Departments

Create departments, assign people and determine who heads a department.

Executive managementIT & data protection

Purpose

Departments mirror the units of your company. They determine who may read department knowledge and restricted knowledge, and allow situation reports per department.

How it works

WorkspaceTeamCreate department

Open “Team” in the left column.
Under “Create department”, enter a “Name” and click “Create”. “Department created.” appears.
Under “Assign a person to a department”, choose the “Department” and the “Person”.
If needed, tick the “Heads this department” checkbox.
Click “Assign”. “Assigned.” appears.
Under “Members”, the assignment appears next to the name, for heads with the addition “heads”.

RightsIllustration

Entire companyDepartmentRestrictedSales looks for HR data✕ No accessVisible to the department

Microphone only after your click
Four-eyes principle
Data in Frankfurt am Main
Every approval in the log

Fig. 1 Roles and departments determine who may read which visibility scope; the database checks this on every access.

Rules

“Owner” and “Administration” may create departments and assign people.
The name is 2 to 120 characters long and unique within the organization.
A person can belong to several departments.
If you assign a person to the same department again, the new setting for “Heads this department” applies.

What the assignment does

Members read approved knowledge with the visibility scope “Department” of their department and see its process drafts.
Heads additionally read restricted knowledge and entries in review of their department as well as situation reports for their department.

Tips

Create the departments before the team captures knowledge; otherwise entries end up under “No department”.

Members without a department appear under “Members” with “No department”.

Frequently asked questions

Can someone belong to several departments?

Yes. Every assignment appears under “Members” next to the name.

Who creates departments?

The owner and administration.

How do I make someone head of a department?

Under “Assign a person to a department”, choose department and person, tick “Heads this department” and click “Assign”.

Related features

Roles and rightsFive roles: owner, administration, executive management, head of department and employee, each with clearly defined rights.Who sees which knowledgeStatus, visibility scope, department and role together decide who may read a knowledge entry.Create and approve a situation reportChoose period and department, click “Create report”, check the result and confirm it with “Approve”.

As of: 23/10/2026 · Concept & lead: Alexander Holtermann