Managing hierarchy of an organization

Who can use this feature?

• Organization Administrator, Onboarding Manager, Customer Success Manager, Support
• Available for all packages

On this page: 

• About organizational hierarchy

• Display organization hierarchy and details

• Manage workspaces

  • Add a single workspace

  • Add workspaces in bulk

  • Edit, archive, or restore a workspace

• Manage digital assets

  • Add a digital asset

  • Edit, archive or restore a digital asset

  • Move a digital asset 

About organizational hierarchy

With adequate permissions, you can manage the composition and hierarchy of an existing organization. You can add a workspace, add a digital asset (single or in bulk), and manage the hierarchy (add, edit, archive, restore, or move an asset that has no data). 

A workspace must contain at least one digital asset.

Display organization hierarchy and details

You can expand or collapse an organizational tree, depending on the level you want to view. You can access the organization tree from the Level Access Admin portal or Level Access Platform. 

To  display the organizational tree (where you can view the hierarchy):

• From the Level Access Admin portal:

  1. Log in to the Admin portal. You must have the adequate administrative permissions.

  2. Select the organization you want to work with.

  3. From the three-dot Actions menu, select Management details. The Organization details page opens. The page is displayed. The organizational hierarchy is shown Organization pane. 

• From the Level Access Platform:

  1. Log in to the platform.

  2. Navigate to the organizational level.

  3. Under Manage, select Organization settings, and then Organization details. The page is displayed. The organizational hierarchy is shown Organization pane. 

To view the organization hierarchy (three levels):

1. Display the organization hierarchy.

2. Expand or collapse the hierarchy: 

   1. Organizational level: Select the root level (highest) to displays the organization details (shown on the right). The details include package usage. For example, Digital assets: 5/10 and AI Opt-out status.

   2. Workspace level: Expand the organization, and then select a workspace. You can see the workspace details and users on the right.

   3. Digital asset level: Expand a workspace, and then select a digital asset within the workspace. 

Manage workspaces

You can add, edit, archive or restore a workspace.

Add a single workspace 

 A workspace cannot be empty. You must add at least one digital asset to a new workspace.

1. Navigate to the organizational level. 

2. Under Manage, select Organization settings, and then select Organization details.

3. Select Add Workspace.

4. Under How many workspaces would you like to add?, select One workspace and digital asset. 

5. Enter the required information. For example, add the Workspace name and Workspace description.

6. Add a Digital asset to this workspace. Add the required digital asset details.  

7. Select Save. The workspace appears in the organizational tree.  

Add workspaces in bulk

You can add multiple workspaces at once. Use this method to set up a large organizational structure without entering data manually for each workspace. 

Workspaces cannot be empty. You must add at least one digital asset to each workspace. 

1. Navigate to the organizational level. 

2. Under Manage, select Organization settings, and then select Organization details.

3. Select Add Workspace.

4. Under How many workspaces would you like to add?, select Multiple workspaces and digital assets. 

5. Download and fill out the provided Excel template. 

6. Upload the completed Excel template. 

7. Select Add workspaces.

8. Select Save. The workspaces appear in the organizational tree.  

Edit, archive, or restore a workspace

1. Navigate to the organizational level. 

2. Under Manage, select Organization settings, and then select Organization details. 

3. Expand the organizational tree, and select the workspace. 

4. Perform the action of your choice: 

   1. To edit: Select Edit Workspace. Enter the Workspace name and Description. Select Save.  The workspace details are updated. 

   2. To archive: Under Actions, select Archive. To confirm the action, select Archive workspace.  Archived workspaces can be restored. 

   3. To restore: Toggle Display archived items above the organizational tree. Select the archived workspace you want to restore. Under Actions, select Restore

Manage digital assets

You can add, edit, archive or restore a digital asset.

Add a digital asset

Add a digital asset in one of the following ways: 

• Add a digital asset to an existing workspace
• Add a new workspace, and with it, add at least one digital asset

Note: The number of digital assets you can add is contractually limited and can't exceed the amount specified in your agreement with Level Access. If you reach this limit, you can contact us to update your contract.

To add a digital asset to an existing workspace:

1. Navigate to the organizational level. 

2. Under Manage, select Organization settings, and then select Organization details

3. Select Add digital asset. The Add digital asset modal is displayed.

4. From the Workspace menu, select a workspace that you want to add the asset to.

5. Select how many digital assets you’d like to add:  

   • One: 

     1. Under Digital asset details, add Digital asset name, Digital asset key, Type (Website, App, etc.), and Tags. If the Website type is selected, you must populate these fields: Default testing tool, URLs, and Does the digital asset have an Accessibility Statement (select Yes or No). 

     2. Toggle Monitoring, on or off. This defines whether the asset is monitored or not. Review and if needed modify Quick monitoring setup. 

   • Multiple: 

     1. Download the xlsx template (CSV template). Complete it offline. 

     2. Upload xlsx (completed template) to complete creation of multiple digital assets. 
        Note: The platform verifies the organization asset quota. If the limit is reached, you cannot create the asset. 

6. Select Save.

Edit, archive, or restore a digital asset

Digital assets can be edited, archived, or restored.  

To edit, archive, or restore a digital asset: 

1. Under Manage, select Organization settings, and then Organization details. The page is displayed. The organizational hierarchy is shown Organization pane. 

2. Expand the organizational tree, and select the asset.  

• To edit: Select Edit asset , select Update digital asset, and then edit the details. Select Update digital asset again.  

• To archive: Select Actions > Archive. The asset is hidden from the switcher but remains in archived state within the organization. Archived assets still count toward your organization's total digital asset limit.

• To restore: Toggle Display archived items above the organizational tree to see the asset, and then select Restore.

Move a  digital asset

You can move an asset to a different workspace if the asset has no scan history, no projects, and no monitoring.  

To move a digital asset: 

1. Expand the organizational tree, and then select the asset. 

2. From the three-dot Actions menu, select Move asset.

3. Select Asset location (destination workspace).

4. Select Move asset. Digital asset is moved.