# Departments ## Departments at a glance Departments is the company reference list for maintaining department entries in the HR configuration area. The page title is **Departments**, and a new or edited entry opens in a **Department** popup under **HR**. | If you need to… | Go to | | --- | --- | | Prepare access and recognise the available surface | [Before you start](#before-you-start) | | Open the list | [Find Departments](#find-departments) | | Check fields and list behaviour | [Understand the Departments screen](#understand-the-departments-screen) | | Add or rename an entry | [Add or change a department](#add-or-change-a-department) | | Remove an entry or open export | [Remove or export departments](#remove-or-export-departments) | | Handle a different available surface | [Handle surface variations](#handle-surface-variations) | | Resolve a blocked action | [When a department action goes wrong](#when-a-department-action-goes-wrong) | | Continue configuration work | [Continue after department maintenance](#continue-after-department-maintenance) | | Open the configuration dashboard | [Configuration dashboard](doc:configuration-home) | | Review reference-list configuration | [Reference-list data](doc:reference-list-data) | ## Before you start Prerequisites - Have access to the Departments configuration route. - Confirm that the configured subscription feature is included for the company. - Have the department name ready before opening the entry form. - Expect the available list headers to depend on the page configuration when the list opens. The list surface loads when the configured feature is included. When it is not included, the list is replaced by an upgrade surface. The **New** control is available when the new-entry control is not hidden. The edit control and delete menu depend on the corresponding access settings. ## Find Departments From the configuration area, open **Departments**. ![Dashboard before opening Departments](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/179d7bb0d0a709c24322bc21eab0ffb6.png) Prerequisites - Have access to the configuration area. Steps 1. From the configuration area, select **Departments**. **Result:** The Departments configuration route opens when the configured feature is available. ## Understand the Departments screen The Departments screen maintains the department name while keeping record and ordering values behind the form. Use the visible field for the value you want to change. | Field | What to expect | Required | Where it appears | | --- | --- | --- | --- | | **Name** | The department name | Yes | List and entry form | | Ordering value | The list order value | No | Hidden | | Entry identifier | Identifies the entry | No | Hidden | | Company-branch reference | Identifies the company branch | No | Hidden | | Description | Not shown in the entry form | No | Hidden | The form exposes **Name** as the visible editable field. The columns shown in the list can vary, so read each entry using the headers currently shown. A new entry opens in the **Department** popup. ## Add or change a department A department entry is a named reference value that you maintain from the Departments list. ### Add or edit an entry Prerequisites - Know the department name to enter. - Have the Departments list open. Steps 1. Choose the action for the entry you need. | If you need to… | Select | | --- | --- | | Create a new entry | **New** | | Change an existing entry | The row edit control | A new entry opens a **Department** popup. An existing row opens the same popup for editing. 2. In the popup, enter the department name in **Name**. 3. Select **Save**. | Entry type | Message | | --- | --- | | New entry | `Data saved Successfully` | | Edited entry | `Data updated Successfully` | **Result:** The list reloads after a successful save, and the popup closes. ## Remove or export departments Use the row delete menu to remove an entry and the list **Export** control to open export choices. ### Delete an entry or open export Prerequisites - Have the Departments list open. - For deletion, have more than one entry in the list. Steps 1. Choose the list action you need. | If you need to… | Select | | --- | --- | | Remove an entry | The row delete control | | Open export choices | **Export** | 2. If you opened the row delete menu, choose one option. | If you want to… | Select | | --- | --- | | Keep the entry | **Cancel** | | Continue deletion | **Delete** | Confirm deletion when the prompt displays `Are you sure you want to delete this item?`. 3. If you selected **Delete**, wait for the result. **Result:** A successful deletion displays `Data Deleted Successfully`. Selecting **Export** opens the export-options dialog; selecting **Cancel** leaves the entry in the list. ## Handle surface variations The Departments surface can differ according to subscription and access settings. Prerequisites - Have the configuration area open. Steps 1. Choose the applicable surface branch. | If you see… | Then… | | --- | --- | | The list | Use the available list actions. | | An upgrade surface instead of the list | Use the upgrade route available to your company. | | No **New** control | Use an available maintenance route or contact an administrator. | | No row edit control | Review your access before attempting an edit. | | No row delete menu | Review your access before attempting a deletion. | | Different list headers | Read entries using the headers currently shown. | **Result:** You use the Departments surface and controls available for the current configuration. ## When a department action goes wrong Use the message text to choose the corrective action. | What you see | Meaning | What to do | | --- | --- | --- | | `No message is emitted when validation is invalid; the save returns.` | The save returns without displaying a validation message. | Check the required **Name** field, then select **Save** again. | | `Related to Saved data, Can't be deleted` | Saved data is related to the entry. | Keep the entry and review the saved relationships before trying again. | | `Must have at least one item` | The list cannot be reduced to zero entries. | Keep at least one department entry. | | `Failed to Delete` | The deletion did not complete. | Review access and saved relationships, then try again. | | `Forbidden characters detected. Please remove them and try again.` | The filter contains characters the list rejects. | Remove the forbidden characters from the filter and apply it again. | ## Continue after department maintenance When the list has reloaded and the popup has closed after a successful save, continue with the next configuration list from the [Configuration dashboard](doc:configuration-home), or review related reference-list work in [Reference-list data](doc:reference-list-data).