Permissions Required: Prompt Admin or System Admin


Add a new Department

To add a new Department, go to Admin -> Manage Organisations and select Add Department at the top right of the Department list.

(Note: Agency Admin permissions – Go to Admin -> Manage Organisations and click on organisation name to reveal departments, select Add Department at the top right of the Department list)

It will open the Create Department page where you will set up the following fields:

  • Department Name: Name of department, it is not possible to have two departments with the same name in an organisation
  • Status: Set the status of the department
    • General: This department is active and visible to all users
    • Hidden: Hide the department from all users in Prompt. It will only be accessible by Prompt Admins and System admins
    • Restricted: Restricted departments are hidden from all users that are not assigned to them in the User Profile page, it will hide its contents even from users from other organisations
    • Disabled: Disabling a department will not allow documents to be added or sections to be created.

Important: The department governs the status of all it's child sections. When a department is updated the updates will be reflected in all of it's sections.

  • Description: Brief text to add notes describing the department
  • Approval Process: Set the approval process for this department only. It won't reflect existing child sections but when a new section is created in this department, it will inherit the selected approval process.
  • Default Review Frequency: Set the default number of months the documents from this department will require a new review. This will not reflect existing child sections but when a new section is created in this department, it will inherit the default review frequency defined here.

Once completed select Submit.


Edit a Department

To edit an existing department, go to Admin -> Manage Organisations and select Edit next to the name of your department. 

This will open a new page where it is possible to change a department's name, update its status, update the description, change the approval process and change the default review frequency.

Important: The department governs the status of all it's child sections. When a department is updated the updates will be reflected in all of it's sections. 


Once completed select Submit.


See Also: How to set up user permissions, How to configure an Organisation, How to configure an Approval Process