Departments

If you have different departments and teams in your business, you can add them as departments in Zoho Procurement and assign the departments to the respective users.

You can also assign a department head for each department, and configure workflows such that a notification will be sent to the department head on submission or creation of a record.

Add Departments

Here’s how you can add a department in Zoho Procurement:

• Go to Settings in the top right corner.
• Click Departments under *Users & Roles.
• Click + New Department in the top right corner.
• Enter the Department Name.
• Enter the Department Code.
• Select the Department Head from the dropdown.
• Provide Description, if necessary.
• Click Save. A new department will be created. You can now assign this department to the users in your Zoho Procurement organization.

Import Departments

If you’ve recorded the department details of your company elsewhere, you can import them into your Zoho Procurement organization. Here’s how:

• Go to Settings in the top right corner of the page.
• Click Departments under *Users & Roles.
• Click the More icon in the top right corner of the page and select Import Departments.
• Click Choose File and select the file you want to import. Or, drag and drop the file you want to import.

• If you want to upload another file instead of the selected file, click Replace File and choose another file.
• Select the Character Encoding and File Delimiter.
• Click Next.
• The best match for each field in Zoho Procurement will be auto-mapped with the fields in the imported file. If there are unmapped fields, you can map them manually.
• If you want to save the mapping for future use, mark the Save these selections for use during future imports option.
• Click Next.
• The data in the unmapped fields will not be imported into Zoho Procurement. If you want to map those fields, click Previous and map the unmapped fields.
• Once you have mapped all the relevant fields, click Import.

Assign Departments to Users

Once you’ve created departments in your Zoho Procurement organization, you can assign them to users. Here’s how:

• Go to Settings in the top tight corner of the page.
• Click Users under Users & Roles.
• If you’re creating a new user, click + Invite User in the top-right corner.
• If you want to assign the department to an existing user, select the user click Edit in the top right corner.
• Select the user’s Department.
• Click Send Invite or Save as per the action you’re performing.

Edit Departments

Here’s how you can edit departments:

• Go to Settings in the top right corner.
• Click Departments under *Users & Roles.
• Hover over the department you want to edit and click the Dropdown icon.
• Select Edit from the dropdown.
• Make the necessary changes and click Save. The department’s details will be updated.

Export Departments

Here’s how you can export departments:

• Go to Settings in the top right corner.
• Click Departments under *Users & Roles.
• Click the More icon in the top right corner and select Export Departments.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Delete Departments

Here’s how you can delete a department:

• Go to Settings in the top right corner.
• Click Departments under *Users & Roles.
• Hover over the department you want to delete and click the Dropdown icon.
• Select Delete from the dropdown.
• Confirm your action by clicking Delete again in the pop-up.