Audience: Administrators
Overview
There are various ways that OrgChart allows users to export and share charts. This article provides information on:
Exporting base charts and custom charts
Administrators and users with the correct permissions are able to export base charts and custom charts to variety of different formats. The following section covers:
Note
For a more in-depth overview of all of the options available to users while exporting, please review the Exporting article.
Exporting base charts and custom charts to PDF
The following section provides information on exporting an org chart to PDF.
Note
Administrators can control which users are able to download charts via their UI profile and Access Group.
1. Open the base chart or custom chart that you would like to export.
2. Click on the Export button, and then select the format (i.e. PDF document) you'd like to export to from the dropdown menu.
3. Optionally, click on the File name textbox to modify the name for the file that you're exporting.
4. Click on the Scope dropdown menu to select how much of the org chart you'd like to export.
Note
By default the scope is 'This branch.' For more information about the scope options, reference the Exporting article.
5. Click on the Page size dropdown menu, and then choose the page size for the export.
6. Click on the Pages tab to adjust the pagination of the chart export, including :subchart (page) breaks, page density, and page sort order.
7. Optionally, click on the Prev and Next buttons under the chart preview to review your org chart before publishing.
Note
You can also click on the down arrows within the preview to navigate your chart.
8. Optionally, click on the Advanced tab to access additional configuration options. For more information on the options available in the Advanced tab, please reference the Exporting article.
9. Click on Export. The file is downloaded.
Exporting base charts and custom charts to Excel
Users can export chart data to excel, in order to see their data in a tabular format. The following section provides information on how to:
Note
Administrators can control which users are able to download chart data to Excel via their UI profile and Access Group.
Controlling available exportable fields
Administrators can control which fields are available for users to export to Excel. The following section provides instructions for configuring which fields users are allowed to export.
Note
Export field restrictions are applied for all users. To restrict only certain users from exporting or seeing specific fields, this must be done via an advanced security profile. Please reference the Security Profiles article for more information.
1. Click on the Settings button in the bottom left corner of the screen, and then click on Chart settings.
2. Click on the Fields & Formulas tab, and then scroll down to the Fields allowed for Excel export section.
3. Click and drag fields between the right and left columns. Fields moved to the left column will be excluded from all Excel exports for all users.
Optionally, select multiple fields at a time, and then click and drag them between the right and left columns to exclude or include them.
4. Once you've configured your Excel export settings, click on Save in the Fields & Formulas panel.
5. Click on the Chart button on the left-hand side of the screen to exit back to Chart mode.
Exporting chart data to Excel
Once Administrators have configured the fields allowed for Excel export, users will only have access to these fields when exporting to Excel. At the time of export, users can also choose to include or exclude fields in their Excel export based on the list of allowed fields (configured above).
6. Click on the Export button in the top right corner of the screen, and then select the Excel spreadsheet option from the dropdown menu.
7. Optionally, click on the File name text box, and then enter a name for the export file.
8. Click on the Scope dropdown menu, and then select how much of the org chart you'd like to export to Excel.
9. Optionally, adjust the toggles to include Chain of command or System calculated formulas.
10. Click on the Fields tab. By default, all allowed fields are included in the Excel export.
Click and drag fields between the left and right columns. Fields moved to the left column will be excluded in this Excel export.
11. Optionally, click and drag fields within the Included fields column to re-arrange them. The order configured here will be the order in which the field columns appear in the Excel export.
12. Once your Excel export settings have been configured, click on the Export button. The Excel file is downloaded.
Note
The settings that you've configured during this Excel export will be preserved for your user, so that you don't have to re-adjust them each time you export to Excel. Settings persist between sessions and are unique to each user.
Creating a live web link to a base chart or custom chart
Users with the ability to export can create live web links to their org charts. Live web links can be embedded into company websites and intranets, and will update as your org chart syncs with the HR or directory system with which they are integrated.
