Introduction

Many Org Chart Now customers have requested ‘Management Level’ charts. A ‘management level’ chart differs from a conventional org chart in that it visually groups employees in horizontal bands based on a management level. Management Level charts provide an additional level of insight into an org chart (for example, a management level chart makes it is easy to distinguish between Vice Presidents and Directors reporting to a CEO).

We recommend you go through the Quick Start Guide before using this guide.

Step 1: Data Preparation

In this guide, we’ll create a management level org chart from an Excel spreadsheet; however, almost all of the same principles apply if you plan on using a data connector.
First, you’ll need to create a spreadsheet. See Required and Recommended fields below.

Data Format

Required fields:

  •  PersonID – Unique identifier for each person (typically an employee number or ID)
  •  SupervisorID – Unique identifier for each person’s supervisor
  •  Name – Employee name
  •  Title – Employee title
  •  Mgmt_Level – Management Level for the employee

Recommended fields:

  •  IsAssistant – 0 or 1 (1 indicates the person is an assistant)
  •  Department – A person’s department (e.g. Engineering or Marketing) [Not shown below]
  •  Photo – A reference or URL to an employee photo (e.g. a jpeg file) See Working with Photos for more details on photos

You can any number of additional fields to your data file (for example, location, email address or mobile phone). Example Data:

PersonID SupervisorID Name Title isAssistant Photo Mgmt_Level
1 Steve Smith CEO 0 Smith1.jpg 1
2 1 Sandra Chen VP 0 Chen2.jpg 2
3 1 George Lopez VP 0 Lopez3.jpg 2
4 1 Arnold Osborne Director 0 Osborne4.jpg 3
5 2 Jene North Director 0 North5.jpg 3
6 4 Adam Johnson Manager 0 Johnson6.jpg 4
7 3 Jacob Zu Manager 0 Zu7.jpg 4

The data above will generate the following management level chart:

LevelChart.jpg

Step 2: Import Data

In this step, we’ll use the Import Wizard to automatically create a management level chart.

Importing an Excel File

  • Login to OrgChart Now
  • Select the FILE tab
  • Upload an Excel spreadsheet to your account
  • Select the ‘Import Wizard’ button
  • Select the ‘Excel’ option.
  • The Import Wizard Panel is displayed.
  • Click the ‘Import Data’ data button
  • Select the file you just uploaded
  • Click the green ‘Select’ button to load the data file
  • The ‘Filter Data’ step is shown. Click on the ‘Next’ button.
  • The ‘DefineFields’ step is shown. Click on the ‘Next’ button.
    • Note: If you didn’t use the same naming conventions as specified in the ‘Data Preparation’ step, you can map your fields to the required fields. For example, you can specify which field is to be used as the ‘PersonID’ field.
  • The ‘Subchart Breaks’ step is shown. Click on the ‘Next’ button. Select the ‘Do not insert breaks’ option (if it is greyed out, select the break by level option).
  • The ‘Select Chart Template’ step is shown. Select ‘Classic’ and then click on the ‘Next’ button.
    • Note: Select the template ‘Photo-Left’ if you included photo references in your data.
  • The ‘MasterPage’ step is shown. Select the ‘Blank Masterpage’ option and then click on the ‘Create Chart’ button. A standard org chart is created.

Step 3: Set the Level Chart Option

  • Select the REFRESH tab
  • Select the ‘Refresh Properties’ button.
  • Select the ‘Advanced Options’ menu item. The ‘Advanced Options’ panel is shown.
  • Select the ‘Create level chart’ check box. Click OK.
  • Select the ‘Refresh Data’ button. The ‘Data Refresh’ Panel is shown.
  • Make sure the ‘Smart Refresh’ button is selected.
  • Click on the ‘Refresh’ button. Your chart will automatically be reformatted as a level chart.
  • Save your chart.

Step 4: Customizing your Chart and Configuring the Master Page

Based on your specific requirements, you may want to display more than just Name and Title in your chart boxes. See the Quick Start Guide for more information.
You may also want to modify the master page to include your corporate logo in your chart. See the Quick Start Guide for more information

Perform the following steps to automatically update your chart. This is typically all you have to do once your charts are setup!

  • If your chart data is sourced from an Excel spreadsheet or CSV file, update the file (on your computer) to reflect any changes with your organization. Make sure to use the same file name as was used when importing. Upload the data file to OrgChart Now.
  • Make sure to upload to the same directory as was originally used..
  • Select the REFRESH tab and the select the ‘Refresh Data’ button. The ‘Data Refresh’ Panel is shown.
  • Select the ‘Smart Refresh’ option (manual changes will be preserved).
  • Click on the ‘Refresh’ button. Your chart will automatically be updated from your data source.
  • Save your chart.

Step 5: Tips & Tricks

In order to get the best results, review all the tips and tricks below.

  • Management Level Charts are typically less than 50 boxes (because they can get really wide).
  • Size PDFs to current page – If you are charting more boxes than will easily fit on a standard page (8.5 X 11 in the US), make sure to select ‘Size PDFs to current page’ option (look in the Home Tab for the ‘Setup’ button). This option sets the size of generated PDF documents based on the size of the chart.
  • Fixed Height Boxes – If you want all boxes in your chart to have the same height, use the box layout editor to update the box style you created earlier.
    • Steps to complete:
      • Select the tallest box in your chart
      • Click on the Layout button (in the Home Tab)
      • Set Box Height to Fixed.
      • Click on the blue arrow to resize the box.
      • Click OK
      • Update the box style you created earlier
      • Refresh your chart
  • Reordering Peers – You may want to reorder peers within a chart.
    • To reorder boxes you’ll want to use the ‘Move Branch or Box’ tool. Watch the following Video for more details.
  • Chart is too wide – If your chart is too wide, you may want to change the branch styles used at the lowest level of your chart.
    • Make sure the Home tab is selected.
    • At the lowest level of your chart look for a manager with a large number of subordinates. Select any one of the subordinates.
    • Select the ‘Branch Styles’ button.
    • Select the desired branch Style. You can reduce the width of your chart by picking the 4 or 6 column style.
    • Repeat for other managers with a large number of subordinates