Location Directory
Definition
The Location Directory contains a tree structure of all geographical locations for employees, equipment, incidents, service requests, and change requests. This includes sites, buildings, floors, offices, etc.
EndDefinition
- The tree structure reflects the physical organization of the company and the organizational chart for all sites.
- You can define as many hierarchy levels as required depending on your corporate structure.
- Locations can be associated with a parent location. In this case, they will automatically inherit certain information from their parent.
- Storage locations are special locations where delivery receptions are performed.
Examples
- You can break the corporate structure down by Country/City/Building/Floor/Office for companies with multiple workstations spread across several locations, or simply by Site if it is a small company.
- In the Site/Building/Floor/Office hierarchy, each workstation associated with an office is also associated with the floor, building and site.
Notes
- Modifications made to the parent location will be inherited by the associated lower-level locations, except if they contain context-specific information.
- You manage the hierarchy of locations using the Reorganize wizard.
- Incidents and requests inherit the location of the recipient.
Caution
- When you archive a location, this will archive all of its associated locations.
Best Practice
- Build the hierarchy of your locations based on the domains you want to define. When users access a domain where a restriction was defined for a location, they can only view the records belonging to the location and its lower-level locations.
- When you create a new form, certain information will be inherited from the parent location. You should only modify the information specific to the new location.
example Offices associated with a building will inherit the building's address. You only need to enter the phone number which is different for each office.
- To make it easier to search locations, you can specify a unique name to make the geographical location easily identifiable.
example Office 201: For an office located on the second floor
- Remember to enter the time zone and date format for each location so that the processing and resolution dates for incidents and requests can be correctly calculated.
- If you do not want to make the location available to users, you can archive it by entering the end date. You can then view it using the Archived filter.
Characteristics specific to versions 2016 and earlier
The Location Directory form in versions 2016 and earlier is different:
- Menu access
*Graphic interface:- General overview of the form
See the Fundamentals - Screens in the Location Directory form
- General overview of the form
Menu access
References > Directory > Locations
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
| Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab
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Move the cursor over the corresponding item and click
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Alphabetical list of tabs
QuickAccess
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Details
Location: Name of the location.
Parent Level: The higher-level location to which the current location belongs.
Location Code: Unique code used to identify the location.
Stock: Used to indicate if this is a storage location (box is checked) or not (box is not checked).
Manager: Manager of the location preceded by a thumbnail of the photo.
- You must first create the manager in the Employee Directory.
Default Status: Default status assigned to each item of equipment associated with the location.
Date Format: Format used by the location for entering and displaying dates on all Service Manager screens.
example European format: 'DD/MM/YYYY'; US format: 'MM/DD/YYYY'
- If no date format is specified, dates will be entered and displayed according to the user's location.
example US format 'MM/DD/YYYY' if the user is in the States
SLA: SLA that determines the target resolution time of incidents/requests for employees at the location.
- Note: One or more SLAs can apply to a given incident depending on the location, department, type of asset, urgency level, etc. If this is the case, the SLA with the shortest resolution time will be applicable.
Address, Zip Code, City, Country: Postal address of the location.
Time Zone: Time zone of the location.
Phone, Fax: Information for contacting the location manager.
Opening Date/End Date: Period during which the location is open.
- At the end of the period, the location will automatically be archived. It can no longer be used in Service Manager.
- If you modify the end date in the form, the modification will apply only to the current location. If this is a parent location, lower-level locations will not be affected.
- If you modify the end date using the Close wizard, the modification will apply to the current location and its lower-level locations.
Note: Comments on the location.
Green IT
Carbon intensity electricity (Kg): The amount of CO2 emission (in kg) for producing each kWh of energy at the location, used by Green IT. The type of energy source is specific to each location, e.g. geothermal, solar, wind, biomass, natural gas, oil, nuclear, etc.
- This value is used to calculate estimated CO2 emission from the use of equipment associated with the location.
Equipment
List of equipment associated with the location and its lower-level locations.
- Update: In Equipment forms
Licenses
List of licenses associated with the location and its lower-level locations.
- Update: In License forms
Contracts
List of contracts associated with the location and its lower-level locations.
- Update: In Contract forms
CI
List of configuration items (CI) associated with the location and its lower-level locations.
- Update: In CI forms
Employees
List of employees associated with the location and its lower-level locations.
- Update: In Employee forms
Departments
List of departments associated with the location and its lower-level locations.
example Marketing and Accounting Departments located in Building 1
- Update: In this tab and also in Department forms
Attributes
List of attributes defined for the location and its lower-level locations. This is for additional information not included in the Details tab.
example Specific working hours, site surface area, headcount
History of Changes
HistoryOfChangeTab
List of all modifications made to the form of the current object.
- The fields taken into account are defined using rules in the history of changes.
Discussion
DiscussionTab
List of discussions which users can access based on their domain and the visibility of the discussion.
- Enter the keywords you want in the Search field and press Enter.
- To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click
.
Attachments
AttachmentTab
List of documents attached to the current object. See uploading and downloading documents.
Incidents
List of incidents associated with the location and its lower-level locations.
- Update: In Incident forms
Services
List of service requests associated with the location and its lower-level locations.
- Update: In Service Request forms
Changes
List of change requests associated with the location and its lower-level locations.
- Update: In Change Request forms
Continuity Plan
List of continuity plans applicable to the location and its lower-level locations.
- Update: In this tab and also in Continuity Plan forms > Locations tab
Procedure and Wizards
How to create a location
1. Select References > Directory > Locations in the menu.
2. Click + New.
3. Complete the information required.
4. Click Finish.