The following section provides information on:
- Creating a link user for your web link
- Granting access to link users for public and restricted links
- Generating a live web link
Creating a link user for your web link
In order to create live web link to your chart, an Administrator will need to create a link user. A link user is a type of service user that acts as a means to authenticate end-users who click on the link to access the org chart.
Link users are associated with web links, so that all users that click on the web link experience org chart with the desired amount of permissions.
The following section provides step-by-step instructions for:
- Creating a UI profile for a link user
- Creating an Access group for a link user
- Creating a link user and assigning it an Access group
Creating a UI profile for a link user
1. Click on the Settings button in the bottom left corner, and then click on the Account settings option.
2. Click on the UI profiles tab, and then click on the + New UI profile button.
3. Enter a name for the UI profile (i.e Web), and then click on Save.
Note
UI Profile names cannot contain spaces.
4. Toggle ON and OFF the UI profile options that you'd like the link user to have access to in OrgChart. Most often, Administrators disable link users from having access to the following options:
Export to Excel
Sign out
Show username
Click on Save to preserve your changes.
Creating an Access group for a link user
5. Click on the Access groups tab, and then click on the + Add access group button.
6. Click on the Name text box, and then enter a name for the access group (i.e. Web Link).
7. Assign the Web Link access group a role assignment (i.e. Read only).
8. Check the Role assignment checkbox, and then click on the associated dropdown menu to assign the Web Link access group a role assignment (i.e. Read only).
9. Check the UI profile checkbox, and then click on the associated dropdown menu to assign the Web Link access group a UI profile (i.e Web).
10. Check the Can access chart checkbox for each base chart you'd like to link user to be able to access, and then select the views you'd like the link user to access from the Allowed views dropdown.
11. Click on Create.
Creating a link user and assigning it an Access group
12. Click on the Manage users tab, and then click on the + Create new user button.
13. Click on the Name text box, and then entera name for the link user (i.e. Link User).
14. Click on the Username text box, and then enter a email for the link user (i.e linkuser@company.com).
Copy and paste the username that you entered into the Email text box.
Note
This does not have to be a real email. We suggest using the linkuser@yourcompany.com, where 'your company' is the name of your company.
15. Select a Role and Access group for this link user.
Note
The access group that was created above assigns a Role within it. It is not necessary to assign a role to a user with an access group that assigns it.
16. Click on Create to finish creating the link user.
Granting access to link users for public and restricted links
17. Click on the Authorization tab, and then locate the link user under the Link user configuration heading. Click on the gear icon to edit that user's link configuration.
18. To allow this user to be associated with public links, check the Allow public access checkbox.
19. To allow this user to be associated with restricted links, click on the + button to add a Referrer domain.
20. In the Add whitelist domain textbox, enter the URL for the website on which you plan to embed this link, and then click on Save.
Repeat this process to include all possible referrer domains for this link user.
21. Click on Save to preserve your changes.
22. Click on the Chart icon in the right side bar to return to Chart mode.
Generating a live web link
23. Click on the 🔗 icon in the top right hand side of the screen, and then select the type of web link you'd like to create. For this example, we will create a Restricted link.
Note
OrgChart supports three types of web links. For more information about each type of web link, please reference the Web Links article.
24. Click on the Link user dropdown menu, and then select the link user with which you'd like to create this link.
25. Under the Launch configuration heading, select the Chart option, and then select the type of chart (base chart or custom chart) that you'd like to create this link for (i.e Base Chart).
26. Click on the associated associated chart dropdown menu, and then select the specific chart that you'd like to launch to when users click on this link.
27. Optionally, configure additional launch settings, such as the record that should be at the top of the chart, the number of levels displayed by default, and the view that should be applied.
28. Click on Generate Link.
Note
You can also test the link to preview the experience for end-users that will use this link to access the org chart. If you have created a restricted link, ensure that your OrgChart server has been listed as an allowed referrer domain.
29. The link has been generated. Click on Copy link to copy it to your clipboard.
Now that you've learned how to export and share org charts, it's time to learn how to add additional users to your account. Continue to Admin tutorial 5: Adding additional users.
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