Introduction
Introduction
Organizations and Groups in the Platform define the hierarchical structure that governs the ownership of digital products and applications, their visibility, and user management. Organizations can be either internal (for in-company collaboration) or external (for partner integration). Each organization consists of multiple Groups, which contain users with assigned roles. Groups ensure controlled access and management within an organization.
The Organization section is organized in the Organizations, Users, Join Requests and Invitations tabs. Organizations are listed in separate tabs according to their type. Clicking an organization opens its detail page, with the Information card (name, contact, categories, external ID and description) and the Groups card, which lists the Admin Group and the Other Groups with their users. What each user can see and do in this section depends on the roles and profiling configured by the administrator.
Managing organizations
Creating an organization
Prerequisites:
Specific permissions to create organizations are required.
Organization details (name, contact email, description) must be prepared.
Steps:
Navigate to the Organization section in the main menu of the Platform.
Select the tab of the type of organization you want to create (for example internal or partner organizations).
Click on Add to open the New Organization window.
Enter the required details:
Name: Unique identifier for the organization,
Organization Contact: Default email for organization-related communications,
Description: A brief summary of the organization's purpose,
External ID (optional),
Categories (optional)
Once all mandatory fields are completed, the Save button becomes active. Click it to confirm creation.
Post-Conditions:
A new organization of the selected type is registered in the Platform.
The Platform automatically creates the Org Admins group of the organization.
Tips:
If the tenant is set to automatic synchronization mode, the organization will also be created in the API Gateway.
A new organization can also be created from the Quick actions menu.
If no category is selected, the users of the organization can only see the APIs that have been specifically shared with it. Changing the categories may affect what the users of the organization see in the catalog.
Editing an organization
Prerequisites:
Specific permissions to edit organizations are required.
Steps:
In the Organization section, locate the organization and click its name to open the detail page.
Click the Edit icon in the Information card.
Modify the necessary details (name, contact, description, external ID, categories).
Click Save to confirm the changes. The button becomes active only after a change.
Post-Conditions:
The organization details are updated in the Platform.
If automatic synchronization mode is enabled, the changes will be reflected in the API Gateway.
Tips:
Members of external organizations cannot belong to multiple internal organizations simultaneously. If this condition is violated, an error message will be displayed.
Synchronizing organizations with the API Gateway
Prerequisites:
Specific permissions to synchronize organizations are required.
The Platform must be integrated with an API Gateway that manages organizations.
Steps:
In the Organization section, click the Synchronize icon on the row of the organization, or in the Information card of its detail page.
To synchronize all the organizations at once, open the ⋮ menu of the list and choose Synchronize all organizations.
Confirm the action.
Post-Conditions:
The organization is aligned with the API Gateway. The icon shows whether the organization is synchronized or the synchronization is in progress.
Deleting an Organization
Prerequisites:
Specific permissions to delete organizations are required.
No digital products or applications should be associated with the organization.
Steps:
Navigate to the Organization section of the Platform.
Click the Delete icon on the row of the target organization, or Delete at the bottom of its detail page.
Confirm the action in the pop-up window.
Post-Conditions:
The organization, along with all its groups and users, is permanently removed.
If automatic synchronization mode is enabled, the organization will also be removed from the API Gateway.
Tips:
Ensure all associated entities (digital products and applications) are reassigned before deletion.
Searching for an organization
Steps:
In the Organization section, select the tab of the type of organization and use the search bar to search by name.
Click Filters to narrow the results:
Organization category: Lists organizations with the selected categories.
Group: Lists organizations containing a specific group.
User: Lists organizations associated with a specific user.
Post-Conditions:
The search results display relevant organizations based on the selected criteria.
Tips:
From the ⋮ menu of the list you can Refresh the results and use Manage Columns to choose the columns to display.
Requesting to join an organization
Steps:
Open the Quick actions menu and choose Join Organizations.
In the Join the ecosystem window, select the desired organization(s). Organizations are grouped into internal and external organizations, and the ones you have already asked to join are marked as (join request pending).
Click Join.
Post-Conditions:
A join request is sent to the administrators of each selected organization for approval.
The request status can be monitored in Join Requests > Sent.
Tips:
Users who do not belong to any organization yet also find the Join button on the home page, next to the message want to join the ecosystem? (see Main onboarding information).
