The permission to be able to create a new location is given by administrators on the admin side of the application.
Anyone with this permission will see the 'Create new' button on the front end.
This guide will detail all the steps to create a new location:
- Step 1: Click the 'Create new' button
- Step 2: Fill out the Location's profile
- Step 3: Choose the appropriate status
- Step 4: Save
- Step 5: Check out the other tabs that now appear
- Step 6: Link other applications to the location
- Step 7: (If not already) Put the location in 'Live' Status
Step 1: Click the 'Create new' button
On the front end of Locations, click the cross button to begin a new location:
Step 2: Fill out the Location's profile
Various fields appear; most are optional. Fill out all the relevant information you have about the new entry.
Any information filled out will appear on the front end of the location and be visible to those with permissions.
- Name: The title of the location
- Image: Upload a picture to accompany the location
- System Group: Select which People Group this location represents and determine who will have permissions to it (Groups that appear here across users are bbased on the permissions they have to create locations)
- ID/Code: Any relevant internal reference
- Legal Entity name: If applicable
- Description: Some details about the location
- Business Address: Use all relevant fields to enter the appropriate location address
- Principal contact: Choose an Intranet user to appear attributed to the location
- Website, Phone & Email: Enter this if applicable, they will appear on the location for others to see
- Map Location: Set an address through Google Maps (Requires Google Maps API key on your site)
Step 3: Choose the appropriate status
Generally, a new location will be placed in 'draft' first, as there are more edits to be made once it has been initially saved.
'Live' status works best for Locations that have up-to-date information and are to be taken as accurate.
Suspended and inactive can be given to locations that fit these definitions.
Users will see locations across statuses, as long as they have 'view' rights to each.
Step 4: Save
Click 'Save' to create the location in your chosen status.
A confirmation message will appear on screen to confirm that the location was created.
It can now be further edited and its status changed by a user with 'edit' permissions.
Step 5: Check out the other tabs that now appear
After initial creation, more tabs appear on the left when editing the location.
- Operational
Click into the tab and then the 3-dot menu on the right to edit this area.
Enter a start date/end date and a description of operations as required.
Click 'save' to apply; the information entered can be viewed in this tab going forward.
- Finance & performance
This will only appear if the option has been enabled by administrators on the admin side of the application.
Click into the tab and then the 3-dot menu on the right to edit:
Fill out the fields and click 'save' to apply.
The values entered will appear in this tab and the area going forward.
- Custom
Just like the embed component available for pages, it works the same in Locations.
Use the embed code to display content from other sites, viewable under this tab.
If your team knows how to write code for this, they can enter it here, or you can request further assistance with any bespoke components you may want to see alongside our developers by raising a change request ticket here.
Here is a stock example of an embed we titled 'Revenue to Date':
<iframe width="600" height="371" seamless frameborder="0" scrolling="no" src="PUT YOUR PUBLIC DOCUMENT URL HERE"></iframe>
This will pull through the contents of the public file that has been used, e.g. a Google sheet, Word file, etc
- History
Not a tab that needs anything edited, it pulls from the audit log and will detail all changes made to the location over time:
Step 6: Link other applications to the location
Click into the 'Profile' tab of the location and click the 3-dot menu on the right to edit it.
At this point, the 'Apps' tab on the left will appear.
Click into each and apply settings for the content you want to appear in the location.
Save each as you go. The content will pull through to the location.
- News
We recommend creating a News channel for this location for use here, or instead pulling through a generic channel if there is no news specific to this location to use or be set up. Ensure the permissions set on the chosen News channel(s) include the users who can access the location, otherwise they will not be able to see the articles.
- Discuss
We recommend creating a Topic for this location for use here, or instead pulling through a generic one if there is no discussion specific to this location required. Ensure the permissions set on the Topic include users who can access the location, otherwise they will not be able to see it.
- Documents
We recommend creating a folder for this location for use here, or instead pulling through a generic one if there are no files specific to this location that users will need to share or access. Ensure the permissions set on the folder include users who can access the location, otherwise they will not be able to see it.
- People
Choose whether to display the People List component in the location.
The users shown will be those who are members of the group chosen in the 'System Group' field for the location. Users will need to be in the same Intranet area to be able to view the users successfully.
Step 7: (If not already) Put the location in 'Live' Status
Edit the location a final time, change the status to 'Live' and save.
Those with permissions can manage it over time and update it as necessary.
