Organizations
Written by Michelle Henley
Updated at October 3rd, 2024
Table of Contents
Organization Data within Master Data Management
The Organizations tile within Master Data Management allows Admins with the Master Data Admin privilege to do the following:
- View and edit Organizations already in the system.
- Add Organizations
- Inactivate/ Reactivate Organizations already in the system.
- Block/Unblock Organizations already in the system.
Note: Depending on your organization's specifications during our onboarding process the wording of tiles may vary. The instructions below are meant as a general guideline only.
To access Organizations, first click on Admin in the left navigation bar and then the Master Data Management tile.
Next, click the Organizations icon.
Viewing or Editing Organizations
To view or edit an Organization click the Name of the Organization you want to view or edit. The next screen that opens will show all of the information entered for the selected Organization.
To edit the Organization's information within the Details Screen, click the Edit button. Click here for a full list of fields within Master Data → Organizations.
Next, enter or edit the information you want to change and click Save and Close.
Inactive/Blocked Organizations
In some cases, a customer may choose to inactivate or block an Organization from being used in the system.
Inactive & Blocked FAQ
What's the difference between Inactive and Blocked?
Inactive and blocked are effectively the same thing. Inactivating a user, third-party, or organization prevents those entities from being used in a request. Blocking users, third-parties, or organization also marks that record as inactive.
Organizations can be blocked from master data or within a Third-Party Due Diligence request by an approver who is rejecting the request. Blocking from within the request will automatically update master data. All other actions to inactivate or block individuals, third-parties, or other must be done from User Management or Master Data Management.
What happens when a user is inactivated or blocked?
Employees
Inactivating and/or blocking employees will prevent the employee from being able to log into the system. Additionally, inactive employees cannot be used by active users in requests. (i.e. inactive employees cannot be selected as approvers, reassigned as an approver, reassigned as a submitter, reassigned tasks, or be added as collaborators (approver or editor).
Third-Party Contacts
Inactivating Third-Party Contacts within Master Data Management → Individuals will prevent that party from being selected as a Third-Party contact from the Full Name field within Third-Party Due Diligence requests. They will also not be able to be assigned tasks. If a Third-Party is inactive, it will appear in the drop down menu but is grayed out and cannot be selected. When the name is hovered over a text bubble will also appear to indicate the party is inactive.
HCP/GO & Other
HCP's coming from Veeva or Reltio will need to be blocked or inactivated from Veeva or Reltio if they have not been used in a previous request. Once an HCP/GO is used in a request and added to master data, the HCP/GO can be either inactivated or blocked. The inactive or blocked HCP will appear in the drop down menu but is grayed out and cannot be selected. When the name is hovered over a text bubble will also appear to indicate the party is blocked or inactive.
Organizations
Once an organization is inactivated or blocked, the selected organization can no longer be used in a Third-Party Management request. The selected organization will not be removed from the system, but will be grayed out so it can no longer be selected while creating a new request.
How do I inactivate or block an Organization?
Inactivating an Organization through Master Data Management
The Active/Inactive toggle is located within the Organizations tile within Master Data Management.
Master Data Admins can inactive/activate organizations by entering Master Data Management and clicking the toggle next to the organization's name. The system will display a pop-up bubble to confirm your action. Once Yes is clicked, the organization will be changed to inactive or vice versa.
Blocking an Organization through Master Data Management
The block/unblock button is located within Master Data Management → Organizations. First click on the organization you want to block, then click Edit.
Next, click Block Organization. (Note: If the organization is already blocked the button will show as Unblock Organization.)
Next, a popup will ask to confirm that you want to block the selected organization.
Once an organization is blocked, the selected organization can no longer be used in requests. The selected organization will not be removed from the system, but will be grayed out so it can no longer be selected while creating a new request.
Blocking an Organization through a Request
(Note: Unblocking an organization can only be done through master data. See instructions above.)
An approver can also block an organization directly through a Third-Party Due Diligence request. The approver must first click Reject Request.
Next, enter comments into the Reject Request pop-up window and click Block Third Party.
The organization will now be blocked in master data. Once an organization is blocked, the selected organization can no longer be used in requests. The selected organization will not be removed from the system, but will be grayed out so it can no longer be selected while creating a new request.
How do I inactivate or block an Individual?
The Active/Inactive toggle is located under User Management within the Access Management tile and within the Individuals tile within Master Data Management.
Master Data Admins or User Admins can inactive/activate users by entering either Master Data Management or User Manager and clicking the toggle next to the user's name. The system will display a pop-up bubble to confirm your action. Once Yes is clicked, the user will be changed to inactive or vice versa.
Blocking a user is the same as inactivating the user. If a user, third-party, or other user is blocked the active/inactive toggle will be moved to inactive status.
To block an individual, first click the the Name of the user you wish to block. From the user's profile, click Edit.
Next, click Block Individual. (Note: If the individual is already blocked the button will show as Unblock Individual.)
A popup will ask to confirm that you want to block the selected individual.
The individual will now be blocked and inactivated in master data.
Reactivating a Blocked User
If a party or organization is blocked, in order to unblock them the user must unblock AND mark the active/inactive toggle back to active.
Adding Organizations
To add an Organization click the Add Organization button in the top right corner.
Note: Once an Organization is added, the added organization can now be used in requests.
After filling information about the Organization that you are adding to the system, click Add Organization at the bottom of the form.
The system will ask you to Confirm your action and save the information into the system. Clicking Cancel will return you to the form and the information will not be saved in the system.
Click, Confirm to com complete the action.
