Organization is at the top of the hierarchy that encapsulates Users, Projects—and consequently, the workflows within projects—associated with a specific company or a set of users. This allows the organization owner or admin to centrally manage all of its resources with ease.
Organization serves two purposes:
1. Manage all your organization resources and implement role-based access control for the users
2. Provide a centralized view of the organization credits usage and subscription plan
How Organization works with Built.io Flow
One organization is equal to one subscription plan. An organization can have multiple users with varying permissions (as defined in roles). The owner and the admin users of the organization can manage all the projects, workflows, and users of the organization from one administrative panel. They can manage projects, add/remove users, assign roles, and do a lot more with Organizations.
You can create a new organization by following the steps given below:
1. Log in to your ‘Built.io Flow’ account. Click on your profile photo, hover over ‘Organization’ from the list of menu items that appear, and click on the ‘New Organization’ option.
2. Provide a unique name for your organization and click ‘Next’.
3. This will take you to the ‘Plans’ page, where you need to select a plan (Premium or Custom) for your organization. It is important to note that an organization is different from your personal account and hence would need an individual plan.
Next, enter the billing details to purchase the plan, in the window that appears and click on ‘PAY & PROCEED’ button
On successful payment transaction, your organization is created and is ready to be set up. You can either start setting it up by clicking on the ‘Organization Settings’ link or can click on the ‘Organization’ link to go to your organization dashboard.
Setting Up Organization
You can manage the settings of your organization through the ‘Organization Settings’ page. To access this page, click on your Organization Profile and click on the ‘VIEW SETTINGS’ button. (Only the organization owner, billing manager, and admin can see the 'VIEW SETTINGS' button). You will be redirected to the 'Organization Settings' page. It has five main sections:
5. SINGLE SIGN-ON
This section lets you view and change the current plan of your organization.
From this section, you can view and edit the billing address and download the invoices associated with your organization.
You will notice two tabs on this page:
1. Billing Details: Lets you view the current billing details associated with your plan payment. You can modify these details by clicking the ‘EDIT’ button.
2. Invoices: Lets you view the invoice details of the plan payment. You can also download the detailed invoice by clicking on the ‘Download’ icon.
A role is set of permissions. When you assign a role to any user, the role’s permissions are assigned to the user. This menu lets you view the list of existing roles and create new roles for your organization. Only the organization owner and admin has access to this page.
Built.io Flow provides three default roles:
1. Admin - Can manage users, roles and projects in the organization. The owner of the organization is assigned this role by default.
2. Billing Manager - Can manage plans and payment information of your organization
3. Developer - Can manage all projects of your organization
Note: The default roles cannot be edited or deleted from an organization.
Creating Custom Roles in Organization
You can also create custom roles for your organization. To do so, click on the ‘+’ (Add) button given on the top-right hand side of the screen. A new ‘Add Role’ window will appear where you will be prompted to provide the following details:
Role Name: Provide a unique name for the role you wish to create
Description: Provide a short description for the role. This description will be displayed beside the role name in the Roles list.
Select Project: Specify the projects that are accessible under this role, by selecting the checkboxes given against the projects names. You can either locate the projects manually or can use the search box.
Note: The ‘default’ project will always be accessible to all the roles by default.
Once you have entered these details, click on the ‘DONE’ button. This will create a new role.
Editing or Deleting a Custom Role
You can also edit or delete a custom role. To do so, go to ‘Organization Profile > VIEW SETTINGS > Roles’.
You will see a list of existing roles associated with your organization. Locate the custom role you wish to edit/delete and click on the vertical ellipsis (three tiny dots) icon given against the custom role name. You will see two options: ‘Edit’ and ‘Delete’ using which you can modify the custom role or delete it.
In this section, you can view the existing users (along with the assigned roles) of the organization and invite new users. Only the organization owner and admin has access to this page.
Inviting User to Organization
You can invite new users (subscribed users as well as non-subscribed users) to your organization. To do so, click on the ‘+’ (Add) icon given at the top-right corner of the ‘Users’ screen.
A new window will appear, where you will need to specify the following details:
1. Email ID: Enter the email ID of the user you wish to invite to your organization. You can add multiple email IDs by using ‘Enter’, ‘Space’, or ‘Comma’ as separators.
2. Assign Roles: Select the role you want to assign to the specified users in your organization.
Once you have entered these details, click ‘Done’. Built.io Flow will send an email invitation to the specified users. When they accept the request and join your organization, the specified role will be automatically assigned to them.
Editing User Roles/Removing Users from Organization
You can also change the current role assigned to a specific user or can remove a user from an organization.
Click on the vertical ellipsis (three tiny dots) icon given against the name of the user. You will see two options in the drop down list that appears: ‘Edit’ and ‘Remove’.
If you click on the ‘Edit’ option, the ‘Edit User Role’ modal would appear where you can change the role of the specified user.
If you click on the ‘Remove’ button, the specified user will be removed from the organization.
5. SINGLE SIGN-ON
Single Sign-On (SSO) is a mechanism that allows users to authenticate using their SAML identity provider login credentials, and automatically log in to Built.io Fow. This menu lets you to enable SSO for your organization. Only the organization owner has access to this page.
Refer our detailed guide on SSO to learn more about it.
Understanding Organization Dashboard
Once you have created an organization, you can start creating projects and workflows in it through the organization dashboard.
