Configuring company organizational structure

BMC HR Case Management is set up for a single company; it cannot be used in a multitenant environment. The company name is set during BMC HR Case Management installation and cannot be deleted or modified after installation. You can view the company name in the System Settings > Foundation > Company.  

You need to define your company organization structure to map all employees in the company against different groups. Adding employees to different groups define the employees' permissions for cases, solutions, and tasks.

The following topics describe the company organizational details that you need to create:

Overview of the company organizational structure

The following diagram shows the organizational structure of a company and how it is related to sites and people groups. 

Company structure

As the figure shows, you can create multiple data groups for your company. A single data group can be associated with multiple sites, but a single site can be associated with a single data group.

An organization can be associated with multiple sites, but only a single organization can be associated with one company site. Sites are not always associated with organizations.

You might need to add multiple sites and site regions if your company has multiple offices located in different cities or countries.

Consider that a company has offices located in two countries: the United States and Germany. The company has three offices in the United States—one each in Washington DC, Los Angeles, and New York—and three offices in Germany—one in Frankfurt and two in Berlin. You need to create six sites representing the physical location of your company.


 To add an organization

  1. In the System Settings console, navigate to Foundation > Organizations.
  2. Click New.
  3. In the Add Organization dialog box, enter the following information:

    Add organization and departments

    1. In the Organization Name field, enter a unique name of the organization.
    2. In the Organization Type field, enter a type of the organization.
    3. (Optional) In the Description field, enter responsibilities of the organization.
  4. Click Save & Close.

To add a department to an organization

  1. In the System Settings console, navigate to Foundation > Organizations.
  2. Select an organization from the list, and click Modify.
  3. In the Department Details section, click New.
  4. In the Add Department dialog box, enter the following information:
    1. In the Department Name field, enter the name of the department.
    2. (Optional) In the Description field, enter responsibilities of the department.
  5. Click Save & Close.
    You do not need to complete Organization Name and Organization Type fields since these values are inherited from Organization structure.

To add a company site

  1. In the System Settings console, navigate to Locations > Sites.
  2. Click New.

  3. Complete the mandatory fields in the Site Details section:
    1. In the Site Name field, enter a name for the site.
    2. From the Data Group list, select a group.
    3. If the site's locations adjusts their clocks for daylight savings time, select the DST check box.


      You can select categorization tiers and region tiers for the selected data group only if they are added in the System Settings console, Application Settings > Categories and Regions. For details, see Configuring categorization tiers.

      You can filter categorization tier and region tier by drilling down from the top-level filter to bottom-level filters.

      Each data group can be associated with only one site.

  4. (Optional) In the  Categorization section, select the desired categorization tiers, organization name, and department name.
  5. (Optional) In the Location section,  select the desired region tiers, longitude, and latitude. 
  6. Click Save & Close

Where to go from here

Adding groups and roles

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  1. Veeral Oza

    Is there a way to bulk upload all the foundation data?

    Jun 29, 2016 06:22
    1. Catherine Siderine

      Hi Veeral,

      Thanks for your question. I will check with the person who maintains this content, and we'll update the documentation as needed.



      Jun 30, 2016 06:35
    1. Olga Kutetska

      Hi Veeral,


      No, there is no option to upload the foundation data in bulk. You need to create the configuration data manually. 

      Jul 04, 2016 03:52
  2. Gene Manuel

    Is there any additional documentation or recommendations on how to use Data Groups? We are working with a multi-national company that needs to segregate data for different regions. Would Data Groups be the right approach? Specifically the need to make sure that users in one data group can't see data (Cases, Tasks, etc) in another data group. If a user in both groups they should be able to see both.

    Jun 27, 2018 08:19
  3. Olga Kutetska

    Hello, Gene!

    We do not have any other documentation that describes usage of data groups. Yes, adding data groups and associating them with sites (as shown in the figure on this page) is the right approach. 

    Yes, the following statements are correct:

    • Users in one data group cannot see data from anther data group.
    • If a user is  in both groups, they can see data associated with both data groups.
    Jul 02, 2018 07:13