IT Glue Organizations

IT Glue Organizations Management

Overview

Organizations are the foundational entity in IT Glue, representing companies, clients, vendors, or internal entities. All documentation, configurations, contacts, passwords, and flexible assets are associated with an organization. Proper organization management enables comprehensive client documentation and cross-platform integration with PSA tools.

Key Concepts

Organization Types

Organizations are classified by type for categorization:

Type	Description	Use Case
Customer	Active client organizations	Primary service clients
Vendor	Product/service suppliers	Software vendors, hardware suppliers
Partner	Business partners	MSP partnerships, referral partners
Internal	Your own organization	Internal documentation
Prospect	Potential clients	Pre-sales documentation

Organization Statuses

Status	Description	Business Logic
Active	Currently serviced	Standard operational state
Inactive	Not currently active	Suspended or paused accounts
Archived	Historical only	No longer serviced, read-only

Parent/Child Relationships

Organizations can have hierarchical relationships:

Parent Organization (Acme Holdings)
├── Child: Acme East Division
├── Child: Acme West Division
└── Child: Acme International

This enables:

• Centralized management documentation
• Shared configurations across divisions
• Hierarchical reporting
• Inherited security settings

Field Reference

Core Fields

Field	Type	Required	Description
id	integer	System	Auto-generated unique identifier
name	string	Yes	Organization name (unique)
description	string	No	Detailed description
quick-notes	string	No	Quick reference notes
organization-type-id	integer	No	Type classification
organization-status-id	integer	No	Status classification

Relationship Fields

Field	Type	Description
parent-id	integer	Parent organization ID
primary-contact-id	integer	Primary contact for org
primary-location-id	integer	Primary location ID

PSA Integration Fields

Field	Type	Description
psa-id	string	PSA system company ID
psa-integration-type	string	PSA type (autotask, connectwise, etc.)

Metadata Fields

Field	Type	Description
created-at	datetime	Creation timestamp
updated-at	datetime	Last update timestamp
short-name	string	Abbreviated name
alert	string	Alert/warning message

API Patterns

List Organizations

GET /organizations
x-api-key: YOUR_API_KEY
Content-Type: application/vnd.api+json

With Filters:

GET /organizations?filter[name]=Acme&filter[organization-status-id]=1

With Pagination:

GET /organizations?page[size]=100&page[number]=1&sort=name

Get Single Organization

GET /organizations/123456
x-api-key: YOUR_API_KEY

With Includes:

GET /organizations/123456?include=configurations,contacts,passwords

Create Organization

POST /organizations
Content-Type: application/vnd.api+json
x-api-key: YOUR_API_KEY

{
  "data": {
    "type": "organizations",
    "attributes": {
      "name": "New Client Corporation",
      "description": "IT services client since 2024",
      "quick-notes": "Primary contact: John Smith (555-123-4567)",
      "organization-type-id": 37,
      "organization-status-id": 1
    }
  }
}

Update Organization

PATCH /organizations/123456
Content-Type: application/vnd.api+json
x-api-key: YOUR_API_KEY

{
  "data": {
    "type": "organizations",
    "attributes": {
      "quick-notes": "Updated: New primary contact is Jane Doe",
      "alert": "Contract renewal due March 2024"
    }
  }
}

Delete Organization

DELETE /organizations/123456
x-api-key: YOUR_API_KEY

Warning: Deleting an organization removes all associated resources (configurations, passwords, documents, etc.)

Search by PSA ID

GET /organizations?filter[psa-id]=12345

Common Workflows

New Client Onboarding

1. Create organization with basic info
2. Set organization type (Customer)
3. Add quick notes for reference
4. Link to PSA with psa-id
5. Create primary contact
6. Add initial configurations
7. Document passwords

async function onboardClient(clientData) {
  // Step 1: Create organization
  const org = await createOrganization({
    name: clientData.companyName,
    description: clientData.description,
    'quick-notes': clientData.notes,
    'organization-type-id': CUSTOMER_TYPE_ID,
    'organization-status-id': ACTIVE_STATUS_ID
  });