A pending request can be withdrawn from Join Requests > Sent, with the Cancel request action.
Managing join requests
Prerequisites:
Requires Org Admin or equivalent permissions.
Steps:
Go to Join Requests > Received in the Organization section.
Locate the request. You can use Inspect request to see its details and the comment of the requester.
Choose one of the following:
Approve: select the Group and the Role of the user, then click Approve. The Org Admins group is proposed by default, with the Org Admin role; if you choose another group, the role must be selected.
Reject: click Reject to deny the request.
Post-Conditions:
If approved, the user gains access to the organization based on the assigned group and role.
If rejected, the request remains in the Rejected state.
Tips:
Both when approving and when rejecting, a Comment of at least 10 characters is required. It is pre-filled with the comment of the requester, if any.
Managing groups
Creating a group
Prerequisites:
Specific permissions to create groups within an organization are required.
Steps:
Navigate to the Organization section.
Open the organization where the group will be created.
In the Groups card, click New group and enter the required details:
Name: Unique identifier for the group.
Group Contact: Default email for group communications.
Description: Brief explanation of the group's purpose.
Click Save to finalize creation.
Post-Conditions:
A new group is registered under the selected organization and listed in Other Groups.
Editing a group
Prerequisites:
Specific permissions to edit groups are required.
Steps:
In the Organization section, open the organization and locate the group to be edited.
Click the Edit Group icon on the group.
Modify the necessary details (name, contact, description).
Click Save to save changes.
Post-Conditions:
Group details are successfully updated.
Deleting a group
Prerequisites:
Specific permissions to delete groups are required.
The group must not contain any digital products or applications.
Steps:
Navigate to the Organization section.
Open the organization containing the group.
Click the Delete Group icon on the group and confirm the action.
Post-Conditions:
The group is permanently removed.
Tips:
The Org Admin Group cannot be deleted unless the entire organization is deleted.
Adding a user to a group
Prerequisites:
Specific permissions to add users to groups are required.
Steps:
Navigate to the Organization section.
Open the organization and locate the group.
Click the Add User icon on the group. The Invite users window opens.
In the User field, either:
search and select an existing user, or type the email address of a person who is not registered yet and click the add button next to the field.
Repeat to add more users: each one is added to the list below the field. 5. For each user in the list, select the role. In the Org Admins group the role is always Org Admin; in the other groups the role proposed by default is Group Admin. 6. Click Invite to confirm.
Post-Conditions:
The users are added to the group with the assigned role.
When a person who is not registered yet is invited, the invitation is listed in the Invitations tab and in the group until it is accepted or expires.
Tips:
Check the role of each user before confirming: in groups other than Org Admins the default role is Group Admin.
A user who is already a member of the group, or already invited to it, cannot be added again.
Changing the role of a user
Prerequisites:
Specific permissions to change the roles of the users of the group are required.
Steps:
Navigate to the Organization section and open the organization.
Locate the user in the group.
Select the new role in the Role drop-down on the row of the user.
Post-Conditions:
The role of the user is updated immediately.
Removing a user from a group
Prerequisites:
Specific permissions to remove users from groups are required.
Steps:
Navigate to the Organization section.
Open the organization and locate the group.
Locate the user and click the Remove icon on their row.
Confirm the action.
Post-Conditions:
The user no longer has access to the group.
Any digital products or applications they owned must be reassigned.
Tips:
On your own row the action is Quit: it lets you leave the group.
Viewing users in a group
Steps:
Navigate to the Organization section.
Open the organization and expand the group.
Browse the list of users.
Post-Conditions:
Displays all users within the selected group, with their username, role and email, followed by the invitations of the group that are still pending.
Tips:
To see all the organizations and groups a user belongs to, use the Users tab (see Viewing all users).
Managing invitations
Steps:
Go to the Invitations tab of the Organization section.
Browse the invitations sent, with their organization, group, role, status and the days left before expiration. Use the search bar and Filters (for example by status) to find an invitation.
For each invitation you can inspect it, send it again or withdraw it.
Post-Conditions:
A resent invitation is delivered again to the invited user; a withdrawn invitation can no longer be accepted.
Viewing all users
Prerequisites:
Available to tenant administrators.
Steps:
Go to the Users tab of the Organization section.
Browse or search the users of the tenant, with the organizations they belong to.
Click on a user to see their information and the organizations and groups they belong to.