Your team will have at least one member with additional local administrator permissions for KnowledgeShare (“LKS admins”) and these enable them to edit and maintain your Organisations page.
On starting your subscription with us, your manager will have provided us with information on the following:
- Organisations: Trusts, local councils, charities etc that your LKS provides services to
- Departments: Service or team names within those Organisations
- Divisions: Service groups within larger Organisations (Paediatrics, Cancer Services etc)
- Geographic Locations: Services and teams will operate from one or more sites (addresses) at different geographic locations (places)
Organisations tend to evolve over time, so it is good practice for your local administrator(s) to periodically check and update the information in these lists. Accurate information makes profile creation much easier for your team and is important to the statistics that KnowledgeShare generates, as well as aspects of its functions, such as newsletter distribution, skills session restrictions, etc.
Accessing your organisation page
Click on the Admin tab and select Manage Organisations, and then on the name of the organisation to be amended. Scroll down to see your lists of Departments and Divisions, and the Geographic Locations and Sites that they occupy.
(Note: If you do not have LKS Admin permissions, you will get a message denying access; Please refer this to your local administrator)
JUMP TO;
Departments
Adding a department
It is good practice to first check that you are not potentially duplicating an existing department (Consider alternative names and acronyms that it may have erroneously been added under, and check that it has not been moved into the wrong division, if these are used)
To add a department, go to the appropriate division and select “Add new department” under the list of existing departments.
This will take you to a screen that directs you to create a name for the new department.
Please observe the following formatting conventions:
- Capitalise the first letters
- Avoid names that do not describe function (e.g. “Bluebell Ward” instead should be “Acute Admissions”, though this can be appended: e.g. “Acute Admissions (Bluebell Ward)”
- Avoid acronyms only – Use the full title and place acronyms at the end in brackets (e.g. “Emergency Ambulatory Care (EAC)”
Points 2 and 3 are particularly important to avoid duplication within the organisation lists.
Create your department using these conventions and then click “Save”. It will now appear under the division that you created it under.
Editing a department
To edit a department, click on the relevant department title and amend within the yellow box, then click “Save” at the bottom of the screen.
Please observe the following formatting conventions:
- Capitalise the first letters
- Avoid names that do not describe function (e.g. “Bluebell Ward” instead should be “Acute Admissions”, though this can be appended: e.g. “Acute Admissions (Bluebell Ward)”
- Avoid acronyms only – Use the full title and place acronyms at the end in brackets (e.g. “Emergency Ambulatory Care (EAC)”
Points 2 and 3 are particularly important to avoid duplication within the organisation lists.
Moving a department
To move a department, first click on the department title and check that existing members within it will be in the correct place once the department has been moved. If this is not the case, edit their profiles accordingly.
Then, click on “Move” next to the department name.
You will then be asked to confirm the organisation and the division (if used) that you would like to place this department in (Checking your organisation structure before doing this is helpful)
Finally, click “Save”.
Deleting a department
If you wish to delete a Department, you will first need to relocate any members attached to it before you click the “delete” button and remove it.
You will see a list titled "Members in this department" under the name of the department
Click on each member’s name, which is linked directly to their profile, and update the Department field to an alternative department and then click "Save".
If they are no longer an active member, you may also choose to unassign them from your library service.
Once all members have been removed from this department, you can click “delete”.
Divisions
What are divisions?
Divisions are only seen on the Organisations page. These are groupings of departments that are connected in the structure of larger organisations, such as Paediatrics, Forensic Secure Services etc. They are utilised in the statistical reports we provide your teams to provide a more detailed overview of your library user population.
Not all organisations are large enough to merit this. Terms such as DEPARTMENTS or SERVICES can be used for a single division to list all departments underneath in this case.
Adding divisions
To add a new division, first check that there is no potential duplicate within the existing structure. Then scroll down to the very bottom of the division and departments list. You will find an “Add New Division” button there.
This will open a text field to name the new division (Complete in capitals)
After clicking “Save”, your new division will appear alphabetically within your list of divisions for this organisation.
Editing and deleting divisions
# To
To edit a division, click on the relevant division title and amend within the yellow box (use capitals). Then click “Save” at the bottom of the screen.