  // Step 2: Create primary contact
  await createContact(org.id, {
    name: clientData.primaryContact.name,
    email: clientData.primaryContact.email,
    phone: clientData.primaryContact.phone,
    'contact-type-id': PRIMARY_CONTACT_TYPE
  });

  // Step 3: Create initial documentation
  await createDocument(org.id, {
    name: 'Client Overview',
    content: generateOverviewContent(clientData)
  });

  return org;
}

Client Offboarding

1. Archive passwords (don't delete for audit)
2. Export documentation if needed
3. Update organization status to Archived
4. Add offboarding notes with date and reason

async function offboardClient(orgId, reason) {
  // Update status to archived
  await updateOrganization(orgId, {
    'organization-status-id': ARCHIVED_STATUS_ID,
    alert: `ARCHIVED: ${new Date().toISOString().split('T')[0]} - ${reason}`
  });

  // Add final note
  await addQuickNote(orgId, `
    Client offboarded on ${new Date().toLocaleDateString()}
    Reason: ${reason}
    Final contact: [Record contact name and handoff details]
  `);
}

PSA Sync Verification

async function verifyPsaSync() {
  // Get all active organizations
  const orgs = await fetchOrganizations({
    filter: { 'organization-status-id': ACTIVE_STATUS_ID }
  });

  const syncStatus = {
    synced: [],
    unsynced: [],
    mismatched: []
  };

  for (const org of orgs) {
    if (!org.attributes['psa-id']) {
      syncStatus.unsynced.push(org);
    } else {
      // Verify PSA record exists
      const psaCompany = await lookupPsaCompany(org.attributes['psa-id']);
      if (psaCompany) {
        syncStatus.synced.push(org);
      } else {
        syncStatus.mismatched.push(org);
      }
    }
  }

  return syncStatus;
}

Bulk Organization Report

async function generateOrgReport() {
  const orgs = await fetchAllOrganizations();

  return orgs.map(org => ({
    name: org.attributes.name,
    type: org.relationships['organization-type']?.data?.id,
    status: org.relationships['organization-status']?.data?.id,
    hasConfigurations: org.relationships.configurations?.data?.length > 0,
    hasPasswords: org.relationships.passwords?.data?.length > 0,
    psaSynced: !!org.attributes['psa-id'],
    createdAt: org.attributes['created-at'],
    updatedAt: org.attributes['updated-at']
  }));
}

Error Handling

Common API Errors

Code	Message	Resolution
400	Name can't be blank	Provide organization name
400	Name has already been taken	Use unique name
401	Invalid API key	Check IT_GLUE_API_KEY
404	Organization not found	Verify organization ID
422	Invalid organization type	Query valid type IDs first

Validation Errors

Error	Cause	Fix
Name required	Missing name field	Add name to request
Name not unique	Duplicate name	Use different name
Invalid type ID	Non-existent type	Query /organization-types first
Invalid status ID	Non-existent status	Query /organization-statuses first

Error Recovery Pattern

async function safeCreateOrganization(data) {
  try {
    return await createOrganization(data);
  } catch (error) {
    if (error.status === 422 && error.detail?.includes('already been taken')) {
      // Organization exists - find and return it
      const existing = await findOrganizationByName(data.name);
      return existing;
    }

    if (error.status === 401) {
      throw new Error('API key invalid or expired. Check IT_GLUE_API_KEY.');
    }

    throw error;
  }
}

Best Practices

1. Use descriptive names - Include location or identifier if needed for uniqueness
2. Maintain quick notes - Keep emergency contact info readily available
3. Set organization types - Enable meaningful filtering and reporting
4. Link to PSA - Always set psa-id for cross-platform lookups
5. Use parent/child - Organize multi-location or division clients
6. Archive, don't delete - Preserve historical documentation
7. Regular audits - Review organization list quarterly
8. Document alerts - Use alert field for critical client notices
9. Primary contact - Always set a primary contact for each org
10. Standardize naming - Use consistent naming conventions

Related Skills

• IT Glue Configurations - Asset management for organizations
• IT Glue Contacts - Contact management
• IT Glue Passwords - Credential storage
• IT Glue Documents - Documentation
• IT Glue API Patterns - API reference