Creating a New Oil Spill Event

This tutorial explains how to create a new oil spill event by creating a sub-organization from a master oil spill organization. Sub-organizations inherit settings and extensions from the master organization, making it easy to set up new response teams during an oil spill event.

Prerequisites

  • You must be logged into a master oil spill organization
  • You must have permission to view and manage sub-organizations

Accessing Sub-Organizations

  1. Click your profile icon in the top right corner of the screen.
  2. Select Sub-Organizations from the dropdown menu.

Note: The Sub-Organizations option only appears if your organization is configured as a master organization and you have the appropriate permissions.

Viewing Existing Sub-Organizations

The Sub-Organizations page displays a table of all sub-organizations with:

  • Organization name
  • Contact name
  • Address/location
  • Date created
  • Status (Active, Discontinued, or Un-used)

Creating a New Sub-Organization

Step 1: Start the Creation Process

  1. Click the New Sub-Organization button in the top right corner of the Sub-Organizations page.

Step 2: Pre-fill Organization Details (Optional)

To save time, you can copy details from the master organization:

  1. Click the Copy Details from Master Organization button.
  2. This will automatically fill in the address, contact information, and other details from the master organization.
  3. You can then modify any fields as needed for the new sub-organization.

Step 3: Enter Organization Details

Fill in the Sub-Organization Details section:

  1. Status - Select the organization's status:
  • Active - The organization is currently operational
  • Discontinued - The organization is no longer active
  • Un-used - The organization has not yet been used
  1. Organization - Enter the name of the new organization (required).
  2. Contact Name - Enter the primary contact person's name (required).
  3. Contact Email - Enter the contact email address (required).
  4. Phone Number - Enter the contact phone number (required).
  5. Address - Enter the street address (required).
  6. Country / Region - Select the country (required).
  7. State - Select the state or province (required).
  8. City - Enter the city name (required).
  9. ZIP / Postal - Enter the postal code (optional).
  10. Federal Permit # - Enter the federal permit number if applicable (optional).
  11. State Permit # - Enter the state permit number if applicable (optional).
  12. Notes - Enter any additional notes about the organization (optional).

Step 4: Configure Setup Options

The Sub-Organization Setup section allows you to inherit configurations from the master organization:

  1. Copy settings - Toggle ON to copy settings from the master organization into the sub-organization. This includes preferences and configurations.
  2. Copy activated extensions - Toggle ON to copy all activated extensions (such as Oil Spill, Lab Reports, Necropsy, etc.) from the master organization. This ensures the sub-organization has the same features enabled.
  3. Copy custom fields - Toggle ON to copy custom field configurations from the master organization. This maintains data consistency across organizations.
  4. Add current user - Toggle ON to automatically add yourself as a user in the new sub-organization. This allows you to access and manage the sub-organization immediately after creation.

Tip: For oil spill response organizations, it's recommended to keep all these options enabled to ensure consistent configuration across all response teams.

Step 5: Add Additional Users

The Add These Additional Users section displays a list of users from the master organization:

  1. Check the box next to each user you want to add to the new sub-organization.
  2. Selected users will be able to access and work within the new sub-organization.

Tip: You can add more users later through the sub-organization's user management settings.

Step 6: Create the Sub-Organization

  1. Review all the information you've entered.
  2. Click the Create New Sub-Organization button.
  3. The system will create the new organization and redirect you to the sub-organizations list.

After Creation

Once the sub-organization is created:

  • It will appear in the Sub-Organizations list with its status
  • Users added to the sub-organization can switch to it using the Switch Organizations option in their profile menu
  • The sub-organization will have all the extensions and settings copied from the master organization (if those options were enabled)
  • You can edit the sub-organization's details, manage users, and configure extensions by clicking on the organization name in the list

Managing Sub-Organizations

To manage an existing sub-organization:

  1. Navigate to the Sub-Organizations page.
  2. Click on the organization's name in the table.
  3. From here you can:
  • Edit organization details
  • Manage users
  • Configure extensions
  • Adjust settings

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