Compass - Nimbly Documentation

Department Details

5 min read

🏗️ Department Details & Creation

📌 Overview

The Department Details feature is the primary interface for creating and configuring new organizational departments. It provides a comprehensive form where administrators can define a department’s core properties, assign responsibilities for issue management, link it to specific sites and questionnaires, and establish sophisticated, multi-level escalation policies for unresolved [issues](../Issue Tracker/IssueTrackerOverview.md). This granular level of control is essential for structuring workflows, ensuring accountability, and automating issue resolution processes across the organization.

🎯 Purpose & Value

Department creation and configuration enables organizations to build a robust operational framework that automates workflow management and ensures accountability at every level.

Key benefits include:

  • 🔑 Unique Identification – Permanent system identifiers for stable references
  • 👤 Clear Accountability – Defined issue ownership and approval chains
  • 🏢 Site Integration – Link departments to physical locations
  • 📋 Questionnaire Mapping – Associate relevant audit forms
  • ⏰ Automated Escalation – Time-based issue routing up the chain
  • 🔄 Workflow Automation – Streamlined issue resolution processes

🚦 Current Status & Compatibility

  • Status: ✅ Fully Released
  • Platforms Supported:
    • 🖥️ Web (Admin Portal)

🔐 Access & [Permissions](../Settings/Access control/AccessControlOverview.md)

The Department Details feature is accessible to users with high-level administrative privileges:

  • System Administrators: Full access to create and configure all departments
  • Team Leaders: Permission to create departments within their scope

Access is typically granted through the main Admin or Manage sections by clicking “Add department” or editing existing departments.

⚙️ System Architecture & Workflow

The Department creation process follows a structured flow:

1. Access Creation Form → Navigate and open department form
2. Define Properties → Set name, description, email, unique key
3. Assign Personnel → Configure issue owners and approvers
4. Link Resources → Associate sites and questionnaires
5. Build Escalation → Create multi-tier notification chains
6. Validate & Save → System checks and confirmation

🧰 Key Components & Configuration

Add a new department

Add New Dept Navigation Add New Dept - 1 Add New Dept - 2

Editing an existing department

Edit Existing Dept

1. Department Information Section 📝

Core department properties configuration:

Basic Details

  • Name: User-facing department identifier (e.g., “MK Retail Inventory Department”)
  • Description: Optional functional explanation (e.g., “Tracking Inventory”)
  • Email: General contact address for department communications
  • Unique Key: Permanent alphanumeric identifier (e.g., “MKR927”)
    • Cannot contain special characters or spaces
    • Immutable after creation
    • Real-time uniqueness validation

2. Issue Assignment Configuration 👥

Define issue management workflow:

Issue Owner

  • Default responsible party for new [issues](../Issue Tracker/IssueTrackerOverview.md)
  • Dropdown selection from available users/roles
  • Initial point of accountability

Site Associations

  • Multi-select physical locations
  • Searchable dropdown interface
  • Scope department operations

Issue Approvers

  • Pool of authorized resolution approvers
  • Multi-select user assignment
  • Validation authority definition

3. Questionnaire Linking 📋

Connect relevant audit forms:

  • Multi-select questionnaire dropdown
  • Define operational context
  • Scope audit relevance
  • Filter available forms by department

4. Escalation Policy Builder 🔄

Multi-Level Structure

  • Level-1: First notification tier
    • Select initial responders
    • Base accountability layer
  • Additional Levels: Progressive escalation
    • Add via “Add another level” button
    • Configure per-level users
    • Remove with “Delete” link

Time-Based Triggers

  • Escalate after: Set delay per level
    • Options: Hours, days, custom
    • Automated progression
    • SLA enforcement

Configuration Rules

  • Must remove all users before deleting level
  • Last level has no escalation timer
  • Unlimited escalation tiers supported

🔁 Core Creation Workflow

🎥 Department Details Demo

Step-by-Step Department Creation

  1. Access the Feature

    • Navigate to Admin > Departments
    • Click Add department button
    • Form opens in new view

  2. Complete Department Information

    • Enter department name
    • Add optional description
    • Provide contact email
    • Generate unique key
    • Click Check to validate uniqueness

  3. Configure Issue Management

    • Select default issue owner from dropdown
    • Choose associated sites (multi-select)
    • Assign issue approvers pool
    • Define operational scope

  4. Link Questionnaires

  5. Build Escalation Policy

    • Add Level-1 users (base responders)
    • Set “Escalate after” timeframe
    • Click “Add another level” for tier 2
    • Configure additional levels as needed
    • Map to organizational hierarchy

  6. Save and Confirm

    • Review all configurations
    • Click Save button
    • Success notification appears
    • Redirect to department list

📊 Key Configuration Elements

Unique Key Management 🔑

  • Format: Alphanumeric only (e.g., “MKR927”, “INV001”)
  • Purpose: Permanent system reference
  • Validation: Real-time uniqueness check
  • Usage: API integrations, reporting, system references

Escalation Policy Design ⏰

  • Simple: Single level for basic workflows
  • Complex: Multiple tiers for critical operations
  • Flexible: Varying time delays per level
  • Automated: No manual intervention required

Resource Associations 🔗

  • Sites: Physical location scope
  • Questionnaires: Operational forms
  • Users: Personnel assignments
  • Groups: Future department bundling

🔗 System Integrations

Department configuration impacts multiple system areas:

  • [Issue Tracking](../Issue Tracker/IssueTrackerOverview.md): Drives automated workflows and routing
  • User Management: Personnel assignments and [permissions](../Settings/Access control/AccessControlOverview.md)
  • Site Management: Location-based operations
  • Questionnaire System: Form availability and relevance
  • Reporting: Department-based analytics and filtering
  • Mobile Apps: Field operation assignments

🚀 Implementation Checklist

Pre-Creation Phase ✅

  • Map department structure
  • Identify all personnel
  • List associated sites
  • Determine relevant questionnaires
  • Design escalation hierarchy
  • Define unique key format

Creation Phase 🏗️

  • Enter department information
  • Validate unique key
  • Assign issue owner
  • Link all sites
  • Select approvers
  • Associate questionnaires
  • Build escalation levels
  • Set time triggers

Post-Creation Phase 📋

  • Test issue routing
  • Verify escalations
  • Train department staff
  • Document procedures
  • Monitor initial operations
  • Refine as needed

💡 Pro Tips

  • Use department codes in unique keys for easy identification
  • Test escalation policies with dummy [issues](../Issue Tracker/IssueTrackerOverview.md) before go-live
  • Consider timezone differences when setting escalation times
  • Create a department template document for consistency
  • Review and update escalation policies quarterly
  • Keep escalation levels to 3-4 for optimal effectiveness

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