Account > Hierarchies (Used in Reports) Levels | Nodes | Modify | Delete The "Hierarchies" account entity is used with users, clients and projects. It allows you to create hierarchical classification trees. You can assign users, clients and projects to various nodes at each level of a tree, and then use these in your reports. (See Drill-down Reports and Summary Reports.) For example, you could create a hierarchy that associates each user with an office location (or city). You could create three levels: City, Country, and Continent. At each level, you would have different nodes. At the City level, you could have Toronto, Montreal, New York, Boston, Tokyo, Paris, and so on. At the Country level you could then have USA, Canada, Japan, and France. At the Continent level, you could have North America, Asia, and Europe. Each city node will have a parent country node, and each country node will have a parent continent node (e.g. Toronto > Canada > North America). Assign each user to a city node, and they will also automatically be associated with the country and continent in question when you run drill-down reports on countries or continents. There is an option to require a hierarchy selection. Select a hierarchy, then click Edit. Check the boxes to “Show this hierarchy when editing objects of this type” and to “Require a hierarchy selection when editing objects of this type”. When creating or editing a user, project or client, a dropdown is presented at the bottom of the form for the required hierarchy, permitting assignment of the item to the appropriate node in the hierarchy. Account > Create a new hierarchy 1. Click on the Account tab. 2. Click on the "Create..." drop-down menu and select "hierarchy." 3. Enter an name for the hierarchy. 4. Select the type of hierarchy: Project or User. 5. Add any additional notes you wish to save. 6. If you want to be able to add particular users/clients/projects to nodes in this hierarchy directly from the "New/Edit User", "New/Edit Client" or "New/Edit Project" dialog boxes in the Account tab, enable the "Show this hierarchy when editing objects of this type" check box. 7. Click on "Save." The hierarchy will be saved. Now you can create hierarchical levels and nodes at each level. Levels The levels make up the hierarchy. Levels move from the general (topmost) to the specific. To create a level: 1. Click on the Account tab, and then on the "Hierarchies" link. 2. Click on name of the hierarchy for which you want to add levels, and then on the "Levels" link. 3. Select "Level" from the "Create..." drop-down list box. 4. Enter a name for the level, and then select a parent. Note: Each level except for the topmost level must have a parent. This means that you can only have one level in a hierarchy that does not have an assigned parent. If you do not select a parent for a level, the system will automatically place it as the topmost level (and it will become the parent of the previously topmost level). 5. Enter any notes about the level, if desired. 6. Click on "Save." Note: You cannot delete a level that is a parent of another level. Delete the bottom-most level first. You cannot delete a level that has associated nodes. Delete the nodes first. Nodes There can be multiple nodes at each level. You assign your users/projects to these nodes. You cannot create nodes until levels have been created for the hierarchy. To create a node: 1. Click on the Account tab, and then on the "Hierarchies" link. 2. Click on name of the hierarchy for which you want to add nodes, and then on the "Nodes" link. 3. Select "Node" from the "Create..." drop-down list box. 4. Enter a name for the node, select the level at which it belongs, and the appropriate parent node. Note: When you select a level from the "Level" drop-down list box, the page will refresh, in order to display the nodes belonging to the level above the one you have selected in the "Parent" drop-down list box. You must select a level. 5. Select the users/clients/projects that belong to this node from the "Available users/clients/projects" list, and click the "Add highlighted items>" button to move them to the "Selected users/projects" list. Note: Users/Clients/Projects can only belong to one node in each hierarchy. Assign a user/client/project to its most specific node. When you run reports, the user/client/project will automatically be "rolled up" into the more general parent nodes. For example, a user assigned the "Toronto" node at the "City" level automatically be rolled up to "Canada" and "North America." (Once you have assigned user/client/projects to nodes in your hierarchy, you can click on the "Users", "Clients" or "Projects" link in the hierarchy to see the list of assigned users/clients/projects and the nodes to which they belong.) 6. Click on "Save." Note: You cannot delete a node that is a parent of another node. Delete the "child" nodes first. Note: You cannot delete a node to which users/clients/projects have been assigned. You must first remove any assigned users/clients/projects from the "Selected users/clients/projects" list and save the node. Once you have done this, the next time you click on the node in the "Nodes" list, the "Edit hierarchy node" dialog box will have a "Delete" button. Account > Modify an existing hierarchy 1. Click on the Account tab. 2. Click on the "Hierarchies" link. 3. Click on the name of the hierarchy you want to edit. 4. Make your changes to the department: - Click on "Edit" to change the hierarchy name or edit the notes. - Click on the "Levels" link to add levels, and to modify or delete existing levels. - Click on the "Nodes" link to add nodes, and to modify, assign users/projects to, or delete existing nodes. 5. Remember to click on the "Save" button in each dialog box to which you have made changes. Account > Delete an existing hierarchy 1. Click on the "Account" tab. 2. Click on the "Hierarchies" link. 3. Click on the name of the hierarchy you want to delete. 4. You must delete all associated nodes and levels before you can delete the hierarchy itself. - Click on the "Nodes" link to un-assign users/projects from the nodes, and to delete these nodes. - Click on the "Levels" link to delete the levels. Delete the bottommost level first. 5. Once all nodes and levels have been deleted, click on the "Edit" link. 6. Click on the "Delete" button to permanently discard the hierarchy record.