Managing Organizations

System admins and organization admins use the same pages for managing organizations, the only difference is that system admins can manage top-level organizations, whereas organization admins are limited to suborganizations.

Community edition users, and administrators of deployments with a default single organization can generally skip this section. However, this procedure can be used to change the name of the default organization.

the figure “System Admin View of Manage Organizations Page” shows the organizations that the system admin/superuser can view, that is, all the organizations in the repository. As shown in the Organizations panel on the left, the system admin’s view begins at the root of the organization hierarchy and includes all defined organizations and suborganizations, so he can manage any organization or suborganization in the repository. In this example, there are two top-level organizations, and one of them has several suborganizations.

System Admin View of Manage Organizations Page

the figure “Organization Admin View of Manage Organizations Page” shows the same repository as seen by the admin of Organization. It shows that this admin’s view is limited to his own organization and its suborganizations, and he can access and manage only those.

Organization Admin View of Manage Organizations Page

Viewing Organization Properties

1. Log in as a user with administrative privileges for the organization.
2. Select Manage > Organizations.

The organization management page appears, as shown in the figure “System Admin View of Manage Organizations Page” or the figure “Organization Admin View of Manage Organizations Page”.

3. To select an organization, click its parent in the left-hand Organizations panel, then select it in the center Organization panel. If there are many organizations, you can enter a search term to find a specific organization. However, the search term only searches the list of organization in the center Organizations panel.
4. Once an organization is selected, the Properties panel shows information about the organization:
     Name – Display name of the organization that appears on the organization’s top folder.
     ID – Unique and permanent ID of the organization that is used for logging into the organization.
     Alias – Unique but editable short name for the organization that can also be used when logging in.
     Description – Optional description that only appears in this Properties panel.
     Number of Users – Count of all users, including those in any suborganizations. Click Manage to see the list of users on the user management page.
     Number of Roles – Counts all roles, including those in any suborganizations. The number of roles does not include the system roles (such as ROLE_USER) that appear at every organization level but are defined at the root level. Click Manage to see the list of roles on the role management page.

Creating an Organization

1. Log in as a user with administrative privileges for the parent of the new organization.
2. Click Manage > Organizations.
3. In the left-hand Organizations panel, expand the hierarchy of organizations to select the parent organization, for example Finance, then click Add Organization in the middle panel.
4. The Add Organization dialog appears.

Adding an Organization

5. Enter the organization name; the server automatically fills in the ID and alias based on the name. You can change the ID and alias if you needed. The Description is optional. the figure “Adding an Organization” shows sample values.
6. To save the new organization, click Add Organization to <organization>.

The new organization appears in the Organizations panels. When you select it in the center panel, its properties appear in the Properties panel on the right.

The properties panel shows the number of users and roles in the organization and links to manage them. By default, new organizations have the following:

Two users with default passwords: the organization admin (jasperadmin/jasperadmin) and a sample user (joeuser/joeuser).

For security reasons, always change the default passwords immediately after creating a new organization. For instructions, see Managing Users.

The organization has no roles of its own. The default users have the system-wide roles ROLE_USER and ROLE_ADMINISTRATOR.
There is a folder created in the repository, under the parent’s Organization folder. The new organization folder contains a copy of the parent’s Organization/Folder Template folder. To manage the Organization folders, select View > Repository.

Default Folders for Organizations

Every organization contains a special folder named Organizations where suborganizations are created. The Organizations folder always contains a folder named Folder Template. When a new organization is created, the entire contents of the Folder Template is copied to create the new organization’s folders. Admins can add folders and resources in Folder Template, and these are also copied when additional organizations are created.

The default folders in the Folder Template are:

Ad Hoc Components\Topics – The location where the Ad Hoc Editor looks for Topics to create new reports.
Temp – A folder visible only administrators, used by the server to store temporary files.
Templates – A folder to hold templates used when generating reports from Ad Hoc views.
Themes – A special folder managed by the system to contain CSS files that define the user interface.

The Public folder visible in every organization is a special shared folder at the root level. The repository makes it accessible to every organization, but it is not within the organization folder.

There is a Folder Template at every level of the organization hierarchy, including the root. The system admin can add content to the top-level Folder Template for use in creating top-level organizations. Organization admins can add content to their respective Folder Template for use in creating suborganizations.

Finally, the Folder Template itself is copied into a new organization, so new suborganizations have the same default folders and resources as their parent.

Editing an Organization

1. Log in as a user with administrative privileges for the organization.
2. Click Manage > Organizations.
3. In the left-hand Organizations panels, select the organization’s parent. In the center Organizations panel, select the organization.
4. In the right-hand Properties panel, click Edit. The fields in the organization’s Properties panel become editable.

Editing Properties of an Organization

5. Change the organization properties as needed. Changing the organization name changes the name of the organization’s folder, as well, but no other data. The organization ID cannot be changed; it always has the value defined when the organization is created. The alias and description can be changed.
6. Click Save to keep your changes, or Cancel to quit without saving.

Deleting an Organization

1. Log in as a user with administrative privileges for the organization.
2. Click Manage > Organizations.
3. In the left-hand Organizations panels, select the organization’s parent. In the center Organizations panel, select the organization.
4. In center Organizations panel, click Delete.

Administrators cannot delete the organization to which they belong. Confirming the delete completely removes all users, roles, and folders of the organization and all of its suborganizations from JasperReports Server.

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