Managing Locations

The location and address fields are displayed on the CMDB Item Details windows, the Person Details window and Organization Details window.

A location is a physical address and an organization is the name and details of an organization entity. There is a close relationship between locations and organizations within the CMDB. ASM Core enables the configuration of different relationship types within the CMDB to meet your organization’s requirements.

You can decide whether locations are to be linked to organizations.

If locations are linked to organizations, calls can only be linked to locations already linked to the organization that has been defined within the call. If locations are not linked to organizations, you can link a call to any location regardless of the organization defined within the call.

Creating a Location

Before you start

Ensure that Location New is selected in the Locations tab of your Configuration Management security role selected.

The Location option will be grayed out in the New menu if Locations Linked to Organizations is selected in the CMDB Settings because this means that a location can only be created when it is linked to an organization.

Select ≡ > New > Location.
The Location Details window appears.
Complete the details.

Location	This is the name for the location. This field identifies the location of the organization. It is possible to have multiple locations for each organization. If your system has been set up to have one set of predefined locations available for all organizations, the site name is selected from this list.
Primary Location	To enable a location to be the primary location for an organization, select this option. The location will then be used by default whenever the linked organization is selected on a window (such as the Call Details or User Details window).
Address	There are 2 lines for which you can enter the street address for the location. Each line may have up to 40 characters on it.
Suburb	This field enables you to define the suburb for the Location. The suburb may also be used as the Location name. A maximum of 40 characters may be used.
State	This field enables you to define the State for the Location.
Postcode	This field enables you to define the postcode for the Location. A maximum of 15 characters may be used to record the postcode.
Country	This field enables you to define the country for the Location. This is useful if the system is supporting organizations with offices in a number of countries. A maximum of 40 characters may be used to record the country for the location.
Telephone	This field enables you to define the Telephone number for the Location. A maximum of nine characters may be used to record the telephone number.
Facsimile	This field enables you to define the Facsimile number for the Location. A maximum of 20 characters may be used to record the facsimile number.

Location

This is the name for the location. This field identifies the location of the organization. It is possible to have multiple locations for each organization. If your system has been set up to have one set of predefined locations available for all organizations, the site name is selected from this list.

Primary Location

To enable a location to be the primary location for an organization, select this option. The location will then be used by default whenever the linked organization is selected on a window (such as the Call Details or User Details window).

Address

There are 2 lines for which you can enter the street address for the location. Each line may have up to 40 characters on it.

Suburb

This field enables you to define the suburb for the Location. The suburb may also be used as the Location name. A maximum of 40 characters may be used.

State

This field enables you to define the State for the Location.

Postcode

This field enables you to define the postcode for the Location. A maximum of 15 characters may be used to record the postcode.

Country

This field enables you to define the country for the Location. This is useful if the system is supporting organizations with offices in a number of countries. A maximum of 40 characters may be used to record the country for the location.

Telephone

This field enables you to define the Telephone number for the Location. A maximum of nine characters may be used to record the telephone number.

Facsimile

This field enables you to define the Facsimile number for the Location. A maximum of 20 characters may be used to record the facsimile number.

Select Ok to save the changes and close the window, or Save New to save the changes and redisplay the window as a blank form, enabling you to create another location. Complete the change reasons if prompted to do so.
The Locations Explorer pane offers further options for working with locations.

Locations Explorer Options

The following options are available in the explorer pane of the Location Details window. Access to some of these options will depend on the permissions selected in the Locations tab of your configuration management security role, and system settings.

Select	To...
Service Items	view all of the services, service actions and service bundles linked to the location
Agreements	view all the agreements where the entity, person or contract is specified in the agreement selection criteria
Object	attach objects or files from Windows applications to the current location
Attributes	type data into categories set up in the Administration module
Forms	capture general, non-reportable, non-searchable information about the location
Audit	view an audit trail of the changes made to the details of the location
Stakeholders	link stakeholders to the current location

Select

To...

