About Locations and Regions

Locations and Regions reflect physical user, issue, and asset locations. Regions generally define a larger area, while Locations are smaller entities within a Region. A Region might be defined as a state and a corresponding Location within that Region might be a particular city or county. A Region might also be defined as a corporate research park, with individual company buildings comprising the Locations.

Locations and Regions are flexible concepts – and the versatility of Issuetrak makes it easy to modify their terminology to suit your specific needs. Your operation may not need both Locations and Regions, or your company may change the words Locations and Regions to reflect the way it expresses these concepts (e.g., Buildings and Sites; Cities and States). Simply contact your Issuetrak Account Representative for assistance with adapting this feature.

All users can view Location-related data in issues and reports. While this field will be automatically populated with the Submitter’s Location, all users can also manually select a Location on an issue.

 

Activating Locations / Regions

Only users with Sys Admin permissions can activate Locations and Regions within your system.

Steps:

  1. Click the gear icon in the upper right > click Features beneath System > scroll down to the Locations and Regions section.

Regions cannot be activated unless Locations are active. If you need only one physical entity and Regions is the most fitting terminology, activate Locations and change their labels to Region-related terms.

  1. Select Use Locations.
    1. (Optional) If you want to use your own terminology for the Locations menu option (e.g. Sites, Buildings, Rooms, etc.), enter it in the Menu Label field.
    2. (Optional) If you want to use your own terminology for Location-related fields (e.g. Site #, Site Name, etc.), enter it in the Location ID Label and Location Label fields.
    3. (Optional) If you want to use your own terminology for any of the three additional text fields included in every Location record, enter it in the Optional Label fields.
    4. (Optional) If you also want to activate Regions, select Use Regions.
    5. (Optional) If you are activating Regions and want to use your own terminology for the Regions menu option and Region-related issue fields (e.g. Areas, Districts, etc.), enter it in the Region ID Label and Region Label fields.
  1. Click Update.

A confirmation message will appear when this process is complete.

 

Managing Locations

Only users with Sys Admin parameter or Can access and maintain Administration functions permissions can add, edit or delete locations within your system.

Adding Locations

Steps:

  1. Navigate to the left menu > choose Entities > Locations > Select Add beneath Locations from the right quick menu.
  2. Enter an ID and Name for the new Location.
  3. (Optional) Add any other relevant information as needed.
  4. Click Save.

A confirmation message will appear when this process is complete.

Editing Locations

Steps:

  1. Navigate to the left menu > choose Entities > Locations.
  2. Click edit next to the Location you are modifying.
  3. (Optional) Before making any other changes on the Edit Location screen, use the View/Maintain Subscribers link to add or change member settings on this Location’s Email Subscribers.
  4. Make your changes in the Edit Location screen.
  5. Click Update.

A confirmation message will appear when this process is complete.

A location must be saved before an Subscribers can be added to it. This is because the location must exist in the database before the application will allow updates to it.

Deleting Locations

Steps:

  1. Navigate to the left menu > choose Entities > Locations.
  2. Click del next to the Location you are deleting.
  3. Click OK when prompted to confirm.

A confirmation message will appear when this process is complete.

Viewing History of Issues for a Location

Locations can be specified within an issue itself and at times it may be useful to review all of the issues associated with a specific Location.

  1. At the time of issue submission, viewing an issue, or while editing an issue, scroll down to the Location field.
  2. Click on the history link to the right of the currently selected Location of the issue onscreen. This will open an additional window listing the issues associated with the Location. Clicking on an issue within this window will open the issue in a new window in View mode.
 

Managing Regions

Only users with Sys Admin parameter or Can access and maintain Administration functions permissions can add, edit or delete Regions within your system.

Adding Regions

Steps:

  1. Navigate to the left menu > choose Entities > Locations.
  2. On the right context menu click Add beneath Region.
  3. Enter an ID and name for the new Region.
  4. Click Save.

A confirmation message will appear when this process is complete.

Editing Regions

Steps:

  1. Navigate to the left menu > choose Entities > Locations.
  2. On the right context menu click List beneath Region.
  3. Click edit next to the region you are modifying.
  4. Make your changes in the Edit Region screen.
  5. Click Update.

A confirmation message will appear when this process is complete.

Deleting Regions

Steps:

  1. Navigate to the left menu > choose Entities > Locations.
  2. On the right context menu click List beneath Region.
  3. Click the delete icon next to the region you are deleting.
  4. Click OK when prompted to confirm.

A confirmation message will appear when this process is complete.

 

Deactivating Locations / Regions

Only users with Sys Admin permissions can activate Locations and Regions within your system.

Steps:

  1. Click the gear icon in the upper right > click Features beneath System > scroll down to the Locations and Regions section.
  2. Uncheck Use Locations.

Regions cannot be active unless Locations are active. If you need only one physical entity and Regions is the most fitting terminology, deactivate Regions and change Location labels to Region-related terms.

  1. Click Update.

A confirmation message will appear when this process is complete.

Importing Locations and Regions

Issuetrak also supports importing locations and regions from a file. Supported formats are XLSX and CSV. Supported formats are XLSX and CSV. Note that imports are additive in nature, and will not replace or modify existing locations. 

In order to perform an import:

  1. Navigate to the left menu > Entities > Locations.
  2. From the right menu, choose Import beneath either Locations or Regions.
  3. From the lightbox that appears, choose which template you'd prefer to use, and select whether you want reference data included. We recommend choosing to include the reference data.
  4. Open the template in your spreadsheet editor of choice: Microsoft Excel, LibreOffice, Google Sheets, etc.
  5. Note that the reference data provides helpful examples of values corresponding to locations/regions that are already in your Issuetrak instance. Using that reference data as a guide, fill out the template with the information about locations/regions that you want to import, then save the template.
  6. Go back to the lightbox and upload your updated template.
  7. Click on Validate.
    1. Correct any errors (if applicable).
    2. If it validated successfully, the Validate button will become grayed out and change to Validated. 
  8. The Process Import button will appear after validation succeeds. When you are ready to do so, click it to complete the import. 
  9. The Import More button will appear when the import has completed. If you wish to conduct another import for Locations or Regions, click the button and then start from step 3 to go through the procedure again.
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