Getting Started with Locations and Location Rooms

This getting started article will help Administrators add and maintain a list of locations and associated rooms using the Work Management interface. The user must have a Global Security role that includes "Create and modify the list of locations and their rooms" AND access to an Assets/CI application OR a ticketing application to manage locations and rooms.

Overview

A location describes the physical location of a ticket, user, or asset. Locations are often equated with buildings associated with an organization. If desired, location rooms can also be specified within a location.

Where to Find This

These features appear in the Work Management interface within Assets/CI’s and Ticketing applications.

Navigate to the Assets/CI’s application following this path:

• TDNext (Work Management) > View Applications > [Asset/CI Application Name]

Navigate to the Ticketing application following this path:

• TDNext (Work Management) > View Applications > [Ticketing Application Name]

Where to Start

Viewing the List of Locations

Users can view the list of locations in a Ticketing, Asset/CI Application, or from TDAdmin

To view locations in an Asset/CI or Ticketing Application:

1. In Work Management, click View Applications.
2. Click [Asset/CI Application name] or [Ticketing application name].
3. Select Locations in the left navigation.

To view locations in TDAdmin:

1. In TDAdmin, navigate to Organization Settings > Locations.

Adding a Location

Users must have a Global security role with the Create and modify the list of locations and their rooms permission to add or modify locations and rooms. 

To add a location, from an Asset/CI application:

1. In Work Management, click View Applications.
2. Click [Asset/CI Application name].
3. In the left navigation menu, click Locations.
4. In the Locations toolbar, click+ Location.
5. Enter the location info in New Location window.
   • You can also get to this screen through the Assets/CIs toolbar by clicking New > Location.
   • Each row entered in the Rooms List field will create a different Location Room entry within that Location. The Room List allows you to generate rooms within the location automatically but does not fill in any details for those rooms. 
6. Click Save.

To add a location, from a Ticketing application:

1. In Work Management, click View Applications.
2. Click [Ticketing application name].
3. In the left navigation menu, click Locations.
4. In the Locations toolbar, click+ Location.
5. Enter the location info in New Location form.
   • Each row entered in the Rooms List field will create a different Location Room entry within that Location. The Room List allows you to generate rooms within the location automatically but does not fill in any details for those rooms. 
6. Click Save.

Modifying Locations and Rooms

To modify a location or room, from an Asset/CI or Ticketing application:

1. In Work Management, click View Applications.
2. Click [Asset/CI Application name] or [Ticketing Application name].
3. In the left navigation menu, click Locations.
4. In the Locations list window, click the name link of the Location you’d like to modify, then click the Edit button in the Location Detail window.
5. Edit the required and optional details as desired in the Edit Location window.
6. Click the Save button.
7. Click To Detail in the top menu to return to the Location Detail window
8. Note that Attachments may be added by clicking the + to the right of the Attachments header in the Location Detail window.

In the Rooms section, you'll see a list of the Rooms that have been defined for the location.

To add a Room:

1. Click the +Room button.
2. Enter the required and optional information in the Create Room window.
3. Click the Save button.

To Edit a Room:

1. Click Edit to the right of the Room Name in the Rooms list
2. Enter the required and optional information in the Create Room window.
3. Click the Save button.

To Delete a Room:

1. Click Delete to the right of the Room Name in the Rooms list
2. Enter the required and optional information in the Create Room window.
3. Click the Save button.

Note that a Room can not be deleted if there are any Assets, CI's, Tickets or Users associated with the room. 

To deactivate a Location:

1. In Work Management, click View Applications.
2. Click [Asset/CI Application name].
3. In the left navigation menu, click Locations.
4. In the Locations list window, click the name link of the Location you’d like to inactivate, then click the Edit button in the Location Detail window.
5. Unselect the Active checkbox
6. Click the Save button.
7. Click To Detail in the top menu to return to the Location Detail window

Deleting Locations

Locations can only be deleted from TDAdmin. 

1. In TDAdmin, Organization Settings > Locations.
2. In the Locations list window, click the name link of the Location you’d like to Delete
3. Click the red Delete button at the top of the detail window
   • NOTE: Delete will only be an option if there are no Assets, CIs, Tickets or Users associated with the Location. 

Importing Locations

An organization often will many location such that it is more efficient to import than to create individually.  You must import Locations before you can import Location Rooms.

More information on importing assets can be found in this article:  Asset Importer