Introduction

Orthogramic Team Management provides comprehensive instructions for managing your team within the Orthogramic application. Effective team management is crucial for streamlining operations, ensuring proper role assignment, and maintaining organized user management.

It also covers the critical impact of member deletion, with more details available in the Effect of Deletion section. Additionally, the page addresses the regulatory and user rights surrounding data removal, as detailed in the Right to Be Forgotten section.

By following the instructions in this guide, administrators and team leaders can efficiently manage their teams within Orthogramic. Proper user and role management is essential for maintaining an organized and effective team structure, ensuring that all members are aligned with the organization's goals and operations.

Team Management

Open

Creating a New User

General

1. Select Settings > Team to navigate to the User Management section from the main dashboard.

2. Click on the "Add new user" button to open the user creation form.

3. Fill in User Details:

   • First Name: Required field for entering the user’s first name.

   • Last Name: Required field for entering the user’s last name.

   • Email: The email address used for account creation and notifications.

   • Username: Custom field allowing the assignment of a unique username for system access.

   • Office Phone: Optional field to enter the user’s office phone number.

   • Mobile Phone: Optional field for the user's mobile phone contact.

   • Timezone: The user’s timezone

   • Language: The user’s language

   • Status: Indicates if the user account is active or inactive.

   • List items per page: The numbed of list items displayed on each page.

   • Admin team member: If the user is an Admin team, this will be displayed here. Only Admins can update this setting.

4.  

Open

Notifications

These are the email notifications users can choose to receive:

• Document comments: Comments have been added to a document you added.

• Review complete on my Document: Review has been completed.

These are the email notifications users with document review and approval rights can choose to receive:

• New Document added: A document has been submitted for your review.

• Request for approval of Document: The document has been reviewed and is now ready for your approval.

• Approval or rejection of Document I reviewed: The document has been approved or rejected.

• Weekly team comments digest: A weekly digest of review and approval comments

Send occasional marketing emails:

Unsubscribing:

Organization

These are the Organization profile settings:

• User Type: Dropdown to define the type of user (e.g., Strategist).

• Role: Selects the user's role within the organization to determine access permissions.

• Organization unit: Assigns a specific business unit within the organization.

These settings can only be edited by Admins and Data Compliance Admins

• Reviewer: Review changes added by others.

• Approver: Approve changes by others.

Save User

Click the “Add user” button to create the new user. The user will receive an email to complete the registration process.

Deleting a User

1. Locate the User: Use the search function to find the user you want to delete.

2. Open Delete Modal: Click on the "Delete" button next to the user's name.

3. Confirm Deletion: Confirm the action by clicking "Delete" in the confirmation modal. The user will be permanently removed from the system.

Effect of user deletion

In Orthogramic, when a user is deleted, their individual access is removed, but organization data associated with their account is not deleted. This ensures the continuity and integrity of the organization’s business architecture, even if individual users leave or are removed from the system.

Key Points:

• Deleting a user only removes their access to Orthogramic.

• All data contributed by the user, such as documents, domain data, and business architecture analysis, remains within the system.

• The organization's data continues to be available to other users within the organization who have access permissions.

Compliance with GDPR – Right to Be Forgotten

Orthogramic enables organizations to effectively respond to Right to Be Forgotten requests from former employees, contractors, or stakeholders, in compliance with the General Data Protection Regulation (GDPR). This functionality ensures that organizations can remove personal data of ex-staff or stakeholders while maintaining the integrity of the organization's business architecture.

How Orthogramic Supports GDPR-Compliant Deletion of Personal Data:

1. Deletion process
   If an ex-staff member or stakeholder requests to exercise their right to be forgotten, Admins and User Admins, can delete the user by navigating to Settings > General Team and deleting the user.

2. Validation
   Orthogramic ensures that each request is carefully validated. We confirm the identity of the individual making the request, and validate their eligibility under GDPR to avoid unauthorized or accidental deletions.

3. Data Removal
   Once the user deletion is completed:

   • User-specific data associated with the ex-staff or stakeholder, such as login information and identifiable profile data, is erased.

   • Any documents or files containing personally identifiable information (PII) related to the individual will be flagged for removal.

   • Logs, audits, and backups will also be reviewed, and all personal data related to the individual will be deleted in line with GDPR guidelines.

4. Organizational Data Integrity:
   Orthogramic ensures that only personal data directly related to the individual is deleted, while organization-related business architecture data remains intact. This preserves the organizational knowledge and documents not related to personal identifiers while fulfilling the individual's request.

5. Confirmation of Deletion:
   Once all required personal data has been deleted, Orthogramic will send a confirmation to the organization, ensuring they have the documentation to confirm GDPR compliance.

6. Important Note:
   This process is irreversible, and once the personal data has been removed, it cannot be restored.