Organization administration

Organization administration at a glance

Organization administration is where you manage the organization’s members and audiences. An audience is a group you use to target manuals and help content at specific reader groups. This topic sits in the Administrative Guide’s Organizations area, alongside organization access management and organization audit information.

Prerequisites for organization administration

Before you start, have the email address for the person you want to invite and decide which Invite role option to assign. The invitation form starts with CONTRIBUTOR as its selected role.

Note: The invitation form starts with CONTRIBUTOR. Choose another Invite role option before selecting Send invite when that is the role you need.

When you create an audience in Settings audiences, the initial color is #3B82F6 and the initial icon is 📄. When you create one in Audiences, the initial color is #3B82F6 and the initial icon is users.

Find the organization administration screens

Use this procedure to reach the organization and audience administration screens.

Steps

1. In the application navigation, select Organization.
2. From organization administration, open the audience settings surface when you need to create, edit, or delete audiences.
3. Open Audiences when you need to view built-in standard audiences and organization-specific custom audiences.

Result: The organization administration screen or the audience screen you selected is open.

Understand the organization screens

The organization settings screen combines an invitation form with a member list. The invitation form contains an email field and an Invite role choice. The member list can show each member’s name, email, role, status, and joined date.

The audience screens use forms for audience details and lists for existing audiences. Use the following fields when you create or edit an audience:

Invite a team member

Use the organization invitation form to add a person to the organization with a selected role.

Prerequisites

• Have the person’s email address.
• Decide whether the person needs viewer, contributor, maintainer, or admin.

Steps

1. Enter the person’s email address in Invite email.
2. Choose one option in Invite role: viewer, contributor, maintainer, or admin.
3. Select Send invite.

The invitation request can produce these messages:

Result: The invitation confirmation reads "Invitation sent to {email} — they'll get an email with a join link."

Create and manage audiences

Use the audience controls to maintain reader groups for documentation targeting. Settings audiences provides the create, edit, and delete controls; Audiences separates built-in standard audiences from organization-specific custom audiences.

Prerequisites

• Decide the audience name, slug, color, icon, and description.
• For Settings audiences, use lowercase letters, numbers, and hyphens in Slug.

Steps

1. Choose the task you are doing:

   If you want to…	First action
   Create an audience	Select New audience.
   Edit an existing custom audience	Select its edit action.
   Delete an existing custom audience	Select Delete in Settings audiences.
   Cancel the audience form	Select Cancel.

Create an audience

1. Enter the audience name in Name.

2. Enter the audience identifier in Slug.

3. Set the audience color in Color.

4. Enter the audience symbol in Icon (emoji) or Icon, depending on the screen.

5. Enter supporting text in Description (optional) when needed.

6. Choose the completion action for the work you are doing:

   If you are creating an audience in…	Select
   Settings audiences	Create audience
   Audiences	Create

Result: The new audience is submitted from the selected audience screen.

Edit an audience

1. Enter the updated audience name in Name.

2. Enter the updated audience identifier in Slug.

3. Set the updated audience color in Color.

4. Enter the updated audience symbol in Icon (emoji) or Icon, depending on the screen.

5. Enter updated supporting text in Description (optional) when needed.

6. Choose the completion action for the work you are doing:

   If you are editing an audience in…	Select
   Settings audiences	Save changes
   Audiences	Update

Result: The updated audience is submitted from the selected audience screen.

Delete an audience

1. In the confirmation modal, read "Are you sure you want to delete the audience "{name}"? This action cannot be undone."
2. Select Delete to confirm.

Result: The deletion confirmation has been completed.

Cancel the audience form

1. Select Cancel to close the audience form without submitting it.

Result: The audience form closes without submission.

The Slug in Settings audiences is converted to lowercase letters and hyphens as you change Name. Standard audiences are built in and cannot be modified or deleted.

Result: The audience list shows the audience with its name, slug, color, and type. A custom audience can be edited or deleted from its row.

Handle audience and member variations

The organization screens change what you can do according to the data returned and the action’s result.

The audience settings surface can also show these messages when its requests fail: "Failed to load audiences", "Operation failed", and "Delete failed".

Result: You know whether to wait, retry the page action, invite a team member, create an audience, or continue to a dedicated administration screen.

Continue with access or audit administration

Use this procedure to continue from organization settings to the dedicated administration screens.

Steps

1. From organization settings, select one of these controls:

   If you need to…	Select
   Continue to access configuration	Single Sign-On
   Continue to provisioning configuration	Provisioning (SCIM)
   Review organization audit information	Audit Log

Result: The selected access, provisioning, or audit screen opens.