In this step, you set up groups to match your organization and assign members. Follow the steps below in order.
- Understand how groups work
- Create groups (to match your organizational hierarchy)
- Add users and assign them to groups
- Set up an approval workflow
What is a group?
Groups are organizational units (such as departments, sections, or projects). Depending on which groups a user belongs to, the following three things are determined.
- Which folders (SOPs) they can access
- Which approval workflow is used when an SOP is issued
- The unit for managing the Skill Map (skill details and level definitions)
In this step, set up groups to match your organizational and project structure.
Difference between a team and a group
A team is the contract unit and corresponds to your entire company (there is only one team in Dive). Units that organize the users within the team by department, section, or project are called groups.
Think of it this way: team = company, group = "department" or "section" within the company. Groups can be arranged in a hierarchy (for example, Manufacturing Department → Manufacturing Section 2), and one user can belong to multiple groups.
Apart from groups, you can also register your company's departments and positions as roster items. Departments and positions are used to display, sort, and filter the roster and Skill Map. Which SOPs people can see and how they are approved are determined by groups (Register Department / Position (roster department, position, Furigana, and HR fields)).
Access restriction and groups
Who can see an SOP is determined by the access restriction set on the folder that contains it. In the folder's [Access Restriction Settings], select [Apply filter] and specify the groups to show. Folders without a filter can be viewed by everyone in the team except Guests.
Dive specification (initial state)
- People in a lower group are treated as members of the higher group. For example, people in Section 1 can also view folders filtered by the Manufacturing Department.
- Simply belonging to a higher group does not allow access to folders filtered by a lower group. For example, people in the Manufacturing Department cannot view folders filtered by Section 1.
- A filter on a parent folder also applies to the folders inside it. People who cannot open the parent folder cannot open the folders inside it either.
- Owners and Team Administrators can view all folders regardless of filters.
If you want to do the following
- To let people in a higher department see folders for lower departments: in Owner Functions, go to [Business rules] → [Folder view scope], and turn on [Allow viewing folders for groups below the user's group].
- To keep people in a lower department from seeing SOPs from a higher department: turn on [Do not show SOPs in folders filtered by a higher group to people in lower groups] in the same field.
- To show folders exactly according to the organization chart: turn on both of the two options above. For the steps, see Set SOP visibility to follow the department hierarchy.
- To show folders to members of a project that spans departments: create a group such as "Improvement Project," add the members to it, and filter the folders by that group. One person can belong to multiple groups.
- To also show folders to a specific person: add that person to the group the folders are filtered by.
Start by creating groups that match your current organizational hierarchy, then add groups that span departments when you need them. This makes groups easier to manage.
Let's set up groups
- Click the person icon (User management) in the sidebar.
2. Click [Group management].
3. Click [+ Create first group].
4. Enter a group name and click [Add].
5. The group has been set up! (In this example, we created the "Manufacturing Department" group.)
Next, create subgroups to define the hierarchy. Click the [...] on the right that appears when you hover over the group you created.
6. Click [Add subgroup].
7. Enter a group name and click [Add].
8. The subgroup has been created, and the hierarchy is defined! (In this example: Manufacturing Department → Manufacturing Section 2)
Finally, click [Save].
9. Group creation is complete!
Add users as group members
- While we're at it, let's add the users you already have to a group. Click the group you want to add users to (in this example, Manufacturing Section 2). The panel on the right will then show the information for Manufacturing Section 2. There is no one in it yet.
- Click [Add member].
- Click [Select users to add], select the target users, and click [Add].
-
Users have been added as group members!
Add new users
Add the members who will use Dive as users to set up the usage environment. There are two ways to add users: "Invite by email" and "Issue email-free account." If you need to register many people at once, you can also use bulk import from Excel.
Detailed steps for adding users (invitations, issuing email-free accounts, and bulk import from Excel) are in the following article.
After adding users, assign them to each group in the same way as described in "Add users as group members" above.
Set up an approval workflow
Finally, set up an approval workflow if needed. Once an approval workflow is set up, the designated approvers must approve when an SOP is issued or revised.
You can create as many approval workflows as you need for each purpose: company-wide workflows that everyone on the team can select, and group approval workflows that only members of that group can select. To set them up, select "Company-wide (team)" or the target group in the target bar at the top of this screen (User management), and then configure them from [Approval workflow]. Even teams that have not created any groups can use company-wide approval workflows.
For details on how to configure approval workflows, see Approval workflow.
Well done! Your group setup is now complete ◎
As you expand your use of Dive or your company's organizational structure changes, come back here and review your settings! The next step is the last one.
Next step > Step 6: Improve SOPs with feedback from the field