Manage Lingo entries using units

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Manage Lingo entries using units

4 min read

Available with these plans:

Starter

Basic

Pro

Enterprise

To upgrade your Lark Plan or for more information, contact Support or your Customer Success Manager. The Lark Basic plan supports only specific countries and regions.

I. Intro

In Lingo, a unit represents a collection of Lingo entries. By upgrading Lingo, you can move away from having all entries grouped in a single main unit and instead create separate units that are visible only to specific members or departments. Lingo administrators can create up to 20 units and assign unit administrators for each unit. The unit administrators are responsible for managing the entries in their assigned units.

Lingo administrators: Can manage all units and determine who can view them.

Unit administrators: Can manage the entries in the unit they are in charge of. This includes adding, editing, and deleting entries, creating categories, and viewing data on that unit.

Members: Can view, search, and edit the entries they have permission to view.

II. Steps

Upgrade to enable units

As a Lingo administrator, enter the Lingo Admin Console, go to System > Upgrade to Enable Units, and click Upgrade Now.

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Warning: After you upgrade, current Lingo administrators will still have full Lingo management permissions. They will be able to create units and assign unit administrators. Upgrading cannot be reversed, so please proceed with caution.

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Create a unit

After upgrading, go to Unit Management and click Create unit to start configuring a unit.

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Unit name: Enter the name that will be publicly displayed for the unit.

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Set unit administrators: Search for users and select them to serve as unit administrators.

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Note: Anyone in the organization can be set as a unit administrator.

Set unit availability scope: Select who can view and contribute entries to the unit.

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Note: If you want to add a user group to Set unit visibility scope, the user group must be visible to the Lingo administrator in the Lark Admin Console under Organization > User Group > Edit User Group with the permission Apply this user group to Lingo selected.

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Review mode: Choose the review mode. If Manual review is turned on, the unit administrator will need to review any entries created or updated in the unit.

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Click Confirm to complete the configuration.

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To learn more about the differences between the review modes, visit Understand Review-Exempt mode for Lingo content.

Modify a unit

Go to Unit Management in the Lingo Admin Console. Look for the unit you want to modify in the list and click the Edit icon below it. You can then modify the unit's name, administrators, availability scope, and review mode.

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Alternatively, you can select a unit from the Unit Management drop-down menu and go to Unit Settings to perform the same actions.

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Set up a custom approval process

If you set the Review mode as Manual Review on the Unit Settings page, you can create a custom approval process for specific categories within the unit. If you haven't created categories before, visit Create and edit Lingo entry categories before following the steps below.

Switch on Custom approval process.

Click Add Approval Process.

Select unit categories.

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Click Set Now to open Lark Approval and create an approval process. You and the Approval app administrator can modify the process at a later date if necessary.

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Notes:

If you created the approval process, you can click Set Now to modify it directly. However, others will need to request permission from either you or the Approval app administrator before they can make any changes to the process.

When multiple custom approval processes are created and a Lingo entry belongs to multiple categories, the approval process with the highest rank will be applied.

Manage units

Once a Lingo administrator has configured the unit, unit administrators can operate and maintain the unit and the entries within it themselves.

Unit administrators can access the Lingo Admin Console, find the unit they are responsible for, and click Go to Unit where they can perform actions such as adding, deleting, and reviewing entries. To learn more about the console and its features, visit Master the Lingo Admin Console.

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III. FAQs

What is the difference between Lingo administrators and unit administrators?

Lingo administrator: Can manage all units, including adding, deleting, and editing unit information, as well as setting the unit availability scope. Additionally, they can access data on Lingo usage at either an organization-wide level or for individual units.

Unit administrator: Can manage the entries in the unit they are in charge of. This includes adding, editing, and deleting entries, creating categories, and viewing data on that unit.

Lingo already has entry categories. Why do I need to set up units?

When a large organization has many subsidiary companies, business lines, or departments, it may be necessary to create separate entries and categories. This helps to keep the Lingo content separate and avoid any confusion.

My organization has started creating units. What should I do with the existing general unit?

Before upgrading Lingo, all Lingo entries are grouped in a general unit that is accessible to everyone. When you create new units, the existing general unit remains accessible to everyone by default. You have the option to keep entries that don't require separation in this general unit while moving entries that need to be separated into the newly created units.

I have upgraded Lingo so that I can create units, but now I want to go back to the original version with just one general unit. Is it possible to do this?

You cannot revert to the original version of Lingo. However, it's important to note that adding additional units is a choice, and if you choose not to add units, your original setup of Lingo will remain unaffected.

What does unit availability scope mean?

The unit availability scope determines which users can see Lingo entries in messages, search results, or documents. Only users within the specified scope will be able to see the entries, while users outside of this scope will not see them.

I want to set the unit availability scope by department. Why can't I do this?

This issue might be due to your organization's administrator restricting the visibility of your organization's structure, meaning you can't see certain departments. If you face this problem, you can reach out to them and request permission to view the departments you need. To learn more, visit How can administrators manage visibility of their organizational structure?

When a new member joins a department, will I need to add the new member to the unit availability scope?

If the availability scope is set based on the organizational structure, new members joining the department will automatically have visibility to Lingo entries for the unit.

What happens if multiple units have the same Lingo entry?

If a member is in the availability scope of multiple units, they might come across a Lingo entry with multiple definitions. This can happen because members and unit administrators in each unit may have different interpretations of the words or phrases that are included as Lingo entries. As a result, the same Lingo entry may have multiple definitions.