====== Steps to Fill in the OrgStructureMaster Table (Complete Guide) ======

This guide provides a step-by-step approach to correctly fill the **OrgStructureMaster** table. This table stores information about the hierarchical organizational structure for a given client. It helps define different levels within an organization, and specifies whether a particular level is used for evaluation purposes.

The table is critical for structuring survey data and mapping responses to the correct organizational units.

For a complete description of the table structure and field explanations, please refer to the →  [[fw_orgstructuremaster|OrgStructureMaster Table Structure]]


==== 1. Add the ID (id) ====
This is the **primary key** (auto-incremented) for the table.\\
**Do not manually enter** this value if inserting data directly via the database.\\
It is automatically generated.


==== 2. Enter the Client ID (clientid) ====
This column captures the **unique identifier of the client** to which the organizational structure belongs.

  - Ensure that the **client ID** exists in the [[fw_clients|Clients Table]].
  - This field is essential to link the organization structure to the appropriate client.

**Example:**  
clientid = 1


==== 3. Define the Label (label) ====
The **label** represents the name or title of the organizational unit, 

This label will be visible in reports and organizational hierarchies.

**Example:**  
label = "Cluster A"


==== 4. Set the Hierarchy ID (heirarchy) ====
The **heirarchy** column determines the parent-child relationship of the organizational structure. It references the **id** of the parent organization unit.

  - If the unit has no parent, set the value to **0** (for top-level units).
  - For child units, enter the **id** of the parent unit.

**Example:**  
^label     ^ heirarchy ^
| Cluster A | 0         |
| Location 1| 1         |

In this example, **Location 1** is a child unit of **Cluster A**.


==== 5. Set the Hierarchy Level (heirarchylevel) ====
The **heirarchylevel** column defines the depth level of the organizational unit.

  - **1** → Top-level units (e.g., Cluster)
  - **2** → Second-level units (e.g., Location)
  - **3** → Lower-level units, if applicable

**Example:**  
^ label     ^ heirarchylevel ^
| Cluster A | 1              |
| Location 1| 2              |


==== 6. Define If Used for Evaluation (usedforevaluation) ====
This column determines if the organizational unit is **used for evaluation purposes** in survey reports.

^**Value**  ^**Meaning**           ^
| **0**     | Not used for evaluation   |
| **1**     | Used for evaluation       |

If you want responses to be mapped to a specific organizational unit for evaluation, set the value to **1**.

**Example:**  
usedforevaluation = 1


==== 7. Record the Creator (createdby) ====
The **createdby** column captures the **ID of the user** who initially created this record.

  - This is usually linked to the **User Table**.
  - Ensure a valid user ID is entered.

**Example:**  
createdby = 996


==== 8. Capture the Creation Date (createdon) ====
The **createdon** column records the timestamp of when the organizational unit was created.

  - Format: **YYYY-MM-DD HH:MM:SS**
  - This is usually generated automatically if using the platform.

**Example:**  
createdon = 2022-05-26 07:27:17


==== 9. Record the Last Modifier (modifiedby) ====
The **modifiedby** column captures the **ID of the user** who last modified this record.

  * If no modifications have been made, the value remains **null**.
  * Otherwise, enter the valid user ID of the modifier.

**Example:**  
modifiedby = 996


==== 10. Capture the Modification Date (modifiedon) ====
The **modifiedon** column records the timestamp of when the organizational unit was last modified.

  - Format: **YYYY-MM-DD HH:MM:SS**
  - If never modified, the value will remain as **0000-00-00 00:00:00**.

**Example:**  
modifiedon = 2023-09-07 15:58:13


==== ✅ Notes ====
Always ensure the **client ID** is correct to avoid mismatched data.
Top-level units should have **heirarchy = 0** and **heirarchylevel = 1**.


==== Example: Final Record ====
Here’s an example of a complete record for an organizational structure:

| id | clientid | label     | heirarchy | heirarchylevel | usedforevaluation | createdby | createdon           | modifiedby | modifiedon          |
| 1  | 1         | Cluster  | 0         | 1              | 0               | 996       | 2022-05-26 07:27:17 | 0         | 0000-00-00 00:00:00|
| 2  | 1         | Location | 1         | 2              | 0                 | 996       | 2022-05-26 07:27:24 | 0         | 0000-00-00 00:00:00|

This structure would represent a client with one cluster and one location under it.