Service Items

view all of the services, service actions and service bundles linked to the location

Agreements

view all the agreements where the entity, person or contract is specified in the agreement selection criteria

Object

attach objects or files from Windows applications to the current location

Attributes

type data into categories set up in the Administration module

Forms

capture general, non-reportable, non-searchable information about the location

Audit

view an audit trail of the changes made to the details of the location

Stakeholders

link stakeholders to the current location

Searching for a Location

Before you start

Ensure that you have Location View selected in the Locations tab of your Configuration Management security role.

Select ≡ > Search > Locations.
The Location Search window appears. It is divided into two panes; you can select the criteria for the search in the left frame, and the results are displayed in the right pane.
Complete the necessary criteria. You can apply as many criteria as you wish, but you must specify at least one Location Criteria to run the search.

Active	Select this option to include location/s that have been created and are in use (that is, not deleted)
Deleted	Select this option to include location/s that have been created, and subsequently deleted on your system
Primary Location	Select this option to include location/s that are flagged as Primary Locations
Partition	Select the partition to search for location/s created in the partitions to which you have access. This field is only displayed if partitioning is appropriate.
Include Deleted Field Values	Select this option to include deleted location/s to be displayed in the lists so that these values can be included in your search
Location	Select this option to search for a location by the name you specify. Type % to include all locations, or type the location name to search for it.
Country	Select this option to limit your search to a specific country. Type % to include all countries, or type the location name to search for it.
Organization	Select this option to search for a location which is linked to the Organization you specify. Type % to include all organizations, or type the location name to search for it.
Equal, Equal + Below, Equal + Above	Select one of the options to include or exclude subsidiary items searches: Equal limits the search to only items created against this value, so if an Organization Head Office was selected, only items linked to Head Office will be displayed. Equal + Below includes items of the specified value and subsidiary items, so Head Office and all subsidiaries will be displayed. Equal + Above includes all items of the specified value and any parent values, so Head Office and the Organization it is part of will be displayed.

Active

Select this option to include location/s that have been created and are in use (that is, not deleted)

Deleted

Select this option to include location/s that have been created, and subsequently deleted on your system

Primary Location

Select this option to include location/s that are flagged as Primary Locations

Partition

Select the partition to search for location/s created in the partitions to which you have access.

This field is only displayed if partitioning is appropriate.

Include Deleted Field Values

Select this option to include deleted location/s to be displayed in the lists so that these values can be included in your search

Location

Select this option to search for a location by the name you specify. Type % to include all locations, or type the location name to search for it.

Country

Select this option to limit your search to a specific country. Type % to include all countries, or type the location name to search for it.

Organization

Select this option to search for a location which is linked to the Organization you specify. Type % to include all organizations, or type the location name to search for it.

Equal, Equal + Below, Equal + Above

Select one of the options to include or exclude subsidiary items searches:

Equal limits the search to only items created against this value, so if an Organization Head Office was selected, only items linked to Head Office will be displayed.
Equal + Below includes items of the specified value and subsidiary items, so Head Office and all subsidiaries will be displayed.
Equal + Above includes all items of the specified value and any parent values, so Head Office and the Organization it is part of will be displayed.

To add more fields to your search criteria, configure your search criteria.
Select Search. The results are displayed in a browse table located in the right hand pane.
The number of records returned from this search depends on the value set by your administrator.
From here, you can do any of the following:

to view a selected location

to refresh the window

to delete a selected location

to adjust the columns

to print the results

You can also create a new location using the Add New button at the bottom of the Location Search Criteria pane.

Updating a Location

Before you start

Location Update must be selected in the Locations tab of your Configuration Management security role.

Update the details, as necessary.
Select Ok to save the changes and close the window, or Save New to save the changes and redisplay the window as a blank form, enabling you to create another location. Complete the change reasons if prompted to do so.
The Locations Explorer pane offers further options for working with locations.

Deleting a Location

Before you start

Location Delete must be selected in the Locations tab of your Configuration Management security role.

Search for the location, if the details are not already on screen.
From the browse table, select the location you want to delete, and then select .
If you want to view the details first, select the location from the browse table and then select . When you are confident that this is the location you want to delete, select on the details window.