TABLE OF CONTENTS

I want to learn more about...

1. What an Org Account is.

2. Admins vs. Members.

3. eFile organization account sharing.

4. Where I can manage my

organization(s).

5. How to create a sub-division.

6. How to invite someone to my

organization.

7. My eFile organization number and

how to use it.

8. How to Change an Organization

Member to an Admin.

9. How to Change an Organization

Admin to a Member.

10. How to Revoke Access.

11. How to Leave an Organization.

What is an Organization Account?

Organization accounts are a new feature of APHIS eFile that allows individuals within the 

same organization to share and collaborate on eFile data such as applications and permits. 

Each organization will have one or more administrator(s), who are responsible for managing 

the organization. Administrators are responsible for granting access to new members, removing 

members, and more.

Once a user is added to an organization account (including to a specific sub-division), that user will 

automatically be able to view and edit applications, permits, etc. that belong to that organization 

account. 

Administrators can also create sub-divisions within the organization, for example for different 

branches or research areas within your organization. These sub-divisions allow for smaller 

working and sharing groups. 

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APHIS eFile Organization Accounts
Organization Admins vs. Members

This guide is intended primarily for Organization Administrators (Admins), the users who can edit 

and manage their organization. The term Member is used to describe people within the 

organization managed by the Admin. Members are not able to edit and manage the organization.

Organization Admins are designated with a checkmark in the Org Admin column. 

If you are unable to complete some of the actions within this guide, you may not be your 

organization’s admin. 

ADMINS

As the Administrator, you will be able to :

• Edit your organization’s name and address

• Create new subdivisions within your larger 

organization

As the Administrator, it will be your 

responsibility to:

• Invite users to join any of your organizations

• Remove members when they leave your 

organization

• Coordinate the transfer of your Admin 

responsibilities should you leave the organization

MEMBERS

As a Member, you will be able to :

• View and share eFile data with the 

organization(s) you are a part of

• View other members within your 

organization(s)

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Organization Account Sharing

Data, or “records”, in eFile (applications, permits, etc.) are shared with organization accounts. A record 

can only be shared with one organization account at a time. Anyone who is in that organization 

account can view and edit records belonging to that organization. Users can belong to more than one 

organization account. The diagram below is an illustration of eFile organization account data sharing. 

James can view and edit Application #1. 

Jaida can view and edit Applications #2 and #3. 

Jamal can view and edit Application #3. 

Josh is the Admin of each organization; he can view 

and edit all three applications. 

Fruits R Us 

Enterprise

(Parent Organization)

Admin: Josh

Member: James 

Data: Application #1

West Branch 

(sub-division)

Admin: Josh

Member: Jaida

Data: Application #2

East Branch 

(sub-division)

Admin: Josh

Member: Jamal

Member: Jaida

Data: Application #3

Because a record can only be shared with one organization account at a time, if you belong to more 

than one organization account, when you create a new application, you will need to indicate which 

organization you want to share it with.

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Organization Account Sharing

You can change the organization account your eFile data is shared with at any time from the Activity 

page. To do this select Change Organization on the activity card. 

Please note, changing the sharing organization will not change any associated records. For 

example, moving an application would not move an associated permit automatically. To move any 

associated data, use the Change Organization button on those activity cards. 

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Where to Manage Organizations 

Organizations can be managed on the Associated 

Organizations page. To get to this page select the dropdown associated with your name and choose My Profile. 

Then select the Associated Organizations tab. 

How to Create Sub-divisions

To create a sub-division:

1. Select the More drop-down associated with the organization. 

2. Choose Add Sub-division. 

3. In the modal, enter the details of your new subdivision.

Only Admins can do this. 

How to Invite Members

To invite a new member:

1. Select the More drop-down associated 

with the organization. 

2. Choose Invite Member.

3. In the modal, enter the new member’s 

information and then Send.

4. *To accept this invitation, a user’s 

email needs to match the email 

entered in the invitation.

Only Admins can do this. 

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eFile Organization Number

The eFile Organization Number is a 6-digit code 

eFile users can use to join your organization. 

This code is created when your organization is 

created, and visible to only you, the organization 

account administrator. If you want, you can 

share this code with your colleagues so they 

can join your organization without an invitation 

from you. 

Change a Member to an Organization Admin

If you would like to promote a member of 

your organization to become an Admin:

1. Select the arrow associated with their 

name. 

2. Select the Make Admin option.

3. They will receive an email directing 

them to the Org Admin attestation.

Only Admins can do this. 

Change an Organization Admin to a Member

If you do not want to be the Organization Admin anymore, you can demote yourself to Member and 

remain within the organization. To make an organization admin a member: 

1. Select the arrow associated with their name. 

2. Select Make Member. 

Please note: There must always 

be at least one admin. 

Only Admins can do this. 

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Revoke Access

To revoke a member’s access:

1. Select the arrow associated 

with their name. 

2. Select Revoke Access. 

Only Admins can do this. 

Leave Organization

If you would like to leave an 

organization:

1. Select the arrow associated 

with your name. 

2. Select Leave Organization. 

Please note: There must always be at least one admin, so you cannot leave if you are the only 

admin. Otherwise, both admins and members are able to leave an organization. 

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