{"id":2004072,"date":"2023-07-11T08:00:36","date_gmt":"2023-07-11T15:00:36","guid":{"rendered":"https:\/\/www.esri.com\/arcgis-blog\/?post_type=blog&#038;p=2004072"},"modified":"2023-07-10T13:24:14","modified_gmt":"2023-07-10T20:24:14","slug":"get-started-with-administering-an-existing-organization-a-checklist","status":"publish","type":"blog","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist","title":{"rendered":"Get started with administering an existing organization: A checklist"},"author":7601,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"open","ping_status":"closed","template":"","format":"standard","meta":{"_acf_changed":false,"_searchwp_excluded":""},"categories":[37501],"tags":[],"industry":[],"product":[36551],"class_list":["post-2004072","blog","type-blog","status-publish","format-standard","hentry","category-administration","product-arcgis-online"],"acf":{"short_description":"Taking over administration of an ArcGIS Online organization has never been easier! Use this checklist to get oriented.","flexible_content":[{"acf_fc_layout":"sidebar","content":"<h3>In this article<\/h3>\n<ul>\n<li><a href=\"#start\">Tasks for getting started with your new administrator role<\/a><\/li>\n<li><a href=\"#more\">Tasks for becoming more comfortable with management<\/a><\/li>\n<li><a href=\"#long\">Tasks for long-term maintenance and reporting<\/a><\/li>\n<\/ul>\n","image_reference":false,"layout":"standard","image_reference_figure":"","snippet":"","spotlight_name":"","section_title":"","position":"Right","spotlight_image":false},{"acf_fc_layout":"content","content":"<p>Imagine this scenario\u2014Your supervisor just left your office after delivering some news: you\u2019ve just been tasked with administering your company\u2019s ArcGIS Online organization. You have account credentials and not much else; the previous administrator didn\u2019t leave documentation, and you\u2019re not sure where to get started.<\/p>\n<p><span class=\"TextRun SCXW84093197 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW84093197 BCX0\">If this sounds familiar, then <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">look no f<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">u<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">rther for answers. This articl<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">e provides a checklist of tasks <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">broken down by what <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">you\u2019ll<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\"> want to <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">accomplish<\/span> <span class=\"NormalTextRun SCXW84093197 BCX0\">soon after you first take over administration of the organization, as you get more comfortable with administration, and finall<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">y, as periodic spot checks to ensure <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">everything\u2019s<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\"> running smoothly. It may also be helpful to think of this list as tasks to accomplish within the first week, month, and quarter after taking ownership of the administrator role, but largely can be done at your own pace. These tasks are meant to <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">help you <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">start by <\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">understand<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">ing<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\"> how your ArcGIS Online organization is running<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\">, then<\/span><span class=\"NormalTextRun SCXW84093197 BCX0\"> help you learn all the tricks you need to keep it running.<\/span><\/span><span class=\"EOP SCXW84093197 BCX0\" data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n"},{"acf_fc_layout":"sidebar","content":"<h2 style=\"text-align: center;\"><span data-contrast=\"none\">Implementation Guides<\/span><\/h2>\n<p>There are several other implementation guides for administrators at different stages of working with their organization.<\/p>\n<p><a href=\"https:\/\/www.esri.com\/content\/dam\/esrisites\/en-us\/media\/pdf\/implementation-guides\/implement-arcgis-online.pdf\"><span data-contrast=\"none\">Implement ArcGIS Online:<\/span><\/a><span data-contrast=\"none\"> This guide is for administrators setting up new ArcGIS organizations, starting with activation.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/www.esri.com\/content\/dam\/esrisites\/en-us\/media\/pdf\/implementation-guides\/extend-reach-arcgis-online.pdf\"><span data-contrast=\"none\">Extend the Reach of your GIS<\/span><\/a><span data-contrast=\"none\">: This guide is for administrators who are comfortable with the day-to-day operation of their organization and looking for more information about long-term management and best practices.