizations

Requires System-level Organizations - View permissions to view the information, Add/Edit permissions to manage aspects of an Organization, and Delete permissions to delete an Organization

System Users in a role with the appropriate System-level permissions can view and manage Organizations. By default, all System roles can view the information. By default, a System Administrator and System Manager have permissions to add and manage members of an Organization, but only a System Administrator has permissions by default to delete an Organization. For information about System-level permissions, see View and Manage System Role-Based Permissions.

From the Organizations screen, System Users with the appropriate permissions can do the following:

  • Add an Organization.
  • Calculate Storage for all Organizations.
  • Download a .csv that serves as a manifest for all Organizations, regardless of the storage calculation state.
  • Monitor the status of Organizations.
  • Enable or disable all Projects in a selected Organization.
  • Add/Remove Members of an Organization.
  • Delete an Organization (by default, System Administrators only).

Organization List

The columns in the summary display information about the various Organizations, as follows:

  • Organization Name – The name of the Organization. You can filter this column by entering a name or partial name in the filter box, or by clicking the filter icon to display a drop-down list from which you can select a value.
  • Storage Used – The amount of storage used by the Organization (for example, 80 GB).

    Note: Storage for data used by Organizations is selected and managed by Digital Reef and the IT Administrator; for more information, see View and Manage System Storage.

  • Date Last Calculated – The last time the Organization's storage was calculated (as reflected in the Storage Used field); indicates that the storage has never been calculated.
  • Date Created – The date and time the Organization was created. You can filter this column for a specific date/time range by clicking the filter box to display the date/time picker, which you can use to select one of the following ranges; when you have made your selection, click Apply.
    • Create a custom date/time range by selecting an On/after date (default Time 00:00) and an On/before date (default Time 23:59). If you have set a date on one calendar, you can use one of the arrows in between to set it on the other.
    • Select one of the preset date ranges: Today, Yesterday, Last 24 hours, Last 7 days, or Last 30 days.
  • Date Last Accessed – The most recent date and time a user accessed a Project in the Organization for the purpose of searching, ingesting, or exporting data. You can filter this column for a specific date/time range by clicking the filter box to display the date/time picker; see the description of Date Created above. If an Organization has never been accessed, this column is empty.
  • Created by – The user who created the Organization. This field is new as of release 5.4.3.0 and is not populated for Organizations created in earlier releases.
  • Status – The current status of the Organization (for example, Available or Delete Pending). Note that you cannot add or remove members from an Organization that is in a Delete Pending state.

Note: You can drag columns to the left or right to reorder them. You can also right-click any column title to reset all filters or choose which columns to display.

Organization Options

Two buttons at the top enable you to create an Organization or calculate storage, as follows:

  • New Organization – Enables a System User with the appropriate permissions to add an Organization.

  • Calculate Storage – Calculates all storage usage for the listed Organizations. This can take some time; to calculate for a specific Organization, use the Storage screen (Settings > Organization Settings).

For a selected Organization, right-click the Organization or click the ellipses at the far right to see a menu with the following options (actions for which you do not have permissions are unavailable).

  • Enable All Projects – Administratively enables all Projects in the Organization at a time to make the Projects available to users (thereby enabling a user to select and open a given Project in that Organization).
  • Disable All Projects – Administratively disables all Projects in the Organization at a time. Once all Projects for an Organization are in this state, a System User with the appropriate permissions can enable all Projects for the Organization again. (A user will not be able to open any administratively Disabled Project; the user must wait for all of the Organization's Projects to be re-enabled.)

    Note: In general, the Enable and Disable actions affect all of the Projects in an Organization. However, Projects that have the state IMPORT_FAILED, IMPORTING, DELETE_REQUEST_PENDING, or DELETE_PENDING are not affected by these functions and remain in those states.

  • Add/Remove Members – For a selected Organization that is in the Available state, enables a System User with appropriate permissions to control the members of the Organization. This operation is not available for an Organization in a Delete Pending state.
  • Delete Organization – Enables a System User with appropriate permissions to request permanent deletion of a selected Organization. You will see a confirmation popup dialog (in which you click OK to confirm the delete request, or click Cancel to cancel the operation). While the deletion is in progress, the state will be pending deletion.
  • Download a .csv Organizations manifest – The Download button at the right end of the paging controls downloads a .csv file with a record for each Organization in the unfiltered list, regardless of the storage calculation state. If an Organization has had its storage calculated, the entry in the .csv will identify the path and size for each type of Organization storage—document storage and the three index storage folders, including indexes, search results, and miscellaneous data—as well as the Total Usage. Last Calculated will either identify when the storage was last calculated, or Not Calculated if the storage has not been calculated; if the latter, the size and total usage fields are blank.