Data Management Utility - Location Management

LOCATION MANAGEMENT

This article describes how to perform the following functions using the Data Management Utility:

(Note: You must first install the DMU)

• Add New Locations
  • Necessary User Rights
  • New Locations Template
  • Required Columns
  • Optional Columns
  • Uploading New Locations
• Modify Existing Locations
  • Necessary User Rights
  • Location Data
  • Required Columns
  • Required Columns – Floors
  • Optional Columns – Floors
  • Optional Columns – Contacts
  • Uploading Modified Locations
• Archive Existing Locations
  • Necessary User Rights
  • Location Data
  • Required Columns
  • Uploading Archived Locations

ADDING NEW LOCATIONS

To Add New Locations to a Reserve, you will need to download the New Locations Template by logging into the DMU, fill it out and then Upload the template into the Data Management Utility. 

            Necessary User Rights

Please note, you must have the Right to Create Locations in order to upload new Locations into your instance of Reserve.

            New Locations Template

When the you open the New Locations Template you will see the following column headers:

• Location Name
• Street Address 1
• Street Address 2
• City
• State/Province
• Postal Code
• Country
• Type
• Description
• {Floor Name, Display Order, Status}
• Prevent Auto Bump on Closed Days

Required Columns 

The following columns are REQUIRED for each Location that is to be added to the Reserve.

• Location Name
• Street Address 1
• City
• State/Province
• Postal Code
• Country
• Type

Please use the following values when filling out the Type column:

• Type
  • Business
  • Coworking
  • Education
  • Government
  • Lab
  • Library
  • Lodging
  • Medical
  • Other
  • Residence
  • Restaurant
  • Retail

If any of these fields are left blank, the Location will not be created.

Once you submit a new Location and it is successfully added to the Reserve, then the new Location will be given the following default values:

• Status: Active
• Contact: Your name and email address will be listed as the Location’s Contact. Please update this if this is not desired.

Once the new Location has been added to the Reserve, then you will be able to change these values as well as add additional information about your Locations.

            Optional Columns 

If you wish to provide additional information about the Location in the New Locations Template then you may do so using the following optional columns.  Please use the guidelines listed below for completing the Floor column.

• Street Address 2
• Floor
  • You may add more than Floor to the Location in the {Floor, Display Order, Status} column.
  • When entering the Floor information, surround each Floor and its corresponding Display Order & Status with curly brackets { }, separate each Floor with commas and surround the entire data set with curly brackets { }.
    • For example: {{First Floor, 1, Active}, {Second Floor, 2, Active}, {Third Floor, 3, Inactive}}
• Prevent Auto Bump on Closed Days
  • If true, this rule indicates that when a User fails to Check In to an Asset that requires Check In and either the Asset or the Location is closed, then an Automatic Bump will not occur.
    • For example, if a User has a seat assignment or long-term reservation scheduled to occur daily but the location is closed every weekend, the User will not be automatically bumped out of their reservation on the weekend. However, if the Asset requires Check In and the User does not Check In to a reservation occurring during operating hours (time when both the asset and the location are open), then an Automatic Bump will occur after the grace period and the User will receive a notification email.
    • A blank entry or FALSE indicates that operating hours and closed days are not considered when the Automatic Bump policy is enforced.

Once you are done making changes to the New Locations Template save it as a .csv file and close it.

Uploading New Locations

When you are ready to upload the New Locations file, click on the UPLOAD NEW LOCATIONS button in the Data Management Utility.  Find the New Locations .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the New Locations file.  Once the data has been processed then a report will be generated and will automatically be added to the Add New Locations Reports’ folder. This report will explain exactly which Locations were successfully added to the Reserve and which could not be added to the Reserve. If a Location cannot be added there will be a message in the report which explains why the Location could not be added.

MODIFYING EXISTING LOCATIONS

In order to Modify Existing Locations in a Reserve you will need to download the Location Data, make the necessary changes and then Upload the Location Data to the Data Management Utility. 

            Necessary User Rights

Please note, you must have the following Right to download the Location Data:

• Manage Locations

You must also have the following Rights to upload the Location Data:

• Manage Locations
• Manage Location's Status of Active/Inactive
• Create Reservations for Another User & Manage Another User's Reservations
  • Please note, this Right is required when a Location is made inactive and there are any Reservations scheduled to occur at the Location. When a Location is made inactive, the Reservations scheduled to occur at that Location are cancelled.  Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.

Location Data 

When you open the Location Data file you will see the following column headers:

• Location ID
• Location Name
• Street Address 1
• Street Address 2
• City
• State/Province
• Postal Code
• Country
• Type
• Status
• {Floor Name, Display Order, Status}
• {Contacts}

All of the Locations currently saved in the Reserve will be displayed in the Location Data file and the information for each of these Locations will be displayed in the above listed columns.  Please note, Locations that have been Archived will not be displayed in the Location Data file.  You may change any of the information that is displayed in the Location Data file. 

