Navigation:  How To Guide > How to create a new location/organisation

 

•What is a structure tier

•Creating a new location/organisation

•How to add a child tier to an existing location/organisation (E.g. Add a new Block to a Site)

•How to move a location/organisation tier

•How to clone a location/organisation tier

 

 

What is a structure tier?

 

The structure tier is what we use to define the different levels of a building or site.

 

For Physical locations, the tiers can be set to:

 

Tier 0: Site

Tier 1: Block

Tier 2: Level

Tier 3: Functional Area

 

Which will be used to create the location records e.g.:

 

(0) Asckey Data Services / (1) Main Building / (2) Ground Floor / (3) WARD 001

(0) Asckey Data Services / (1) Main Building / (2) Ground Floor / (3) WARD 002

(0) Asckey Data Services / (1) Main Building / (2) Ground Floor / (3) WARD 003

(0) Asckey Data Services / (1) Main Building / (2) First Floor / (3) WARD 101

(0) Asckey Data Services / (1) Main Building / (2) First Floor / (3) WARD 102

(0) Asckey Data Services / (1) Main Building / (2) First Floor / (3) WARD 103

 

You can add or amend an existing tier description via Menu  > Maintenance > Structure Configuration view:

 

 

Creating a new location/organisation

 

Note: We'll go through the process of creating a new location but the same steps can be repeated to create a new organisation tier.

 

To create a new location/organisation tier, go to Menu > Maintenance > Physical Locations view.

 

The view is divided into two sections, the first top section displays a list of the top tier (e.g. Site / Hospital / University) and the bottom section is a form where users can type in the new location/organisation details.

 

To create a new structure on the top tier (e.g. a new Site), make sure that there is no selected tier on the grid, if there is, press the [ Clear ] button until the form label says Add Site.

 

Fill in the Code (this will need to be unique per tier) and the Description field on the Form panel and click the [ Save ] button e.g.:

 

 

Once saved, the new Site location should appear on the Structure panel:

 

 

 

To update an existing tier's code or description, select the tier from the grid and this will load the record in the form and change the label to Edit Site / Block / Level / Area / etc.

 

 

 

How to add a child tier to an existing location/organisation (e.g. Add a new Block to a Site)

 

Note: We'll go through the process of adding a child tier to an existing location but the same steps can be repeated to add a new organisation child tier.

 

To add a new child tier (e.g. add a new Block to a Site), you have to click the + icon on the parent tier e.g. Sample Site 7 from the structure grid.

 

This will then change the label of the form below to Add Block (the name of the child tier).

 

 

Fill in the form e.g. (Code: 7A, Description: Building 7A) and click the [ Save ] button.

 

Once saved, the new tier will be shown on the grid when you change the Tier filter to Building.

 

 

Repeat the process above to add the next tier. If you click the + icon on the block, this will change the form label to Add Level (name of the next tier).

 

 

How to move a location/organisation tier

 

Note: We'll go through the process of moving a location tier but the same steps can be repeated to move an organisation tier.

 

The user will need to have the Ability to Move Location/Organisation Tiers security permission to perform the steps below.

 

Please check the user's access rights via Staff Details > Access Rights.

 

Note, moving tier is not applicable to the parent-most tier e.g. Site as there's nowhere to move this to.

 

Find the child-location that you want to move. E.g. If you want to move a functional area, change the Tier filter at the top to Functional Area and locate the record.

 

You can use the Search bar to find the record based on the location path:

 

 

Once the record is selected, press the [ Move ] button to launch the pop-up window.

 
Find the tier you want to move the selected location to, in this case, it's the Level tier e.g. Sample Site 7 \ Building 7A \ Second Floor.

 

You will have the chance to rename the functional area from the top form but this is optional. Press the [ OK ] button to save.

 

 

There are a few rules that you need to remember when moving a tier to a different location. These are:

 

1. You can only move the selected tier against the same parent tier level e.g.:

If you want to move a Block (Tier 1), you can only move the selected Block to a Site (Tier 0) tier.

If you want to move a Functional Area (Tier 2), you can only move the selected Functional Area to a Block (Tier 1) tier.

 

2. The Code needs to be unique per tier e.g.:

Moving Sample Site 1/Block 01 (Code: 001) to Sample Site 2, but there's already a Block 1 (Code: 001) in Sample Site 2, the user will be asked to give the moving block another code e.g. 003.

 

Changing the Code to a different value e.g. 003, will avoid Code duplication in Sample Site 2. Click the [ Ok ] button on the prompt to save the changes.

001 - Block 01 will then disappear from Sample Site 1 and appear on Sample Site 2 with new Code 003.

 

 

How to clone a location/organisation tier

 

Note: We'll go through the process of cloning a location tier but the same steps can be repeated to clone an organisation tier.

 

The user will need to have the Ability to Clone Location/Organisation Tiers security permission to perform the steps below.

 

Please check the user's access rights via Staff Details > Access Rights.

 

Find the child-location that you want to clone. E.g. If you want to clone a block, change the Tier filter at the top to Block and locate the record.

 

You can use the Search bar to find the record based on the location path:

 

 

Once the record is selected, press the [ Clone ] button to launch the pop-up window.

 
Find the parent tier you want to put the cloned location to, for example in this case we will put the clone in the same parent tier as the original e.g. Sample Site 6.

 

You will have the chance to give a new code to the clone. Press the [ OK ] button to start the cloning process.

 

 

Prompt Details:

 

The details on the form above means that the user wants to clone Sample Site 7 > Building 7A to Sample Site 6 with a new code of 6A, along with all the rooms in the block.