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 in the summary. 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 date and time on which the storage was last calculated for an Organization, in the format YYYY-MM-DD HH:mm:ss (for example, 2023-09-05 14:30:31), or Never if the storage has never been calculated. You can optionally sort by this column.
  • Date Created – The Organization creation date and time. This will report Today with the HH:mm:ss values, or Yesterday with the HH:mm:ss values, or the full timestamp otherwise in the format YYYY-MM-DD HH:mm:ss (for example, 2023-09-06 16:35:36). You can optionally sort by this column.

    Note: The last accessed time for an Organization is the most recent last accessed time of a Project within the Organization, thus if the latter is updated, the former is as well.

  • 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.

Custom Combination Drop-down Filtering for Organization Name

The Organization Name column supports a Custom Combination Filter box with a drop-down option. The icon indicates that this type of filtering is available. This Custom box enables you to either filter for information that contains the characters you type in the Filter box and then optionally make a selection, or you can click in the box or click the filter icon to use the drop-down to scan and then select from a list of possible values for the column. For example, if you type org1 in the box for the Organization column, you will filter by all Organizations that contain org1. If you want to see information for only a specific Organization, you can then select just that Organization from the list.

For any applied filter or selection, you can then clear the filter or selection by removing the text from the box or by clicking the that appears at the far right of the Filter box. Clearing a filter or selection restores the list to its original 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.

For multi-page lists, you can select a page to display. The Page Control bar on the screen (the bottom of any list) shows a range and enables you to enter the page number in the box or use the appropriate arrows to navigate. Note that you must hit the Enter key after typing a page number in the box for the change to take effect. Each page displays 100 documents.

The following sample paging area is from only one page of entries. The navigation arrows are available when you have multi-page lists.

You can also click to refresh (reload) the Organizations list. A Loading spinner will appear to indicate that the screen is being refreshed.

— Downloads a .csv (OrganizationsManifest.csv) that serves as a complete manifest for all Organizations in the summary. The .csv will contains all Organizations, 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.