<\/span><\/p>\n","image_reference":false,"layout":"standard","image_reference_figure":"","snippet":"","spotlight_name":"","section_title":"","position":"Center","spotlight_image":false},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h1 id=\"start\" style=\"text-align: center;\">Tasks for getting started with your new administrator role<\/h1>\n<p>&nbsp;<\/p>\n<h2>Your account and access<\/h2>\n<p>Your first step as a new administrator is to ensure you have the correct administrator account and necessary permission settings. Then, you\u2019ll figure out how the organization was set up and what the working strategy is for user and content management.<\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Ensure you can sign into the organization.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Ensure that you have a <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/member-roles.htm#ESRI_SECTION1_C30D73392D964D51A8B606128A8A6E8F\">default Administrator role<\/a> (not a custom role with administrative privileges).<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Set yourself as the organization\u2019s <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/configure-general.htm#ESRI_SECTION1_15DC85DFC5894500B182829086BE6D7A\">administrative contact<\/a>.<\/p>\n<p style=\"padding-left: 40px;\">Being the administrative contact will ensure you receive important notifications about the organization, such as renewal, credit consumption notices, and notifications about releases and other product news. This is also how you will receive password resets requests. If a user in your organization hasn\u2019t set up their security questions, you may have to manually reset their password.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Find your organization account\u2019s renewal date and mark it on your calendar<\/p>\n<p style=\"padding-left: 40px;\">The Renewal date is listed on the <strong>Organization<\/strong> &gt; <strong>Overview<\/strong> tab, in your organization box (upper left). To ensure uninterrupted access to your organization, you don\u2019t want to let it expire.<\/p>\n"},{"acf_fc_layout":"image","image":{"ID":2010902,"id":2010902,"title":"org-renewal-calendar","filename":"org-renewal-calendar.png","filesize":86456,"url":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist\/org-renewal-calendar","alt":"ArcGIS Online organization renewal date shown on calendar","author":"7601","description":"","caption":"Mark your organization renewal date on your calendar.","name":"org-renewal-calendar","status":"inherit","uploaded_to":2004072,"date":"2023-06-30 23:41:55","modified":"2023-06-30 23:42:35","menu_order":0,"mime_type":"image\/png","type":"image","subtype":"png","icon":"https:\/\/www.esri.com\/arcgis-blog\/wp-includes\/images\/media\/default.png","width":1219,"height":605,"sizes":{"thumbnail":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar-213x200.png","thumbnail-width":213,"thumbnail-height":200,"medium":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","medium-width":464,"medium-height":230,"medium_large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","medium_large-width":768,"medium_large-height":381,"large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","large-width":1219,"large-height":605,"1536x1536":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","1536x1536-width":1219,"1536x1536-height":605,"2048x2048":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","2048x2048-width":1219,"2048x2048-height":605,"card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar-826x410.png","card_image-width":826,"card_image-height":410,"wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/org-renewal-calendar.png","wide_image-width":1219,"wide_image-height":605}},"image_position":"center","orientation":"horizontal","hyperlink":""},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h2>Member management<\/h2>\n<p>Now, you can start to explore the users in your organization and how they\u2019re currently organized. Once they have a named user account in the organization, members are granted permissions through user types and roles. Two methods that the previous administrator may have used to manage the organization\u2019s members are custom roles and member categories. Roles are a method of giving privileges and access to features of ArcGIS, and can be customized for different users or work requirements as necessary. Member categories are a hierarchical structure that can be set up based on jobs, level of access, or other characteristics that act as a filter when searching for users. In this section, you\u2019ll learn how users are managed.<\/p>\n<p><span style=\"text-decoration: underline;\">Documentation resource:<\/span> <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/roles.htm\">User types, roles, and privileges<\/a><\/p>\n<p>&nbsp;<\/p>\n<h3><strong>Current and available members<\/strong><\/h3>\n<p>You\u2019ll start by taking a look at how many members your organization has and how many can still be added. Some organizations may be very small, with one to five active members; some may be very big with 50,000 or more. Understanding the size of your organization will help you understand how frequently you\u2019ll want to check in on it later, as more members and more activity means you\u2019ll want to keep a closer eye on credit expenditure, content storage, and other categories that will be discussed in detail later.