Organization Bulk Settings:(2nd and subsequent times): Edit the Organization list file

This article explains how to edit the organization list file when updating existing organization information. Changes will be reflected in Motivation Cloud Engagement and Sharing. Attribute settings are not needed in Motivation Cloud Development.

Before Changing Organizational Information

• If there are changes to the language settings for organization or attributes, please apply them before downloading the organization list file.
  Set Organization/Attribute Language
• When editing the bulk settings CSV file, we recommend downloading the latest version each time to prevent upload errors.

If you are using Motivation Cloud Engagement

If you are updating organization or attribute information for the next engagement survey, click the "Start Preparing for Implementation" button before proceeding. You can register information for the next survey without modifying labels in previously published results.

How to proceed: Click "Admin" ▶ "Engagement Survey Implementation Settings" ▶ "Start Preparation"

Adding Organizational Hierarchies and Departments

Adding a Department

Example: Adding “General Affairs Department” under “Department”

• Columns A and B: Enter the registered organizational hierarchy code and name.
• Column C: Enter the applicable hierarchy level.
• Columns D and E: Enter the new department code and department name.
• Columns F and G: Enter the parent department code and name.

Insert a blank row where you want to add the department, and enter the department information.

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Re-registering a Department

If you delete a department and then re-register it under the same hierarchy and name, the system will recognize it as the same department and link it to past data. If you want to treat it as a new department, register it with a different name.
To re-register a deleted department, refer to How to Respond When Department or Attribute Items Are Accidentally Deleted.

Adding Both Hierarchy and Department

Example: Adding a “Section” level

Fill in the information for organizational hierarchy and department in columns A–G.
For more details, refer to the following manual:

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

Insert a blank row where you want to add the department, and enter the hierarchy and department information.

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If respondents can select a department in Motivation Cloud Engagement

Respondents can select "N/A" in the survey screen. If you want to analyze this group, create a department like "Other". It is not possible to view results exclusively for "N/A".

Changing Organizational Hierarchy or Department Names

⚠ Please read before editing

• Do not edit hierarchy codes or department codes. Doing so will delete existing departments.
  To change department codes, refer to: Change Department Code / Attribute Item Code. Organization hierarchy codes cannot be edited.
• If the same hierarchy name appears in multiple cells, all instances must be updated to avoid errors.
• For Engagement users: changing a department name before starting survey preparation will also update the name in the latest published results.

Change the name in column B (hierarchy) or column E (department).

Deleting Organizational Hierarchies and Departments

⚠ Please check before deleting a department

• If all departments in a hierarchy are deleted, the hierarchy itself will be removed.
• Deleting a department with child departments will break the hierarchy structure. Please reconfigure the hierarchy.
• Users assigned to deleted departments will lose that assignment. Reassign them via user settings.
• If deleted departments were included in custom tabulations, those items will no longer be aggregated. However, past results are retained.

Deleting a Department

Example: Deleting “Management HQ” from “Headquarters”

If the department is a parent department, also update columns F and G with the new parent department's code and name.

Delete the entire row corresponding to the department.

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Deleting an Organizational Hierarchy

Example: Deleting “Section”

If the deleted hierarchy includes a parent department, update columns F and G as needed.

Delete the entire row corresponding to the hierarchy.

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Changing the Display Order of Departments

You can reorder departments within the same hierarchy.
Departments cannot be moved to a different hierarchy once set.

To change the display order, modify the row order in the CSV file.

The order of hierarchies cannot be changed.

Hierarchy order is determined by the number in column C (Hierarchy Level). Editing row order will not affect this.

Changing a Department’s Organizational Hierarchy

Example: Move “Development HQ” from “Headquarters” to “Department”

1. Change the hierarchy code, name, and level number.
2. Optionally, update the department name.

Survey results will automatically link to the previous data—manual linking is not required.

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Detailed Specifications

Character Limits

• Hierarchy Code: up to 128 characters (no character restrictions)
• Hierarchy Name: up to 50 characters (no character restrictions)
• Department Code: up to 128 characters (no character restrictions)
• Department Name: up to 400 characters (no character restrictions)
• Limits:
  • Hierarchies: 30
  • Departments: 99,999

Other Notes

• Editing the first row of the CSV will result in an error.
• Hierarchy and department codes must be unique.
• Plan-specific limits may apply to the number of departments.

If you are using Motivation Cloud Engagement

• If you've assigned view permissions to action plan owners via "Permission Rules", changes in organization settings won’t apply automatically. Please go to “View Permission Settings” ▶ “Grant or Update Permissions”.
  Manual: View Permissions Settings Set by rules
• If you're using the admin panel in English, the organization name may still appear in Japanese. To display in English, register the name in English in the Japanese field of the organization settings.