The organization dashboard has three main sections:
3. Organization Profile
Projects are home for your workflows. They correspond to folders that you can use to organize workflows. By default all the organizations contain a ‘Default’ project. The default project cannot be deleted and its name cannot be edited.
You can create additional projects by clicking on the ‘Add New project’ card given at the left-hand side of the screen.
Provide a unique name for the project in the window that appears and click on ‘CREATE’. This will create a new project with the specified name and will automatically take you to the ‘Project Dashboard’ window.
Here, you can,
- View the list of existing workflows of your project
- Create custom workflows
- Import workflows from library
Refer our ‘Projects’ guide for more details.
The ‘Library’ tab contains several pre-configured workflows that you can add and readily use in projects of the organization. When you click on the ‘Library’ tab, you will get a list of services (along with icons).
These are tags that let you find relevant workflows. So, for instance, if you select ‘Trello’, you will be redirected to a page that contains all workflows that have Trello trigger/actions.
Refer our guide on Library to know more.
3. Organization Profile
Organization Profile icon lets you view and manage the settings of your current organization and provides a menus to access other important pages such as Globals, Audit Logs, Organization, Metrics, etc.
Credits: Displays the total number of credits consumed till date by the organization
VIEW SETTINGS: This button is visible to only Admins and Billing Managers of the organization. It takes you to the ‘Organization Settings’ window where you can configure and modify the settings of your organization.
Globals: Create, view and modify custom actions and edit the settings for Enterprise Gateway.
Product Updates: This section gives you all the latest updates about Built.io Flow Enterprise.
Activity Logs: View the log details for all the actions performed in your organization.
Audit Logs: This option is visible to only Admin and Billing Managers of the organization. View the log of all the actions associated with your organizations or projects you are associated with.
Metrics: Get a quick overview of the credits usage of your organization.
Organization: Create new organizations, navigate to existing organizations, and manage ownership of your organizations.
My Account: Access your personal Built.io Flow Enterprise account.
Sign Out: Sign out from Built.io Flow Enterprise.
You can also create new organizations, transfer the ownership of your organization, or can leave an organization, from the ‘Manage Organizations’ section. To do so, go to ‘Organization Profile > Organizations > Manage Organizations’. You will see a list containing names of the organizations owned by you and the organizations you are part of.
Transferring Ownership of an Organization
Follow the steps given below to transfer the ownership of your organization to another user:
1. From the list of organizations, locate the organization of which ownership you want to transfer, and click on the ‘TRANSFER’ button given against it.
2. A new window will appear, where you will be prompted to enter the email address of the user to whom you wish to transfer the ownership of the specified organization.
3. Once you have entered these details, click ‘Done’. This will send an email invitation to user to accept the ownership of the organization. Once he accepts the ownership, the organization will be transferred to that user.
Leave an organization
To leave an organization, follow the steps given below:
1. From the list of organizations, locate the organization you want to leave, and click on the ‘LEAVE’ button. In case you are the owner of the organization, you would need to transfer the ownership of the organization to another user, before leaving it.
Whenever you make changes to your workflow and save it, a new version of your workflow is created. Built.io Flow maintains all the versions of your workflow.
This allows your organization users to view the changes made by other users. You can also restore previous versions (i.e., make it the latest version).
The workflow versions maintain the timestamp and the name of the editor, i.e., when and by whom the workflow was edited.
View Version History
In an organization, only the user who has the right to edit the workflow can view, rename, and restore the versions of the workflow.
To view a previous version, go to the required workflow. Now, at the bottom-right corner of your workflow canvas, click on the 'clock' icon placed beside the 'Workflow Execution History' icon.
A new window will appear on your screen where you can see the list of all the previous versions with the timestamp and the name of the editor.
Rename Version History
To rename the version, hover on the version associated with the workflow that you want to rename, and click on the ‘edit’ icon. You can then rename the version as per your choice.
Restore Version History
From the list of versions that appear, click on a timestamp to restore an earlier version of the workflow, and click on the ‘Restore This Version’ link. This will restore the version of your workflow without changing the current configuration of the workflow.
Note: Every version that is restored is saved as a new version.
Multiple users of an organization can collaborate on a project or a workflow. ‘Presence’ allows users of your organization to view the list of other users currently accessing/viewing the workflow in real time.
While multiple users can view a particular workflow, only one user can edit a workflow at a time. While in the ‘Edit’ mode, a user can edit, save, share and execute the workflow. In the view mode, the editing functions are disabled, so the user can only view the workflow.
Edit mode allows only one user of an organization to edit the workflow at a time. The user in the edit mode can edit, save, submit, share, and execute the workflow.
To access a workflow with ‘Edit’ mode, hover on the workflow card within your project, and click on ‘Edit’ (of the two options: View and Edit).
The avatar of the user who is editing the workflow appears in the canvas header, next to the toggle button of your workflow. The user in the ‘Edit’ mode is represented by a blue circle on the user’s avatar.
View mode allows multiple users of an organization to view the workflow at the same time. In this mode, the ‘Action’ panel will be disabled, and the users will not be allowed to save, run, edit, share, or submit the workflow.
To access a workflow with ‘View’ mode, hover on the workflow card within your project, and click on ‘View’.
The avatar of the users who are viewing the workflow appears in the canvas header, next to the toggle button of your workflow. If multiple users are viewing the workflow, the avatar is represented by the number of users. Hover on the number to see the names and avatars of the users.
When the editor exits the workflow, the viewers in the workflow get a notification, asking if they want to access the workflow with Edit mode.