Organization Tab
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Organization tab on the Organization Information Details page includes organization and name related information. From this page, you can:
View current and historical organization information
Update organization information and other details, including visibility in the Campus Portal and FERPA restrictions
Note
A historical name record is created whenever name-related information is updated.
View, create, and update alternate identifiers
View and update user-defined fields
Most of the information available on the this tab is also available in Desktop's Name Entity window, on the Business / Organization tab.
The organization name and name related information are saved to the NameMaster table. Organization information is saved to the ORG_MASTER table. When the organization name or any information in the Name Related Information section are updated, a historical name record is added to the NAME_HISTORY table.
You can capture additional information about organizations with user-defined fields. User-defined fields are managed by your System Administrator and can be useful for internal reporting. Click the User-Defined Fields button to review or add more details to an organization's record. This button is visible when you are in a role with permission to view, edit, or configure UDEF data.
Schools that use external systems in addition to Jenzabar One (e.g., PowerFAIDS) can use Alternate Identifiers to note how an organization is identified in the other system.
To access the Organization tab and work with the information, you must be in the following roles:
Organization Management role with "Can view organization information" permission. Working with the information on the page may require additional permissions. For additional permission information, see Organization Management Permissions.
Procurement - Accounts Payable role with "Can view vendors" permission. For additional permission information, see Procurement - Accounts Payable Permissions.
To view and edit user-defined fields, you must have "Can edit UDEF data" permission for the appropriate fields on the User-Defined Fields tab.
Most organization information is added to the system during the vendor creation process. The following fields can be edited to maintain accurate records.
From the Procurement Hub options, select Vendors. The Vendors list page opens.
Use the Vendor Filter to find a vendor that is an organization.
From the vendor's Options drop-down, select Organization information details. The Organization Information Details page opens and displays the Organization tab.
To view historical records, click the View Organization Update on drop-down and select a date from the options.
On the Organization Information Details page, Organization tab, click the Organization Information Edit icon
. The Edit Organization Information pop-up opens.Make updates to any of the following fields. For more information, see Fields.
Organization Name
Organization Type
Number of Employees
Educational Institution Type
Organization code
FEIN
Click Update. If the Organization Name was updated, a historical record is created.
On the Organization Information Details page, Organization tab, click the Name Related Information Edit icon
. The Edit Name Related Information pop-up opens.Make updates to any of the following fields. For more information, see Fields.
Status
Confirmed On
Primary Responsible
Show in Campus Portal
Source
Stop All Mail
FERPA Restricted
Third Party ID Type
Click Update.
Access the Organization Informational Details page, Organization tab.
Click the User-Defined Fields button.
On the User-Defined Fields Edit Data pop-up, edit the fields as needed.
Click Save.
On the Organization Information Details page, Organization tab, select Alternate Identifiers in the Additional Information section.
Click Create definitions. The Create Alternate Identifier pop-up opens.
Select an Identifier Type. Required; cannot be changed after saving.
Enter a unique Identifier (up to 255 characters). Required; cannot be edited after saving.
Enter a Begin Date. Required. The default is today's date.
If needed, enter an End Date.
Click Save and create another or Create and close.
On the Organization Information Details page, Organization tab, select Alternate Identifiers in the Additional Information section.
Use Quick Filters and column sorting to find a name record.
Click the Edit icon for a record. The Edit Alternate Identifier pop-up opens.
Make updates to the Begin Date or End Date. The Identifier Type and Identifier cannot be updated.
Click Update.
On the Organization Information Details page, Organization tab, select Alternate Identifiers in the Additional Information section
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
Access to view and edit user-defined fields is based on permissions granted by your organization. Contact your campus support team for more information.
A historical is only created when name-related information is updated. In other words, a historical record is only created when the Organization Name changes or any of the fields in the Name Related Information section are updated.