Organization bulk settings (First time) : Create Organization List File

What Is the Organization List File?

The Organization List File is a CSV file used to register, edit, and delete organizations in bulk. By uploading the created CSV file, you can register multiple organizations at once. The content registered here will be reflected in Motivation Cloud Engagement / Sharing / Role Development.

Field Details

Column	Field	Description	Example
Column A	Organizational Unit Code  *Required	Identification code for the organizational unit Can be set freely	U-0001
Column B	Organizational Unit Name (Japanese) *Required	Name of the organizational unit	Sales Division, Administration Department
Column C	hierarchy level  *Required	Hierarchy level in the organizational structure	For hierarchy level 1: enter "1" For hierarchy level 2: enter "2"
Column D	Department Code  *Required	Identification code for the department Can be set freely	D-0001
Column E	Department Name (Japanese)  *Required	Name of the department	Sales Department, Sales Team
Column F	Parent Department Code	Identification code for the direct superior department	If the parent department of "Sales Department" is "Sales Division", enter the "Department Code" of "Sales Division"
Column G	Parent Department Name (Japanese)	Name of the direct superior department	If the parent attribute of "Sales Department" is "Sales Division", enter "Sales Division"

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Before Downloading the Organization List File

If you are registering organizations for the first time, please configure the language settings for organizations before downloading the Organization List format.

Set Organization/Attribute Language

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STEP1. Entering Organizational Unit and Department Information

① Enter the Organizational Unit Code, Organizational Unit Name (Japanese), Department Code, and Department Name (Japanese)

The display order of departments on the Results Screen and other screens follows the order listed in the CSV file. When hierarchy settings are configured, the order of the hierarchy level (Column C) takes priority.

When setting up organizations in languages other than Japanese

② Enter the "Organizational Unit Name" and "Department Name" in languages other than Japanese in Column H and beyond

• The languages configured in "Language Settings" will appear in the CSV file.
• When a Survey respondent responds in a different language, the department name registered here will be displayed on the answer screen.
• If organizational unit names and department names in languages other than Japanese have not been registered, the Japanese department name will be displayed on the Survey answer screen.

  When allowing Survey respondents to select a department in a Motivation Cloud Engagement Survey

On the answer screen, respondents can select "None of the above" in addition to the registered departments, but those results cannot be checked individually. If you want to check the results of responses that fall under "None of the above", you need to register items such as "Other" in advance.

For details on Organization/Attribute selection, please refer to "Set Up Organization/Attribute Selection for Survey Answers".

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STEP2. Setting Up Organizational Units

Hierarchy settings allow you to configure superior and subordinate departments based on your organizational chart. For example, if "Sales Division" has "Sales Department", and within that there is "Sales Section 1", you can link those departments together. With this setting, when configuring each user's department in User Settings, entering the user's lowest-level department will automatically link the user to the superior departments as well.

Enter the hierarchy level, Parent Department Code, and Parent Department Name

• hierarchy level (Column C) is required.
• Parent Department Code (Column F) and Parent Department Name (Column G) are only optional when there is no parent department.

Example: If the parent department of "Sales Department" in row 4 of the diagram below is "Sales Division", enter "D-1" in Column F and "Sales Division" in Column G.

▼Reference: When departments are registered as shown above, the department information is recognized by the system as shown below.

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Detailed Specifications

• Restrictions
  • Organizational Unit Code
    • Character limit: Up to 128 characters
    • Character restrictions: No restrictions on usable characters

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  • Organizational Unit Name
    • Character limit: Up to 50 characters
    • Character restrictions: No restrictions on usable characters

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  • Department Code
    • Character limit: Up to 128 characters
    • Character restrictions: No restrictions on usable characters

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  • Department Name
    • Character limit: Up to 400 characters
    • Character restrictions: No restrictions on usable characters

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  • Maximum number of organizational units and departments that can be registered
    • Organizational units: 30
    • Departments: 99,999

• Other Detailed Specifications
  • If the first row of the CSV file is edited, an error will occur during import.
  • When the hierarchy level (Column C) is the same, duplicate Department Names (Column E) cannot be registered.
  • Depending on your plan, there may be a limit on the number of departments available.
     

• When using the Motivation Cloud Engagement Admin Panel in English

  There are some screens in the Admin Panel where the display language for organization names cannot be switched. Therefore, even when using the Admin Panel in English, organization names may be displayed in Japanese.
  If you want to display names in English, please register the "Department Name" in Organization Settings in English.