            Required Columns

Please note, the following columns are REQUIRED for each Location in the Reserve:

• Location ID
• Location Name
• Street Address 1
• City
• State/Province
• Postal Code
• Country
• Type
• Status

If you remove the existing information that is displayed in any of these columns and do not replace it with valid data, the update will fail and the Location record will not be updated.  Please use the following guidelines and/or values when filling out the required columns:

• Location ID
  • As a best practice, you should not change the Location ID because it is automatically generated by the application and is not something that can be managed by a User.
• Type
  • Coworking
  • Business
  • Government
  • Education
  • Lodging
  • Restaurant
  • Residence
  • Other
  • Lab
  • Library
  • Medical
  • Warehouse
• Status
  • Active
  • Inactive

Required Column – Floors 

If one or more Floors have been added to the Location, then the {Floor Name, Display Order, Status} column is also required.   The Floors that are listed in the column should not be removed; they should only be made Active or Inactive.  

When you are managing the Floor information, surround each Floor and its corresponding Display Order & Status with curly brackets { }, separate each Floor with commas and surround the entire data set with curly brackets { }.  For example:

{{First Floor, 1, Active}, {Second Floor, 2, Active}, {Third Floor, 3, Inactive}}

            Optional Column – Floors  

If no Floors have been added to the Location, then the {Floor Name, Display Order, Status} column is not required, and the column can be left blank or new Floor details can be added. When entering new Floor information, surround each Floor and its corresponding Display Order & Status with curly brackets { }, separate each Floor with commas and surround the entire data set with curly brackets { }.  For example:

{{First Floor, 1, Active}, {Second Floor, 2, Active}, {Third Floor, 3, Inactive}}

            Optional Column – Contacts 

The {Contacts} column displayed in the Location Data file is optional, which means that you can remove any existing information displayed in this column, leave the column blank and/or add new information to the column and the Location record will be updated, provided no other errors are discovered.  Please keep in mind,

• Any Contact that is removed in the Location Data file will no longer be part of the Location record.
• Any Contact that is added to the Location Data file will be added to the Location record.
• Any Contact that is changed in the Location Data file will be changed in the Location record.

The Contact column must list the email address of one or more Users in your Reserve. These email addresses must be separate by commas and surrounded by curly brackets { }. For example,

{{john.doe@company.com, jane.smith@company.com, Robert.jones@company.com}}

Once you are done making changes to the Location Data save it as a .csv file and close it.

            Uploading Modified Locations

When you are ready to upload the Location Data file, click on the UPLOAD LOCATION DATA button in the Data Management Utility.  Find the Location Data .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the Location Data file.  Once the data has been processed then a report will be generated and will automatically be added to the Modify Existing Locations Reports’ folder. This report will explain exactly which Locations were successfully modified in the Reserve and which could not be modified in the Reserve. If a Location cannot be modified there will be a message in the report which explains why the Location could not be modified.

ARCHIVING EXISTING LOCATIONS

To Archive Existing Locations in the Reserve you will need to download the Archive Locations Template, fill it out and then Upload the template to the Reserve. 

            Necessary User Rights

Please note, you must have the following Right to download the Location Data:

• Manage Locations

You must also have the following Rights to upload the Location Data:

• Archive Locations
• Manage Location's Status of Active/Inactive
• Create Reservations for Another User & Manage Another User's Reservations
  • Please note, this Right is required when a Location is archived and there are any Reservations scheduled to occur at the Location. When a Location is archived, the Reservations scheduled to occur at that Location are cancelled.  Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.

Location Data

When you open the Archive Locations Template you will see the following column headers:

• Location ID
• Location Name
• Archive?

All of the Locations saved to the Reserve will be displayed in the Location Data file. 

            Required Columns

If you would like to Archive one or more of these Locations, simply enter ‘Yes’ in the Archive column and make sure that the Location ID and Location Name columns have not been changed.   All of this information must be provided for each Location that is to be archived in the Reserve.

If you do not wish to Archive one or more of the Locations listed in the Location Data file, you can

• Remove the Location ID and Location Name from the file
• Leave the Archive column blank
• Enter ‘No’ in the Archive column.

Any one of these methods will ensure that the Location will not be archived. 

Once you are done making changes to the Archive Location file, save it as a .csv file and close it. 

            Uploading Archived Locations

When you are ready to upload the Archive Locations file, click on the UPLOAD ARCHIVED LOCATIONS button in the Data Management Utility.  Find the Archive Locations .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the Archive Users file.  Once the data has been processed then a report will be generated and will automatically be added to the Archive Locations Reports’ folder.  This report will explain exactly which Locations were successfully archived in the Reserve and which could not be archived in the Reserve. If a Location cannot be archived there will be a message in the report which explains why the Location could not be archived.

A Location that has been archived will no longer be displayed in the Locations Table of the Settings Page and it will be removed from its Home Reserve as well as from any other Reserves to which it has been shared.  Additionally, the Assets associated with the Location, provided they are not associated with any other Locations, will be archived.  Any Reservations scheduled to occur at the Location will be canceled.  You will still be able to report upon the Location, its Assets & Reservations, however, even after it has been archived.

IMPORTANT LINKS

Data Management Utility - General Information

Data Management Utility - Managing Assets

Data Management Utility - Managing Users

Data Management Utility - Reports

Data Management Utility - FAQs