Assigning Organizations

Using Organizations

In Osano, Organizations allow you to group users based on common unifiers (ex. Location, Department, Teams, etc.). Organizations can be used in conjunction with Roles to exert further control over what users can access within the Osano application.

You can add Organizations to:

1. Users
2. Consent Manager Configurations
3. DSAR Forms.

Note: Only ADMIN users can assign organizations.

Assigning Users to Organizations

Users with assigned Organizations can only access CMP configurations and DSAR forms attached to the same Organization provided their user roles allow them access to this content.

You can add users to an Organization(s) (1.) at the time of the user's creation or (2.) by modifying an existing user.

Administrators can assign Users to 0 or more Organizations.

Note: If a user has NO ORGANIZATION assigned, they can access ALL data relevant to their user role across all Organizations.

Administrators will be automatically assigned to all organizations. This applies to any user who has or gets the Administrator role added. This is uneditable (i.e., edits will not persist on save.)

• If the administrator role is removed from a user, the organization(s) will remain. Organizations can be removed from all roles other than administrators.

After adding organizations to a user, you may need to refresh the page to see the change take effect.

Note: If a user has NO ORGANIZATION assigned, they will have access to ALL data relevant to their user role across all Organizations.

Adding Organizations to users at the Time of Creation:

• Click your name at the bottom of the left navigation bar to open the profile menu.
• Go to "Users" and click the (+) button to add new users.

• Fill out the required fields for this user: Email, First Name, Last Name, Department, Roles.
• Add the desired Organization(s) to this user.

• Click "Save."
• The user is now created with the Organization(s) attached.

Note: If a user belongs to multiple organizations, you will see a dropdown next to the Org field, which will allow you to view all attached orgs.

Adding Organizations to users after Creation:

• Click your name at the bottom of the left navigation bar to open the profile menu.
• Go to "Users" and click on the desired user.
• Add/edit the chosen Organization(s) to this user.
• Click Save
• The user is now modified with the Organization (s) attached.

Note: If a user belongs to multiple organizations, you will see a dropdown next to the Org field, which will allow you to view all attached organizations.

Assigning Cookie Consent Configurations to Organizations

Much like users, you can add organizations to a cookie consent configuration.

Note: Administrators and Consent Managers can assign Configurations to 0 or more Organizations. If a configuration has NO ORGANIZATION assigned, it is accessible to ALL users with the appropriate roles across all Organizations.

• Navigate to Cookie Consent.
• Click on the desired Cookie Consent Configuration.
• Add/Edit the selected Organization(s) using the Organizations dropdown.

• Click "Save."
• Click "Publish."
• The cookie consent configuration is now modified with the Organization(s) attached.

Note: If a cookie consent config belongs to multiple organizations, members of all designated organizations will have access to that config. If a configuration has NO ORGANIZATION assigned, it is accessible to ALL users with the appropriate roles across all Organizations.

Assigning DSAR Forms and Workflows to Organizations

Much like Users and Consent Configurations, you can add DSAR Forms to an Organization(s) at the time of the form's creation OR after the fact by modifying that form.

Note: Administrators and Data Subject Owners can assign DSAR Forms to 0 or more Organizations. If a form has NO ORGANIZATION assigned,it is accessible to ALL users with the appropriate roles across all Organizations.

Adding Organizations to DSAR forms at the Time of Creation

• Navigate to the DSAR Dropdown
• Select DSAR Forms.
• Click the (+) button to add a new DSAR Form.

• Add the Form Name and Details.
• Add the desired Organization(s) using the Organizations dropdown.

• Click "Save".
• The DSAR form is created with the Organization(s) attached. This DSAR Form and all associated submissions and workflows are only accessible to users with the appropriate roles that belong to the same Organization(s).

Note: If a DSAR Form belongs to multiple organizations, members of all designated organizations will have access to that Form and all associated submissions and workflows. If the DSAR form has NO organization, ALL users with the appropriate roles can access that form and its associated workflows.

Adding Organizations to DSAR forms after Creation

• Navigate to the DSAR Dropdown.
• Select DSAR Forms.
• Click on the desired DSAR Form.
• In "Details," add/edit the chosen Organization(s) using the Organizations dropdown.

• Click "Save Changes".
• The DSAR Form is modified with the Organization(s) attached. This DSAR Form and all associated submissions and workflows are only accessible to users with the appropriate roles that belong to the same Organization(s).

Note: If a DSAR Form belongs to multiple organizations, members of all designated organizations will have access to that Form and all associated submissions and workflows. If the DSAR form has NO organization, ALL users with the appropriate roles can access that form and its associated workflows.