To delete a division, you will first need to relocate the departments that sit underneath it to other divisions. Once this is done, click “Delete”.
What is the “Unknown” division?
Departments that have been created without a division will be placed here by the system. Local administrators should tidy up this section when periodically checking the Organisation Lists for errors, typos, duplicates and defunct departments.
They may either be a hastily added duplicate, in which case, the members profile needs to be moved to the pre-existing department and the duplicate deleted, or this is a new department that has not been allocated a place in the divisions structure, and this department should be moved under the relevant division.
Sites and Geographic Locations
What are Sites and Geographic Locations for?
Some organisations cover a range of geographic locations and services may have teams at different sites across a wide area. The system has been designed to capture different geographic locations (towns, cities etc) and the sites (addresses) within those areas (For small organisations, a single site can be recorded under a single geographic location)
Sites are incorporated into member profiles from the Primary Location drop-down menu and are particularly useful to helping library staff allocate members to the right assigned librarian.
Geographic Locations, on the other hand, only appear in statistical reports for your library service and provide more detailed information, particularly for those LKS services covering a wide area.
As organisations change over time, these geographic locations and sites may change, so it is good practice for your local LKS administrator to periodically review these.
Adding a site
Each Geographic Location has one Site or more listed beneath it. At the bottom of each list, there is an “Add New Site” link. At the appropriate Geographic Location, click on this link.
In this screen, the Site name is the only mandatory field. Add this name in full with appropriate capitalisation.
You are also invited to complete the address. (This will appear to members on their profile landing page). Then, click “Save”
Edit a Site
On the relevant organisation page, scroll down to the to the lists at the bottom and go to the Geographic Locations list.
Click on the Site that you wish to edit or delete:
To edit, update the appropriate fields. Then, click “Save”.
Delete a Site
If you wish to delete a site, you will first need to relocate any members attached to this Site before you click the “delete” button and remove it.
You will see a list titled "Members in this site" below the buttons:
Click on each member’s name, which is linked directly to their profile, and update the "Primary Location" field to an alternative Site and then click "Save".
If they are no longer an active member, you may also choose to unassign them from your library service.
Once all members have been removed from this Site, you can click “delete”.
Move a Site
To move a site to a different Geographic Location within an Organisation, click on the [Move] button next to the site you want to relocate.
You will be presented with the following screen:
You must confirm both the Organisation and the subsequent Geographic Location that you want the Site address to sit within, and then click “Save”.
Note: If you move a Site into another Organisation entirely and there are members profiles associated with the Site, KnowledgeShare will check you want to move these members (If the alternative organisation has been selected in error, click “Cancel”)
Select either “Move members to new organisation” or “Leave members in existing organisation”. Affected members are then listed individually with options for the existing divisions and corresponding departments within the relevant organisation to select and save.
Adding a geographic location
Scroll to the very bottom of the Geographic Locations list:
The final link in this list is “Add New Geographic Location”:
Enter this location name in capitals (e.g. CHICHESTER). Then, click “Save”.
The list of geographic locations is organised alphabetically. Scroll to your new location and add in the Site addresses as required.
Edit a geographic location
Under the Geographic Locations list, select the location that needs to be updated or removed.
In the following box update the location name and click "Save".
Delete a geographic location
If you wish to delete a geographic location, you will first need to consider the Sites attached to this location.
If your LKS is removing a location, it is probable that this is due to a change in your service provision. In this case it is advisable to contact the KnowledgeShare team so that we can support the transfer of members in this location to another LKS, if one is available.
What is an “Unknown” geographic location?
On the "Add Member" page the list of sites can be added to the Primary Location field by typing in a location name not on the list. These locations are added under the ‘Unknown’ geographic location.
These can then be checked and moved to the appropriate geographic location.
Please check that the location is correctly spelt and that it is capitalised appropriately. Also check that this is not a duplicate of another pre-existing location. (If so, locate any attached members to one of the Sites and delete the one that is no longer required)
Checking for Unknown locations should form part of your local administrators periodic checks.
Video demonstration
To see a quick demonstration on managing organisations, please see our video (6 mins)
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