<\/p>\n"},{"acf_fc_layout":"image","image":{"ID":2011092,"id":2011092,"title":"members","filename":"members.png","filesize":39234,"url":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist\/members-2","alt":"ArcGIS Organization Overview page members view","author":"7601","description":"","caption":"","name":"members-2","status":"inherit","uploaded_to":2004072,"date":"2023-07-01 00:29:47","modified":"2023-07-01 00:30:26","menu_order":0,"mime_type":"image\/png","type":"image","subtype":"png","icon":"https:\/\/www.esri.com\/arcgis-blog\/wp-includes\/images\/media\/default.png","width":715,"height":506,"sizes":{"thumbnail":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members-213x200.png","thumbnail-width":213,"thumbnail-height":200,"medium":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","medium-width":369,"medium-height":261,"medium_large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","medium_large-width":715,"medium_large-height":506,"large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","large-width":715,"large-height":506,"1536x1536":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","1536x1536-width":715,"1536x1536-height":506,"2048x2048":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","2048x2048-width":715,"2048x2048-height":506,"card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members-657x465.png","card_image-width":657,"card_image-height":465,"wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/06\/members.png","wide_image-width":715,"wide_image-height":506}},"image_position":"center","orientation":"horizontal","hyperlink":""},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Overview<\/strong> tab, view the <strong>Members<\/strong> box to see how many members are in the organization and what user types are available.<\/p>\n<p><strong>Explore member categories or custom roles<\/strong><\/p>\n<p>Especially important for member management in larger organizations, member categories and custom roles can act as filters to find and assign or remove capabilities from members. Member categories act most simply like a filter, and member roles can additionally give specific privileges and permissions to users.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Members<\/strong> tab, see what member categories or custom roles the previous administrator set up. Click through them to understand how these groupings are used and who is assigned to what user type and role.<\/p>\n<p style=\"padding-left: 40px;\"><em>Note: If you have a large organization, it might be impractical to view every role or grouping. Try to select a variety of users whose job titles or descriptions you know to help you understand what kinds of permissions or categorizations they might fall into. For example, a supervisor may have a Viewer user type, while a GIS professional may have a GIS Professional user type and custom Publisher role.<\/em><\/p>\n<p><span style=\"text-decoration: underline;\">Documentation resource<\/span>: <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/manage-members.htm#ESRI_SECTION1_91337F478F8542D9A6D2F1A7B65E0AFF\">Manage members<\/a><\/p>\n<p>&nbsp;<\/p>\n<h3><strong>Create a report<\/strong><\/h3>\n<p>Usage reports are an important tool for monitoring your organization. The reports help you identify how members are using, sharing, and contributing resources. In this case, the reports you\u2019ll generate will act as a snapshot of the organization when you took it over. Member reports are most helpful if you have a high turnover in your organization, and show details such as how many credits the member is using, their role and user type, and how many items they own.<\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Settings<\/strong> &gt; <strong>Member roles<\/strong> tab, see what custom roles have been set up.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Status<\/strong> &gt; <strong>Reports<\/strong> tab, click <strong>Create a report<\/strong>. Choose <strong>Single Report<\/strong>, and for <strong>Report type<\/strong>, choose <strong>Member<\/strong>.<\/p>\n"},{"acf_fc_layout":"image","image":{"ID":2016452,"id":2016452,"title":"user-admin-report-example","filename":"user-admin-report-example.png","filesize":36369,"url":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist\/user-admin-report-example","alt":"Sample User report","author":"7601","description":"","caption":"","name":"user-admin-report-example","status":"inherit","uploaded_to":2004072,"date":"2023-07-05 16:52:22","modified":"2023-07-05 16:52:37","menu_order":0,"mime_type":"image\/png","type":"image","subtype":"png","icon":"https:\/\/www.esri.com\/arcgis-blog\/wp-includes\/images\/media\/default.png","width":1046,"height":302,"sizes":{"thumbnail":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example-213x200.png","thumbnail-width":213,"thumbnail-height":200,"medium":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","medium-width":464,"medium-height":134,"medium_large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","medium_large-width":768,"medium_large-height":222,"large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","large-width":1046,"large-height":302,"1536x1536":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","1536x1536-width":1046,"1536x1536-height":302,"2048x2048":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","2048x2048-width":1046,"2048x2048-height":302,"card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example-826x238.png","card_image-width":826,"card_image-height":238,"wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/user-admin-report-example.png","wide_image-width":1046,"wide_image-height":302}},"image_position":"center","orientation":"horizontal","hyperlink":""},{"acf_fc_layout":"content","content":"<p><span