Overview

The Locations screen lets you manage the physical locations and sub-locations where your assets are stored. You can create a hierarchy of locations and sub-locations, assign managers, and track how many assets are held at each site. A map view shows the position of each location based on its address.

Getting here

Click Configuration then click Locations in the sidebar.

You need the locations permission to access this screen.

What you can do on this screen

View all locations in a searchable list
Create a new location
Edit an existing location
Delete a location
Expand a location row to see its sub-locations
Add, edit, or delete sub-locations
View the number of assets at each location or sub-location
Import locations from an external integration (if configured)
Search locations by name, code, address, or manager

Viewing the locations list

The locations list shows all locations in a table with the following columns:

Code -- the short location code
Location Name -- the name of the location (select to open the detail view)
Company -- the company the location belongs to
Address -- the address of the location
Manager -- the person responsible for the location
Assets -- the number of assets at the location (select to view those assets)

If a location has sub-locations, an expand arrow appears to the left of the row. Select the arrow to show the sub-locations beneath the parent location.

Searching for a location

Enter your search term in the Search locations... box at the top of the page.
The list filters as you type, matching against the location name, code, address, or manager.

Adding a location

Click Add Location.
Complete the fields on the location detail screen. Location Name is required.
Click Create Location to save.

You are taken to the new location's detail page after saving.

Editing a location

Find the location in the list and select its name, or select the edit (pencil) icon on the row.
On the location detail screen, click Edit.
Update the fields you want to change.
Click Save Changes.

If you try to leave the page or cancel while you have unsaved changes, a confirmation dialogue asks whether you want to discard your changes or continue editing.

Deleting a location

On the locations list, select the delete (bin) icon on the row of the location you want to remove.
A confirmation dialogue appears warning that all sub-locations will also be deleted. This action cannot be undone.
Click Delete to confirm, or Cancel to go back.

You can also delete a location from the location detail screen by using the delete option.

Viewing location details

Select a location name from the list to open its detail page. The detail page has two tabs:

Details -- shows the location fields and a map
Sub-Locations -- shows the sub-locations belonging to this location

Map

The right side of the Details tab shows a map. If the location has a valid address, the map centres on that address with a pin marker. If no address is set, a default map view is shown.

Managing sub-locations

Sub-locations sit beneath a parent location in the hierarchy. You manage them from the Sub-Locations tab on a location's detail page.

Adding a sub-location

Open the parent location's detail page.
Click the Sub-Locations tab.
Click Edit if you are not already in edit mode.
Click Add Sub-Location.
Enter a Sub-Location Name (required). Optionally enter a Location Manager and Notes.
Click Create.

Editing a sub-location

Open the parent location's detail page and go to the Sub-Locations tab.
Click Edit to enter edit mode.
Select the edit (pencil) icon next to the sub-location you want to change.
Update the fields and click Update.

Deleting a sub-location

Open the parent location's detail page and go to the Sub-Locations tab.
Click Edit to enter edit mode.
Select the delete (bin) icon next to the sub-location you want to remove.

The sub-location is deleted immediately.

Sorting sub-locations

You can sort the sub-locations table by selecting any column header (Name, Manager, Assets, or Notes). Select the same header again to reverse the sort order.

Viewing assets at a location

On the locations list or on a location's detail page, select the asset count badge to navigate to the assets list filtered to that location or sub-location.

Importing locations from an integration

If your system is connected to an external integration (such as Access Financials or Access Dimensions), you can import locations that exist in that system.

Click Import from [integration name] at the top of the locations list. This button only appears when an integration is configured and a company is selected.
A dialogue shows the locations available to import. Locations that already exist in Access Assets are excluded.
Tick the locations you want to import, or use the checkbox in the header to select all.
Click Import [n] Location(s).
A success message confirms how many locations were imported.

Field reference

Location fields

Field	Description	Required	Notes
Location Code	A short code to identify the location.	No	Maximum 10 characters.
Location Name	The name of the location.	Yes	Displayed throughout the system wherever this location is referenced.
Company	The company this location belongs to.	No	Select from a list of available companies.
Address	The physical address of the location.	No	Start typing to search for an address. The map updates based on this field.
Location Manager	The person responsible for the location.	No	Free text field.
Asset Count	The number of assets assigned to this location.	--	Read-only. Calculated automatically.
Notes	Additional information about the location.	No	Free text field.

Sub-location fields

Field	Description	Required	Notes
Sub-Location Name	The name of the sub-location.	Yes
Location Manager	The person responsible for the sub-location.	No	Free text field.
Notes	Additional information about the sub-location.	No	Free text field.

Warnings and messages

Message	When it appears
Location name is required	You try to save a location without entering a name.
Sub-location name is required	You try to save a sub-location without entering a name.
Are you sure you want to delete this location? This will also delete all sub-locations associated with this location.	You select the delete icon for a location on the list page.
Are you sure you want to delete this location? This will also delete all sub-locations. This action cannot be undone.	You select delete from the location detail page.
You have unsaved changes. Are you sure you want to discard them?	You try to leave edit mode or navigate away with unsaved changes.
Location deleted successfully	A location is successfully deleted.
Location created successfully	A new location is saved.
Location updated successfully	Changes to an existing location are saved.
Sub-location created successfully	A new sub-location is saved.
Sub-location updated successfully	Changes to a sub-location are saved.
Sub-location deleted successfully	A sub-location is deleted.
Failed to save location. Please try again.	An error occurs when saving a location.
Failed to delete location. Please try again.	An error occurs when deleting a location.
Failed to save sub-location. Please try again.	An error occurs when saving a sub-location.
Failed to delete sub-location. Please try again.	An error occurs when deleting a sub-location.
Failed to load location details	The system cannot load the location detail page.
Location Not Found -- The location you're looking for doesn't exist or has been deleted.	You try to open a location that no longer exists.
No locations found	No locations match your search or no locations exist yet.
No new locations found. All integration locations have already been imported.	You open the import dialogue but all integration locations have already been imported.
Failed to fetch locations from integration. Please try again.	An error occurs when loading locations from the integration.
Failed to import locations. Please try again.	An error occurs during location import.
Imported [n] location(s) from integration	Locations are successfully imported from the integration.

The Asset Records Screen