This article covers People > Org chart. The chart is department-based: the Top Management card is at the top, and below it the departments with their managers and employees. Everyone with Viewing an Organizational Chart can see the chart; users with Adding an Organization Chart (usually HR) edit it.
Three things are set by hand on the chart: the people in Top Management, each department's Upper department and the department's Managers. The Employees list on a department card fills itself: employees whose active position record is in that department are listed (Assigning position and manager).
Before you start
Your departments must be defined on the Organization Management screen. Without departments the screen says "There are no departments yet. You can add departments on the Organization Management page." (Setting up branches, departments and positions).
Employees should have active position records; they are placed on the department cards from this record.
Step by step
In the left menu, go to People > Org chart. If you have Adding an Organization Chart, you can edit the chart; without it the pencil and menu icons are hidden and the chart is view-only.
If the chart has not been set up yet, the bar "The department chart has not been set up yet. You can create a starting suggestion from your former organization chart." appears at the top. Click Apply and confirm to get top management, department managers and upper departments suggested from your former person-based chart. The suggestion replaces your current chart settings; you can change each of them afterwards.
To choose the people shown at the top of the chart (e.g. the general manager), click the pencil icon on the Top Management card, select the people and click Save.
To place a department under another one, open the three-dot menu at the top right of the department card and select Change upper department. Pick the department in Upper department and click Save. If you leave it empty, the department appears directly under top management.
To choose the department's managers, select Edit managers in the same menu. Select one or more people in Managers and click Save.
Click a person to open their profile summary. When the employee list is long, use "+… more" at the bottom of the card to see everyone and Show less to shorten it again.
Drag to move around the chart; zoom with Ctrl (⌘ on a Mac) and the mouse wheel or with the buttons in the corner of the chart, and use Fit to screen or Reset to 100%.
To download the chart, click Export and choose PNG or PDF.
If you can edit the chart, the Export menu shows Create chart with AI after a divider, with the cost of the action next to it (e.g. "1 credit"). The window that opens lists what is sent to the AI: department and branch names, position (job title) names and the current upper department and manager relations; only active employees of the branches you can see are used. Names are not sent (people go as temporary codes, names are added back on our server), and neither are identity numbers, salaries or contact details. Choose Most people shown per department, Chart language and Layout (Vertical tree or Horizontal) and click Create.
The draft is drawn in about half a minute. Solid lines are existing relations, dashed lines are AI suggestions; a person suggested for a department without a manager carries the Suggested badge. Suggestions and reasons gives a short reason for each suggestion. Save the draft with Download PNG or Download PDF; for a new draft click Create again and confirm (it uses credit again).
Result
The chart is updated and everyone allowed to see it sees the new version. Each user only sees the departments and employees of the branches they are responsible for.
Managers on the chart are only shown on the chart; approval processes keep using the Manager field of the employee's active position record.
Create chart with AI only prepares a draft; your chart and organization data do not change. To apply a suggestion, edit the chart with the steps above. Credit is spent only when a draft is created.
Delete Chart removes the upper department links, the department managers and top management. Departments and employees are not deleted; the chart goes back to its empty starting state.
Common problems
Symptom: Saving an upper department shows "A department cannot be placed under one of its own sub-departments."
Cause: The upper department you chose is below this department; the link would create a loop.
Solution: First change the upper department of the lower department, or choose a different upper department.
Symptom: An employee is missing from the chart or shows in the wrong department.
Cause: Employees are placed from the department of their active position record. Without a position record, with a record in another department or when the employee is deactivated, they do not show on the card.
Solution: Check the employee's position record (Assigning position and manager).
Symptom: The department manager on the chart differs from the manager in approval processes.
Cause: Department managers are chosen for the chart only. Approval processes use the Manager field of the employee's position record.
Solution: To change the approver, update the manager on the position record; for the chart, use Edit managers.
Symptom: The starting suggestion bar does not appear.
Cause: The chart has already been set up, or there is no former person-based chart to build a suggestion from.
Solution: Choose top management, upper departments and managers by hand.
Symptom: The AI window says "Not enough credit".
Cause: The company's digital credit does not cover the cost of the action; nothing was started.
Solution: Click Digital credits, top up and try again.
Symptom: "The chart could not be created right now" appears.
Cause: The AI did not answer or its answer could not be used. No credit was spent.
Solution: Click Try again.
Symptom: Create chart with AI is missing from the Export menu.
Cause: The option is shown only to users with Adding an Organization Chart; the action uses the company's credit.
Symptom: Organization Chart is missing from the menu.
Cause: The menu is shown only in the web view and with Viewing an Organizational Chart.