Set your organisation up in eTool – Enterprise Functionality

For businesses that have multiple staff members working on Life Cycle Assessments, the eTool organisation subscriptions are catered for you.  It allows the business to maintain all the intellectual property of their staff (regardless of staff turnover), share projects within the organisation, manage project access levels for different team members, easily add and remove members and collaborate (co-author) on LCA studies in eTool.  This short video gives an overview of these features:

 

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Organisation Dash

This is what your Organisation dash will look like once you’re set up. You can access your organisation dash at anytime in the top ribbon of your page.
 
 
In order to ensure that your GHG savings and leader board windows are displaying the data correctly, please ensure that all the designs/projects created under your organisation have their design purposes set correctly. Please refer to this support post for more information on how to do this.
 

Organisation Profile & Report Customisation

 

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Project Management

Whenever you or your colleagues create a new project, be sure to assign the project to the relevant organisation. This will ensure that the project will show up in the Organisation Dash and you can also add other collaborators from the same organisation to that project. You need to do this at the Project Level of your project.

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Organisation Administrator

By default, the person who upgrades the plan to an organisation subscription will automatically be assigned the organisation Admin. This role can be transferred to another user later if required.

Users already assigned as organisation Admins on the Enterprise and Specialist subscription will be able to manually manage the assignment/transfer of Admin roles and Read-Only seat types.

We advise that the organisation Admin role only be assigned to users who have received proper eTool training and that require this access freedom to avoid mismanagement. Keep in mind that the org Admin will have control over the organisation’s settings and permissions.

Managing Your Organisation’s Subscription, Payment/Card Details or Seats

Only the organisation Administrator will be able to edit the Organisation’s subscription, payment/card details or the number/type of seats in the organisation. Therefore please take careful consideration before assigning a user as an org admin. For guidance on how to update your organisation’s subscription, please refer to this support post.

Settings

Org Admins can now set Custom Stage/Phase Names and Custom Org Fields in the “Setting” tab to align with the organisation’s internal terminology system. You also can set Default LCI Group and LCI Source for projects within your organisation (*Note that it is currently available for RapidLCA).  This feature helps to enhance the clarity and maintain the consistency within the organisation.

After updating the custom settings, newly created projects, structures and designs will have extra fields for entering relevant information. 

Org users also can select the different Stage/Phases in their LCA studies when running improvement strategies in the Scenario tree.

Manage Users

Org Admins can use the ‘Manage Users’ tab in your organisation portal to manage the users in your organisation such as invite new users and assigning seats. You can also purchase more seats in this tab or add ‘Read-Only’ users to the organisation.

‘Admin’ users will be able to manage the collaborators for any project assigned to the organisation or assign seats among all organisation users.

To invite new users, just navigate to your Organisation portal in the top menu bar. Next click on the ‘Manage Users’ tab on the left side menu and then click on the ‘+Invite New User’ button on the right side.

The next step is to enter the email address of the user. Please ensure that this is the exact same address used to create their eTool profile.

Once they’ve received the invitation to join the organisation, they will need to navigate to their ‘Inbox’ in order to accept or decline the invitation.

Once all your team members have accepted their invitations, you can manage seat allocations and transfer the admin role among your members under the ‘Manage Users’ tab.

Identify Non-Active Users

Organisation Admins can now easily recognize and manage non-active external users. You can find the date and time of the last login for each user in your organisation under the “Last Login” section. This feature is particularly beneficial for organisations with a large number of users as it provides insights into your organisation’s activity dynamics.

As an Admin, you gain more control over user access, ensuring that resources are allocated to those who need them the most. This feature automatically identifies users who have not logged in for a period of six months or more. When a user meets this condition, their profile will be marked in red for easy identification. Admin can then review the list of flagged users and take necessary actions.

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Staff Turnover

We recommend that you train all your organisation users to always add new projects to the Organisation and be sure that you have Organisation Admin access in the Organisation. You can also have Read-Only access to the projects if you want review access to the project or Collaborator if you intend to make edits in the project. If at some point there is a turn-over in staff, be sure that they perform the appropriate hand-over procedure (guide linked below) before they leave the company which is to ensure that all their Projects have been assigned to the Organisation.

eTool Data Hand-Over Procedure for Organisations

In the unfortunate event where the departing staff is unable to perform the hand-over procedure properly, let us know and we will be able to assist in making the required transfers from our end.

Generate API Keys

For organisations that need to pull information out from eTool, you will need to upgrade to a Specialist Hotseat subscription in order to access the API functionality. Organisation Admins with the Hotseat subscription can generate API keys from eTool. Please refer to the article linked below for more information.

eTool API

Audit Log

Our new audit log at the organisation level provides Org admins a detailed record of all modifications made to designs, structures, projects, and organisation portal. This includes identification of the user responsible for the changes, along with the precise time and date of each modification, providing effective tracking and auditing.

 

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Collaborators

Once a project is assigned to the organisation, Org Admins & Lead Authors may add collaborators to the project to manage their access to that project. Organisation ‘Admins’ are also able to assign other collaborators to any project assigned to the organisation. This is so that if a staff member leaves the company, the Admin of the organisation will be able to assign a new user to manage the project.

Changing the Lead Author

Please note that when you change the Lead author to another user, the previous Lead will lose access to the Structure/Design unless you change them to either a ‘Collaborator’ or ‘Read Only’ and/or they are also an Org Admin. The following warning sign with pop up to warn you of this change.

The ‘Collaborators’ tab is located in the Structure Level of the project once it’s been assigned to the Organisation. You can then assign anyone from the same organisation to the following roles. Note that by default all other users in the organisation will be set as ‘Not Involved’ until you add them as a collaborator to your project. This is to ensure that possibly sensitive information relating to each project can be better managed.

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Certifying Your Design

Note that besides the Lead Author, any project Collaborator will be able to submit the Design for certification and each Structure within a Project may have a different set of collaborators. Note that whomever submits the Design for certification should be the one responsible for communicating with the certifier and conducts all the updates to the design throughout the certification review.

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Terms & Conditions

Please refer to our Terms & Conditions for more information.

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Upgrade Your Subscription for Enterprise Functionality

Like what you’ve read so far? Only organisation subscriptions will have access to the Enterprise functionalities highlighted in this post. These functionalities include subscription, project & user management. Personal subscriptions like the ‘Consultant’ plan on the other hand, do you not have this functionality. You can refer to this support post for more information on sharing/transferring projects in eTool.

If you would like to upgrade to a plan with Enterprise Functionality, please click on the link below for guidance:

How to Upgrade My Subscription

Specialist Hotseat

For instructions on how to purchase Specialist Hotseats, please refer to this support post: Specialist Hotseat: How Does It Work?

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Related posts: Getting Started, Setting Up Your Profile, Software Introduction, Staff Turnover: Handover Procedure,

 
 

One Comment

  1. admin

    One suggestion is to add more details about how the GHG savings graph and GHG savings leaderboard data is populated. LCA purpose at Design details need to be set to LCA Base for the reference design and LCA Final for the proposed/final design. Both designs need to be certified. And the project needs to be assigned to the correct Organisation at the project level.

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