Entity groups in BoardX allow you to organise individuals, departments, or roles into structured and manageable units. This capability is essential for maintaining clarity and improving oversight in managing responsibilities across the organisation. Here’s an updated, expanded guide to help you create and manage entity groups effectively, with additional tips to enhance your workflow.
Adding a New Entity Group
Step 1: Navigate to GRC Lists
Use the left-hand navigation bar to locate and click on GRC Lists.
Step 2: Open the Entity Groups Section
Under the Scoping section, select Entity Groups. This will display the list of existing groups.
Note: For organisations utilising Board Workspace, committees are automatically converted into entity groups. These cannot be deleted unless you have the appropriate permissions.
Step 3: Create a New Entity Group
Click the New button at the top-right corner.
On the Create New Entity Group page, fill in the following details:
Entity Name: Provide a meaningful name for the group, such as “Leadership” or “Project Team A.”
Entity Owner: Assign an owner by typing their name into the input field and selecting the correct individual from the dropdown list.
Description: Optionally, provide a clear and concise description outlining the purpose of the group. For example, “This group oversees company-wide strategic initiatives.”
Once all fields are completed, click Save to finalise the creation of the group.
Linking Entities to the Group
Step 1: Access the Group’s Details
Return to the Entity Groups list and click on the name of the group you’ve just created. This opens the group’s detailed page.
Step 2: Add Entities
Navigate to the Linked Entities tab within the group’s detail page.
Click Add Entity to begin linking entities to the group.
In the pop-up window:
Use the search bar to locate specific entities by name.
Apply filters such as owner or class for targeted searches.
Select the desired entities by checking the boxes beside their names. To link all available entities, use the checkbox at the top of the list.
Click Add to confirm your selection and link the entities to the group.
Step 3: Manage Linked Entities
The Linked Entities tab will display all entities currently associated with the group.
To remove an entity, select it and click Delete.
Regularly review linked entities to ensure the group accurately represents its intended members.
Tips for Effective Entity Group Management
Define Clear Ownership: Assign an entity owner who is responsible for overseeing the group’s activities and ensuring alignment with organisational goals.
Use Descriptive Names and Descriptions: Choose names and descriptions that clearly reflect the purpose of the group to make navigation and identification easier for all users.
Audit Regularly: Schedule periodic reviews of entity groups to ensure their relevance and accuracy. Update or remove groups as organisational needs evolve.
Leverage Filters: When linking entities, take advantage of the filters to quickly identify and add the appropriate entities without combing through long lists.
Getting Help
Encountering challenges while creating or managing entity groups? The BoardX Support team is always ready to assist. Reach out with any questions to ensure your entity groups are set up effectively and in alignment with your organisation’s needs.