Organizations

What is an Organization?

Your Organization (Org) represents your company's dedicated space within the Encord platform. The Organization dashboard is where you manage and keep track of all users, Projects and Datasets that belong to your Organization in Encord.

To navigate to your Organization's dashboard:

  1. Click the user icon () in the top-right of the Encord platform.

  2. Click your Organization's name. Your Org's name is the first entity that is listed.

Entity relationships

The diagram below illustrates the relationship different entities within an Organization in Encord have to each other.

  • All users and entities are created within an Organization.
  • Projects bring together Ontologies, Datasets, and Workflows.
  • A Project can have multiple Datasets attached to it, but only one Ontology.
  • One Ontology can be attached to multiple Projects.

Workforce Organizations

An Organization is marked in our database as either being a Workforce Organization, or not a Workforce Organization. This is determined by us when creating an Organization. Any internal user of a workforce Organization automatically becomes a workforce user of another Organization if the user is added to a Project or Dataset belonging to that Organization.


Creating an Organization

When you join Encord, we create an entry for your company as an Organization into our database, with one or more individuals from your business as Admins of the Organization.

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Tip

We offer the flexibility to associate any email domains with your company's Organization. This way, when users sign up using a specific email domain, they're automatically integrated into your Organization. You have the option to assign different user roles based on the email domain - typically, email addresses with your company's domain are designated as Internal roles, while other chosen domains can be categorized under Workforce or External roles.


Users

An overview of all your Organization's users and user roles is found on the Users tab of your Organization.

User roles

Organizations have several kinds of users.

  • Internal users: Users that your Organization directly employs.
  • Workforce users: Users that are employed on a contractual basis. This includes annotators.
  • External users: Users not directly or contractually employed by your Organization.

Internal users can have the role of Member OR Admin of your Organization. The following table outlines permissions of both internal member user roles.

AdminMember
Executive privileges over the Organization such as adding and removing users, and the ability to view all Projects in the Organization.No administrative privileges over your Organization. Can only view Projects they create, or have been invited to.

In addition to having a user role within the Organization, all users have distinct roles in Projects, Datasets, and Ontologies.

Adding and removing users

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Only Organization Admins have the ability to add users to, or remove users from, the Organization.

Users belonging to your Organization are managed on the Users tab of your Organization dashboard. The Users tab displays by default when you navigate to your Organization. All users belonging to your Organization are listed on the Users tab.

To add new users to your Organization:

  1. Click the + Add user button.
    A dialog appears
  1. Type the email addresses of the users you want to add.
  2. Select the role you want the users to have.
  3. Click Add to add the users to your Organization.

To remove users from your Organization:

  1. Search for the user you want to remove from your Organization.

  2. Click the delete icon next to the user.

  3. If the user being removed is the sole Admin for any Projects or Datasets within the Organization, you are prompted to select a replacement user from within your Organization.

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Note

Admins cannot be removed from an Organization. To remove an Admin from your Organization, contact [email protected].

Changing user roles

Organization Admins can promote Internal users with the Member role to organization Admin. However, Admins cannot be made into Members. To change the user role of an Admin, or to remove them from the Organization, contact [email protected].

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Workforce and _External users cannot be converted to Admins.


User groups

User groups are collections of members that are grouped together, allowing them to be added to Projects, Datasets, and Ontologies collectively. User groups are managed on the Groups tab of your Organization's dashboard.

Create user groups

To create a user group:

  1. Navigate to the Groups tab of your Organization.

  2. Click + Create group.
    A dialog appears.

  1. Give your group a meaningful name and description.
  2. Search for and select users to include in the group.
  3. Click Add to add the selected users to the group. Users can be removed by clicking the delete icon next to the user.
  4. Click Create group to create the user group.

Edit and delete user groups

Groups can be edited and deleted on the Users tab of your Organization.

To add users to an existing user group:

  1. Click Edit next to the name of the group.
    A dialog appears.

  2. Search for and select users to add to the group.

  3. Click Add

To delete users from a user group:

  1. Click Edit next to the name of the group.
    A dialog appears.

  2. Click the delete icon next to the user.

To delete a user group:

  1. Click Edit next to the name of the group.
    A dialog appears.

  2. Click the Delete group button.


View and join Projects

Organization Admins can search for and join any Projects that exist within the Organization. Projects are managed in the Projects tab of your Organization's dashboard.

When an Organization Admin joins a Project, they are automatically assigned the Admin user role for that Project. Organization Members can view all Projects belonging to an Organization, but cannot join a Project unless they are invited.

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Projects can be filtered by Project owner or Project tags.

  • Join a Project by clicking Join project next to the name of the Project.
  • See all Projects you belong to by clicking the Filter by project owner search bar, and selecting My projects only.

View and join Datasets

Organization Admins can search for and join any Datasets that exist within the Organization. Datasets are managed in the Datasets tab of your Organization's dashboard.

When an Organization Admin joins a Dataset, they are automatically assigned the Admin user role for that Dataset. Organization Members can view all Datasets belonging to an Organization, but cannot join a Dataset unless they are invited.

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Tip

Datasets can be filtered by Dataset owner.

  • Join a Dataset by clicking Join dataset next to the name of the Dataset.
  • See all Datasets you belong to by clicking the Filter by search bar, and selecting My datasets only.

View and join Ontologies

Organization Admins can search for and join any Ontology that exist within the Organization. Ontologies are managed in the Ontologies tab of your Organization's dashboard.

When an Organization Admin joins an Ontology, they are automatically assigned the Admin user role for that Ontology. Organization Members can view all Ontologies belonging to an Organization, but cannot join an Ontology unless they are invited.

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Ontologies can be filtered by Ontology owner.

  • Join an Ontology by clicking Join ontology next to the name of the Ontology.
  • See all Ontology you belong to by clicking the Filter by search bar, and selecting My ontologies only.

Project tags

Project tags serve as a labeling system that helps to categorize, group, and filter Projects within your Organization. Project tags are created and managed in the Project tags tab of the Organization's dashboard.

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Tip

Project tags are applied to Projects on the Project level, not from your Organization dashboard.

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Note

The Project tags tab is only visible to Organization Admins, and only Organization Admins can create Project tags.

Create Project tags

Project tags must be created before they can be added to a Project.

  1. Click + New project tag on the Project tags tab.
  1. Give the new Project tag a name.

  2. Press Enter to create the tag.

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All Project tag names must be unique.

Edit Project tags

Double click a Project tag to change its name. Press Enter to confirm your selection.

Delete Project tags

To delete a Project tag, click x on the Project tag. Deleting a Project tag removes it from all Projects in your Organization.