One of the first and most important tasks for implementing eSSETS is to design your Places hierarchy. The primary purpose of Places is to answer questions related to your locations. Where is it? How do I get there? How big is it? How does it fit in the overall scheme of things? Who is responsible for it? Are there pictures? Drawings? Floor plans? Schematics? What's it costing me to maintain it? What resides inside of it? Is there anything else I should know about it? And the list can go on and on..
Places Tree Hierarchy Structure
Places are for either a logical grouping or a physical location. Examples of logical grouping might be "Midwest" or "Projects". A physical location could be a campus, a building, a floor (level) within a building, or a room within a floor. If possible, try to keep your Places hierarchy to five levels or less. While the system can accommodate more, some of the reporting selections only go five levels deep.
Filtering Places lets you easily find what you are looking for. You can filter with any category in your Places hierarchy. For example, to answer the question "What is its history?", you simply click on a Place name. When the Place dialog appears click the list icon in the top right corner. A new box will open where you should select "Activities." That takes you to a filtered view of Activities for that particular Place. You can also go to the Activities List, click on Filters, and select Places filter section from the filtering dialog.
Hint: If you frequently search Activity history by Place name, you can "pin" the Place filter to the Filter bar of the Activities List.
The Places tree can be used for controlling permissions---who can see what. If, for example, Sam only works at Campus 1, the admin can set Sam's permissions so that when he logs in he only sees the subset of Places under Campus 1. He will not be bothered by the "noise" of Campuses 2, 3, 4 and 5.
Below is a list of the types of information you can enter into or view in the Place dialog.
- Type - This is a drop-down list with selections that provide a label that can be used for reporting.
- Responsible Person - also sometimes referred to as "Maintainer". Primary users (not Requesters) can be designated as the responsible person for a Place. An Action List item can be configured to notify this person if an observed condition is outside of a defined tolerance level.
- Organization - This field will only appear if configured to do so from Account Settings>Miscellaneous. You may choose to use this to identify Lessors from which a Place (property, building, office space) is leased.
- Square feet/meters - Either square feet or square meters can be entered. Alternatively, if the Place being edited has "children", you can select the option to calculate the space by "rolling up" the space of its’ children. Note that you can enter either square feet or square meters, and the system automatically calculates the other for you. This can be especially educational for the poor people in the US that must continue to suffer through archaic measurements inherited from Great Britain. We decided that, over time, we'll present all measurements in both metric and archaic US.
- Notes - This is intended for free format notes to describe the Place that do not fit neatly in its structured attributes.
- Addresses - Physical or mailing address
- Geo-Code - Latitude and Longitude can be used for Places that do not have a mailing address
- Contact Methods - Websites, phone fax and email addresses
- Attachments - While an attachment in itself is not an attribute, it sure can tell you a lot. It can be a picture, a floor plan, a drawing, a specification---about any kind of image or document that provides knowledge about the Place. Currently, whatever image you attach first is used a thumbnail in the Places List.
Place Action Buttons
So, you clicked on a Place name. The Place dialog box magically appeared. Besides entering or consuming information displayed therein, what else can you do? Take actions by clicking on one of the Action buttons.
- Activities - takes you to a listing of the history of the Place. Entries appear with the most recently completed item at the top of the list. This can include transactions, service requests, action lists, attachments, notes, reservations, and transfers. Just about anything that happened to that Place can be recorded as an activity.
- ToDoQ - This button takes you to a list of open jobs (service requests and action lists) associated with the Place.
- Clone - Let's say you run a chain of restaurants. You defined all the rooms at one of your properties. If other properties are the same, or even very similar, you can save time by cloning the first one. Clicking the Clone button launches a wizard giving you the opportunity to select just which portions of the Places tree you want to copy, and giving you the option of renaming and re-addressing in the process.
There are different ways you can construct your Places tree. One of those is to click the Add/Organize button at the top of the Places list. This will launch a dialog box allowing you to add, and/or move around Places. The dialog box will look something like this: