Overview
Departments in Tropic allow you to associate requests, contracts, suppliers, and users with specific teams in your organization. For example, you can sort contract records by department to track contracted spend for each team. Each department has a department manager who can act as an approver for requests in their department. This article explains how to add a single department and how to import departments in bulk.
Note: Departments must be added before bulk importing users using a CSV. You must specify a department when importing users.
Add a Single Department
Requires the following role: Owner
To add a single department:
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In Tropic, click Settings > Departments.
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Click Add Department.
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Click Add Single Department.
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Enter a Name for the department.
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Select a Manager for the department.
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(Optional) Enter an Internal ID for the department.
Tropic doesn’t use this ID, but you can use it for internal tracking. This is often the accounting general ledger (GL) code for the department.
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Click Save.
Import Departments in Bulk
Requires the following role: Owner
You can add multiple contract records at once using a CSV. You can also use the CSV to update existing departments.
- Click Add Department.
- Click Add Bulk From CSV Departments.
- Click Download Department Template to download the CSV template.
- Fill out the CSV with your department data. The following table provides guidance for each field.
Field Required Description department Yes Name of the department.
Important: If this matches the name of an existing department, the import updates the department.department_manager_email No Email address of the department manager.
Value is case-sensitive and must match an existing user in Tropic.
Important: When onboarding to Tropic, leave this field empty.internal_id No Internal reference ID for the department. Typically used for general ledger (GL) codes. - Save the CSV using the .csv file extension. You can use any filename.
- Upload your CSV file using the Upload Department Template section.
- Click Start Import. A success message states the import has started. Tropic sends you an email when the import finishes.
Handle Import Errors
If the CSV used to import departments contains errors, Tropic sends the uploader an email. The email lists the rows containing the errors and the error that occurred. You can reattempt the import after fixing the CSV errors.
Additional Resources
To learn more about our training guides and documentations, please visit our Help Center.