Import Organizational Structure Guide

BizRun has already imported your organization, or company’s people. Now you can import your organization’s hierarchical structure (or company’s organizational structure), using the Import Organizational Structure tool. You can access this tool via the Import Org Structure button, which looks like this:

ImportOrgStructure_Button

The Import Organizational Structure tool is an alternative to building the entire structure using the BizRun interface.

Background Information

Click here to go directly to the Import Organizational Structure steps.

The already completed import of your organization includes the following information for each person in your company:

  1. First and last name
  2. Photo*
  3. Email address
  4. “Org” name*
  5. Position title*
*If included in the person’s Google Apps for Work profile

You can find all of your company’s people in the Action Panel portion of the interface, specifically the LaunchPad.

LaunchPad, in the Action Panel portion of the interface

BizRun provides the following two options for building your company’s “starting” organizational structure:

  1. Use the BizRun interface to drag and drop one or more employee(s) at a time from the LaunchPad into the Organizational View.
  2. Use the Import Organizational Structure tool to define the structure in a comma-separated values (CSV) file template then upload the template to BizRun. To define the structure, the tool utilizes three pieces of information for each person, plus the email address for each person’s supervisor. This option is especially helpful for larger companies.

Below are your steps for the option 2 described above. If you arrived at this web page via the Import Org Structure button, notice the steps below correspond with those in the dialog box which launched when you clicked the button.

Dialog box that launched with click of Import Org Structure button

Import Organizational Structure Steps

1. Download BizRun’s CSV organizational structure template:

If you haven’t downloaded it already and you arrived at this page via the Import Org Structure button, return to the tab displaying the dialog box that launched when you clicked the button and click the link in step 1 to download the template. Leave both the tab and dialog box open so you can return to them in step 3.

If you arrived at this page another way, click here to open BizRun in a new tab. Click the Import Org Structure button to launch the dialog box, then click the link in step 1 to download the template. Leave both the new tab and dialog box open so you can return to them in step 3.

For help with downloading the file using Chrome, visit the Google article Download a file on Chrome.

2. Refer to the following steps for completing the CSV template with your company’s data:

a.  Open the CSV template file you downloaded in Step 1. For example, open the file from the Google Chrome “downloads bar” or Windows Explorer Downloads folder.

Google Chrome “downloads bar”
CSV template file in Google Chrome
Windows Explorer Downloads folder
CSV template file in Windows Explorer Downloads folder

If installed locally, Microsoft Excel is associated with the CSV file. In this case when you double-click on the file or right-click and choose Open, Excel launches by default to display it. Here’s an example of how the file looks in Excel, before resizing any of its columns:

Dialog box that launched with click of Import Org Structure button

b.  Save the file as an Excel document, Google Sheet or another compatible spreadsheet application file.

Here’s an example of how the file looks after it’s uploaded to Google Drive and opened with Sheets, before resizing any of its columns:

CSV template file in Google Sheets

c.  Resize the columns to make their contents legible and review their headings.

Here’s an example of how the file looks in Google Sheets, after resizing its columns:

CSV template file in Google Sheets, columns resized

Do you notice that column A contains an email address for each person in your company? (Click here to view the CSV file example in a new tab.) In the column heading, the text Pos ID refers to a unique number assigned to an empty position.

Take a look at column B. The heading OrgName refers to the person’s immediate “org”, such as a department.

In column C, the heading PositionName refers to the person’s position title.

And in column D, SupervisorsEmail refers to the email address for each person’s supervisor. As in column A, the text Pos ID refers to a placeholder number.

d.  Complete the template. Recall that when you deployed BizRun and imported your organization, the initial profile node (named “New Position”) was empty. This node was a placeholder for the top position in your organizational structure. If you didn’t fill this node before downloading the CSV template file, you’ll see in the top cell of column A that Pos ID “1” represents the node.

i.   If applicable, replace Pos ID “1” in column A with the email address for the person who should be at the top of your organizational structure.

Note: The email address associated with the top node must belong to an imported employee (who appeared in column A of your originally downloaded template). To associate a new, “post-import” employee with the top node, add a new position using the BizRun interface (as described in option 1 above) after completing the template and uploading to BizRun your revised CSV file.

If you filled this node before downloading the template, does your company have open positions elsewhere?

ii.  Also in column A, assign a subsequent unique Pos ID to each open position. Either continuing from number “1” (if used in the top cell) or beginning with number “1,” assign a subsequent unique Pos ID to any open position by entering it in the appropriate cell. Here’s an example of how the template looks with the email address for the top person placed in the top cell (highlighted) and open positions assigned unique Pos IDs:

CSV template file in Google Sheets, columns resized, cells filled

Have a lot of employees and too many open positions? Designate a series of Pos IDs for each “org” in your company (such as 100‒199 for Finance, 200‒299 for Marketing, 300‒399 for Customer Service, etc.) and ask the leader of each “org” to assign the Pos IDs to the respective position(s).

iii.  In column B, enter any missing “org” names (names of employees’ immediate departments or teams).

iv.  In Column C, enter any missing position titles.

v.   If applicable, replace the pre-populated Pos ID “1” in column D with the email address for the person who should be at the top of your organizational structure. If you completed step i. above for the top cell in column A, replace the top cell in column D with the same person’s email address. This represents that the person in the top position of your organizational structure “self-reports.”

vi.  Also in column D, enter any missing email addresses of supervisors or their respective Pos IDs. If the supervisor position is unfilled, transfer to the appropriate cell in column D the Pos ID assigned to the supervisor in column A.

e.   Convert the completed template file back to CSV format. After the template is complete, save the file as CSV format.

Note: If you edit the template in Google Sheets then download it from the open sheet as CSV (File > Download as > Comma-separated values), in the File name field of the Windows Save As modal Google attempts to duplicate the Sheets filename, adding a series of spaces and characters. Before clicking Save we recommend you remove this duplicative text from the File name field, including the “.csv” characters.

3. Upload the completed CSV file to import your company’s organizational structure:

Return to your tab with the Import Org Structure dialog box open, then click the link in step 3 to upload the CSV file and import your structure.

After the import is finished BizRun refreshes with your company’s built organizational structure, displayed in the Organizational View. You can see your company’s entire organization by finding the top person, either using the search field or manually. To expand the entire structure, either select the person’s name from the search list or click the plus sign beneath the person’s profile.

Notice the LaunchPad is now empty? This is because all of your company’s people have been assigned to positions and moved into the Organizational View. The Directory also reflects this information, updated with the “org” names, position titles and supervisors designated in the CSV file.

Congratulations! You’ve built your company’s organizational structure!

Note: Before activating your organization, use the Import Organizational Structure tool as many times as you want to build your company’s starting organizational structure. Once satisfied with the starting structure, a company typically “activates” its organization by clicking the Enable Approval Workflow button, which looks like this:

EnableApprovalWorkflow_Button

After clicking this button, changes to the organization will trigger approval workflows and associated tasks. Remember that once approval workflow is enabled the Import Org Structure button disappears and the tool is no longer available. If your structure isn’t quite right, don’t worry! You can change it using the BizRun interface, per option 1 in the Background Information section above.