Team

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

Creating a New User

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:

   • Full Name: Enter the first and last name of the user.

   • Email Address: Provide a valid email address.

   • Type: Select the appropriate type for the user from the dropdown menu.

   • Role: Select the appropriate role for the user from the dropdown menu.

   • Organisation unit: Choose the organisation unit the user belongs to.

   • Status: Set the user status (Active/Inactive).

4. Save User: Click the "Save" 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.