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Org Structure lets you define the reporting hierarchy within your organization. By mapping employees to their managers, departments, and job titles, you establish the relationships that drive dynamic approval chains and other manager-based workflows.

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Overview

The Org Structure page is accessible from Settings icon Org Settings → Org Structure within the Platform Administration section. From here, you can search for employees, add new entries manually, or import your hierarchy in bulk via Excel.

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Adding Employees

To add an employee manually:
  1. Click + Add in the top right corner of the Org Structure page.
  2. If the employee already has a user account in Elementum, select them from the Add Existing User dropdown. This pre-fills their name and email.
  3. Fill in the Employee Information fields:
    • First Name and Last Name
    • Email
    • Employee ID
    • Department
    • Job Title
    • Manager — Search for and select the employee’s direct manager
  4. Click Save.

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Employee Fields

Each employee record in the org structure contains the following information:
  • First Name / Last Name — The employee’s full name.
  • Email — The employee’s email address. If linked to an existing Elementum user, this connects the org structure entry to their platform account.
  • Employee ID — A unique identifier for the employee, typically matching your HR system’s ID.
  • Department — The department or business unit the employee belongs to.
  • Job Title — The employee’s role or position.
  • Manager — The employee’s direct manager. This field establishes the reporting chain used by dynamic approval routing.
The Manager field is what defines the hierarchical relationships in your org structure. Make sure every employee has an accurate manager assignment to ensure approval chains route correctly.

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Searching for Employees

Use the search bar at the top of the Org Structure page to find employees by name. This is helpful for verifying reporting relationships or updating individual records.

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Using Org Structure with Approval Processes

The primary use case for org structure is enabling dynamic manager approval chains in Approval Processes. When configuring an approval chain, you can select the Dynamic Manager option for any step. This automatically assigns the approver based on the requester’s manager hierarchy as defined in the org structure. For example, if an approval chain requires three levels of management sign-off:
  1. Level 1 — The requester’s direct manager
  2. Level 2 — The direct manager’s manager
  3. Level 3 — The next manager up the chain
The system traverses the org structure automatically, so you don’t need to hard-code specific approvers for each step. This means approval routing stays accurate as employees change roles or managers without requiring updates to the approval process configuration.
Combine dynamic manager approvals with automated triggers to create fully automated approval workflows that route through the correct management chain based on your org structure.

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Best Practices

  • Keep the hierarchy current — Update the org structure promptly when employees change managers, departments, or roles. Stale data leads to misrouted approvals.
  • Use Excel import for initial setup — When first building your org structure, import from your HR system rather than adding employees one at a time.
  • Verify manager chains — After importing, spot-check a few employees to confirm their manager assignments are correct, especially for multi-level approval scenarios.
  • Link to existing users — When adding employees who already have Elementum accounts, use the Add Existing User option to connect their org structure entry to their platform identity.