style=\"text-decoration: underline;\">Documentation resource<\/span>: <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/view-status.htm#ESRI_SECTION1_E100CF080D2E49CDBE44B7369878824D\">View status<\/a><br \/>\n<span style=\"text-decoration: underline;\">Blog resource<\/span>: <a href=\"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/supercharge-your-arcgis-online-organization-management-with-reports\/\">Supercharge your ArcGIS Online Organization Management with Reports<\/a><\/p>\n<p>&nbsp;<\/p>\n<h3><strong>Schedule a quarterly report<\/strong><\/h3>\n<p>When generated consistently, reports can represent a history of events that occur in your organization over time. Scheduling reports ensures they\u2019ll be automatically created at regular intervals, and can help with end-of-year reporting or other long-term tracking you may need to do.<\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Schedule a <strong>Quarterly Member<\/strong> report.<\/p>\n"},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h2>Credit management<\/h2>\n<p>Credits are the currency of ArcGIS. They are managed at the organization level and can be spent by users on actions such as geocoding and analysis, or on general management such as content storage. Credits are important to understand and keep tabs on; running out of credits can lead to your organization being placed in restricted status. In this section, you want to understand your organization\u2019s baseline credit usage; later you\u2019ll determine how to manage it.<\/p>\n<p><span style=\"text-decoration: underline;\">Documentation resource<\/span>: <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/credits.htm\">Understand credits<\/a><br \/>\n<input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Overview<\/strong> tab, use the <strong>Credits<\/strong> box to see how many credits your organization has available.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Status<\/strong> tab, see how your organization\u2019s credit usage over the last few weeks breaks down by storage, analytics, subscriber content, and published content.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Members<\/strong> tab, use the <strong>Credits remaining<\/strong> column to see what credit budget each member has.<\/p>\n"},{"acf_fc_layout":"image","image":{"ID":2016702,"id":2016702,"title":"credit-view","filename":"credit-view.png","filesize":72298,"url":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist\/credit-view","alt":"Credits dashboard on the Overview page and broken down on the Status page","author":"7601","description":"","caption":"","name":"credit-view","status":"inherit","uploaded_to":2004072,"date":"2023-07-05 17:25:40","modified":"2023-07-05 17:26:35","menu_order":0,"mime_type":"image\/png","type":"image","subtype":"png","icon":"https:\/\/www.esri.com\/arcgis-blog\/wp-includes\/images\/media\/default.png","width":1295,"height":450,"sizes":{"thumbnail":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view-213x200.png","thumbnail-width":213,"thumbnail-height":200,"medium":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","medium-width":464,"medium-height":161,"medium_large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","medium_large-width":768,"medium_large-height":267,"large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","large-width":1295,"large-height":450,"1536x1536":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","1536x1536-width":1295,"1536x1536-height":450,"2048x2048":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","2048x2048-width":1295,"2048x2048-height":450,"card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view-826x287.png","card_image-width":826,"card_image-height":287,"wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/credit-view.png","wide_image-width":1295,"wide_image-height":450}},"image_position":"center","orientation":"horizontal","hyperlink":""},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h3>Content management<\/h3>\n<p>Understanding your organization\u2019s content is important, especially if your organization publishes public-facing content. Depending who you want to see your content, you can share it in four primary ways. By default, content is private to the account that created it (and viewable by the administrator). To share it with a specific set of people, the creator or administrator can share it with a group or with their organization. Finally, content can be shared publicly so that anyone can find and view it. Organizations can benefit from content categories, which act similarly to member categories in that they allow sorting and filtering.