Welcome to Lesson 12 of the self-guided onboarding program!
If you do not see this module or features discussed in this article in your eCompliance instance and are interested in adding them, please contact your Customer Success Manager or shared email: firstname.lastname@example.org
Lesson 12 - Companies Module Setup & Workflow Video
Watch the below video on the eCompliance companies module. Detailed instructions follow the video.
By the end of this lesson, you will learn how to:
- Add & organize Subcontractors, Suppliers, and Clients in the system
- Determine access & distribute your account's content based on Subcontractors, Suppliers, etc
The Companies module, denoted by the building icon on the left menu is where you can create a Subcontractor, Supplier, or Client. Click on the Create Company button to create your first company.
The company profile creator allows for the attachment of the company logo and captures both company details for organization & company address. Not all fields are mandatory to fill out. For a further breakdown of the fields, please reference this support article.
The Site Memberships section works similarly to creating an employee, add the sites from your site tree that you would want this company to have access to.
Reminder: Site membership to a site also gives access to any subsites under that site.
To mass upload/change companies, you can use the Import/Export Companies feature.
Click on the Export All Companies button to download a template to fill out according to the instructions listed in Step 2 of the import.
Tip: You can create new companies through the import by adding a company name that doesn't exist in the system yet to the company field on the import template.
Adding Users to Companies
All employee profiles have a Company field where managers can enter the company that these employees work with. For customers that do not have the Companies Module enabled this is a plain text field to enter the company name.
When the Companies module is enabled, the Company field is moved to the top of the employee profile, whether you are editing an existing employee or creating a new employee. The field is a company lookup that will display all existing companies in the Company Module for you to link the employee to.
The Type field will display what type of company it is (subcontractor, client, etc.)
Tip: The Company field allows you to create companies on the fly as well in the event the company doesn't exist yet.
Reminder: The Employee Import template has a column called Company that can be used to mass assign companies to your employees.
Enabling the Companies Module
To save time and avoid losing data, upon enabling the Companies Module:
- Companies in the Company field on the employee profile will be turned into company profiles
- Employees will automatically be added to these companies and listed as subcontractors
Tip: Before having the Companies Module enabled, please ensure the plain text Company field is reviewed on employee profiles so that they can be matched to the correct companies.
Distribution by Companies
The Companies Module gives you access to a field in courses, documents, & all three form templates. It will be called Course Distribution, Document Access, or Form Access depending on where you are accessing it from.
The field is a dropdown with the following options:
- Everyone - All employees and all contractors
- Employees at your organization only (All employees excluding those connected to companies)
- Subcontractors (All employees connected to a company)
- Specific companies only (Employees under specific companies)
- All employees and specific companies only (All employees and employees under specific companies)
Selecting these options when creating courses, uploading documents, or configuring form templates will give you greater flexibility in determining content access which creates focused reporting.
This wraps up lesson 12 on the Companies Module. This lesson walked through the setup of companies, linking employees to created companies, and distributing content based on employees vs. companies.
Top 3 key takeaways from this lesson are:
- Utilize site membership when creating companies to narrow a companies access in your site tree
- You can create companies on the fly if they don't exist when adding an employee
- The access or distribution field will allow you to further configure access to your forms, documents, and courses
Homework: Before proceeding to the next lesson please complete the following:
- Create company profiles for the companies that will be working with you and accessing your account
- Connect employees to the correct companies through the employee module