<\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Status<\/strong> &gt; <strong>Content<\/strong> tab, see how many items your organization has, how many have been created recently, what the breakdown is by type and sharing status, and so on.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Content<\/strong> &gt; <strong>My Organization<\/strong> tab, see if your organization has content categories set up, sort the items by <strong>View Count<\/strong> to see the most popular items, and so on.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 On the <strong>Organization<\/strong> &gt; <strong>Status<\/strong> &gt; <strong>Reports<\/strong> tab, click <strong>Create a report<\/strong>. Choose<strong> Single Report<\/strong>, and for <strong>Report type<\/strong>, choose <strong>Item<\/strong>.<\/p>\n<p style=\"padding-left: 40px;\">Like the <strong>Member<\/strong> report, this will serve as a snapshot of the organization on the day you create the report. <strong>Item<\/strong> reports show details such as the storage size of each item, its usage or popularity, and its sharing status.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Schedule a <strong>Quarterly Item<\/strong> report.<\/p>\n"},{"acf_fc_layout":"image","image":{"ID":2016972,"id":2016972,"title":"item-admin-report-example","filename":"item-admin-report-example.png","filesize":94795,"url":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","link":"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/get-started-with-administering-an-existing-organization-a-checklist\/item-admin-report-example","alt":"Administrative report for items","author":"7601","description":"","caption":"","name":"item-admin-report-example","status":"inherit","uploaded_to":2004072,"date":"2023-07-05 18:02:20","modified":"2023-07-05 18:02:34","menu_order":0,"mime_type":"image\/png","type":"image","subtype":"png","icon":"https:\/\/www.esri.com\/arcgis-blog\/wp-includes\/images\/media\/default.png","width":1118,"height":560,"sizes":{"thumbnail":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example-213x200.png","thumbnail-width":213,"thumbnail-height":200,"medium":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","medium-width":464,"medium-height":232,"medium_large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","medium_large-width":768,"medium_large-height":385,"large":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","large-width":1118,"large-height":560,"1536x1536":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","1536x1536-width":1118,"1536x1536-height":560,"2048x2048":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","2048x2048-width":1118,"2048x2048-height":560,"card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example-826x414.png","card_image-width":826,"card_image-height":414,"wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2023\/07\/item-admin-report-example.png","wide_image-width":1118,"wide_image-height":560}},"image_position":"center","orientation":"horizontal","hyperlink":""},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h1 id=\"more\" style=\"text-align: center;\">Tasks for becoming more comfortable with management<\/h1>\n<p>Now is a good time to dig deeper into some of the management tasks you addressed earlier. For example, if your organization publishes content publicly, take time to understand the development, quality assurance, and publishing tasks. Or, if your organization has frequent member turnover, spend time learning about the offboarding process for users. Note that the tasks in this section will be largely dependent on your organization\u2019s structure and usage. Feel free to add or skip items as needed.<\/p>\n<p><strong>Before making changes to your organization\u2019s existing processes, talk to all stakeholders, including management and any ArcGIS users who might be impacted by the changes.<\/strong><\/p>\n<p>&nbsp;<\/p>\n<h2>Member management<\/h2>\n<p>In this section, figure out what your most time-consuming member management tasks are and determine whether there\u2019s a way to simplify them. For example, if you\u2019re adding a lot of new members to your organization each month, look into New Member Defaults, batch adding users, and other strategies. If you\u2019re consistently having to reset passwords or credits for users, ensure your organization members have their profiles configured with security questions and know how to check their credit budget and delete unused content.<\/p>\n<p><span style=\"text-decoration: underline;\">Documentation resource<\/span>: <a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/administer\/manage-members.htm\">Manage members<\/a><\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Check in on member usage and credits.<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Learn about the onboarding procedures for new members.<\/p>\n<ul>\n<li>On the <strong>Settings<\/strong> &gt; <strong>New Member Defaults<\/strong> tab, see what role and licensing new members receive.<\/li>\n<li>Learn how to add new users, either individually or in batch.<\/li>\n<\/ul>\n<p><input type=\"checkbox\" \/>\u00a0 Learn about offboarding procedures for members who need to leave or be removed from the organization.<\/p>\n<p style=\"padding-left: 40px;\"><em>Note: Offboarding procedures can vary depending on the reason for leaving. For example, employees who are retiring should be treated differently than someone in the company who\u2019s transitioning job roles.<\/em><\/p>\n<ul>\n<li>Decide whether the user needs to have their account removed from the organization, disabled, or downgraded to a user type with fewer permissions.<\/li>\n<li>Decide whether content, group ownership, and so on need to be transferred to another user account or deleted.<\/li>\n<\/ul>\n"},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h2>Content management<\/h2>\n<p>Depending on how much content your organization publishes and maintains, who it is shared with, and what kinds of work it is used for, your content management procedures can vary. Work with organization members to understand what kind of content they\u2019re creating, how, and for whom.<br \/>\n<input type=\"checkbox\" \/>\u00a0 Learn about content publishing and maintenance procedures.<\/p>\n<ul>\n<li>Does your organization have a quality assurance process?<\/li>\n<li>Is there content you\u2019ll need to update with new releases of ArcGIS Online?<\/li>\n<\/ul>\n"},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<h1 id=\"long\" style=\"text-align: center;\">Tasks for long-term maintenance and reporting<\/h1>\n<p>Now that you understand your organization\u2019s management procedures, you can decide how frequently to check back in on your organization to ensure things are running smoothly. Your cadence may be monthly or quarterly or even more frequently, depending on your organization&#8217;s activity. Again, before making changes, check in with the appropriate stakeholders. For example, don\u2019t downgrade an inactive user or delete content without first checking with the owner.<\/p>\n<p>&nbsp;<\/p>\n<p><input type=\"checkbox\" \/>\u00a0 Review your quarterly administrative reports. For example, check:<\/p>\n<ul>\n<li>Does your organization have enough room for members? Are there inactive members who should be removed or be downgraded to user types with fewer privileges?<\/li>\n<li>Are there old or unused content items that should be deleted from the organization?<\/li>\n<li>Are there content items consuming a lot of the organization\u2019s credits for storage?<\/li>\n<li>Are there items performing well that need to be updated or reviewed?<\/li>\n<\/ul>\n<p><input type=\"checkbox\" \/>\u00a0 Check the organization\u2019s credit usage.<\/p>\n<ul>\n<li>Are members staying within their credit budget?<\/li>\n<li>What are your organization\u2019s credits being spent on?<\/li>\n<\/ul>\n<p><input type=\"checkbox\" \/>\u00a0 Follow Esri&#8217;s ArcGIS product release cycles to keep up with changes to administration workflows and other functionality that may impact you and your members.<\/p>\n"},{"acf_fc_layout":"content","content":"<p>&nbsp;<\/p>\n<p>Now that you&#8217;ve reached the end of the checklist, hopefully you&#8217;re feeling confident about administering your ArcGIS Online organization. As your administration skills improve and your organization&#8217;s needs change, keep in mind that there are many ways you can extend and automate your administration routines.<\/p>\n<p>Keep learning with these resources:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.esri.com\/content\/dam\/esrisites\/en-us\/media\/pdf\/implementation-guides\/extend-reach-arcgis-online.pdf\">Extend the Reach of your GIS<\/a> (Implementation Guide)<\/li>\n<li><a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/reference\/best-practices-maintenance.htm\">Best practices for organization management<\/a> (Documentation resource)<\/li>\n<li><a href=\"https:\/\/www.esri.com\/arcgis-blog\/products\/arcgis-online\/administration\/time-saving-tips-for-managing-members-in-arcgis-online\/\">Time-saving tips for managing members in ArcGIS Online<\/a> (Blog resource)<\/li>\n<li><a href=\"https:\/\/doc.arcgis.com\/en\/arcgis-online\/get-started\/components-of-the-notebook-editor.htm\">Get started with ArcGIS Notebooks<\/a> (Documentation resource)<\/li>\n<\/ul>\n"}],"authors":[{"ID":7601,"user_firstname":"Kathy","user_lastname":"Cappelli Breier","nickname":"Kathy Cappelli Breier","user_nicename":"kcappelli","display_name":"Kathy Cappelli Breier","user_email":"KCappelli@esri.com","user_url":"","user_registered":"2018-03-23 21:52:26","user_description":"Kathy is a product engineer on the Learn ArcGIS team, and is always on the hunt for a good story or problem that can be solved with maps. For more free tutorials and workflows, check out the learn.arcgis.com site.","user_avatar":"<img data-del=\"avatar\" src='https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2018\/09\/agol.png' class='avatar pp-user-avatar avatar-96 photo ' height='96' width='96'\/>"}],"related_articles":"","card_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2018\/03\/arcgis-online-card.jpg","wide_image":"https:\/\/www.esri.com\/arcgis-blog\/app\/uploads\/2018\/03\/arcgis-online-banner.jpg"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.9 (Yoast SEO v25.9) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Get started with administering an existing organization: A checklist<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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