Locations and Location Rooms

We suggest watching the TeamDynamix Foundations videos in order.

Overview

In this session you will learn about how to import your organization's locations and rooms into TeamDynamix.

Learning Objectives

After completing this session, you should be able to:

  • Explain the use of locations and location rooms throughout TeamDynamix
  • Identify where to create custom attributes, or custom fields, for locations and rooms
  • Create a location manually
  • Add rooms to a location manually
  • Create an import spreadsheet for your locations and rooms
  • Complete a location and/or location room import

Video Notes

  • As a reminder, please do not import locations/location rooms (or anything else) into production right away! Make sure to import to sandbox first. That way, you can catch any errors or incorrect data before it touches your production environment.
  • For more information on creating custom attributes, see the Creating and Managing Attributes video listed in the Related Articles section to the right.
  • High-level overview of locations: Getting Started with TeamDynamix Locations

Action Items

Again, please make sure to import into sandbox before attempting to import into production. We can't stress this enough!
  • Fill out the Location Import template
  • Fill out the Location Room Import template
  • Extra Credit:
    • Import your locations into sandbox
    • Import your location rooms into sandbox

Transcript

In this session you will learn about how to import your organization's locations and rooms into TeamDynamix.

A location is the TeamDynamix term for any building, area or site that is relevant to your organization. Common examples include libraries or office buildings. Locations can also be defined more fluidly according to your needs. For example, you may create a location for a parking lot or a football field.

Locations are used in TeamDynamix in a variety of ways. Tickets can be tied to a specific location and room, allowing technicians to be dispatched to the exact location on the ticket. You can also link assets or devices to locations, allowing you to view, for example, a list of computers in a computer lab.

Locations are also helpful in reporting. You could run a report to show all wifi help tickets linked to a specific location in the last year to identify areas for infrastructure improvement.
Location rooms allow for even more granularity when describing a location. Location rooms represent different regions or areas within the location. These can commonly be rooms, but can also be open plan office floors, hallways, basements, or areas like foyers and mezzanines.

Locations and rooms are created in TDNext in the Assets/CIs application. You can access TDNext from the admin home screen, or by going to your TeamDynamix URL slash TDNext. To access the Assets/CIs application click the application menu in the top left, then click the relevant Assets/CIs application. Our application is called IT Assets/CIs. If you don't have an Assets/CIs application you will need to go into your user record in TDAdmin and grant yourself access to this application. After the configuration change you will need to log out and log back in.

Let's review the elements of a location. At the top of the page, click +New, then Location.

The name of the location is what will appear when selecting locations throughout the system. This is considered the friendly name of the building like McClane Hall or Nakatomi Plaza.

The Description of the location can be used to provide additional information about the location.

The Address, City, State, or Province, Postal Code and Country can be used to define the physical address of the location. You can also provide specific Latitude and Longitude values for the location.

The Active checkbox indicates whether the location can be applied to tickets, users, assets, and more in the system.

The External ID is a unique identifier for the location and is used for mapping when updating existing records. This allows you to re-upload your list of locations if you ever need to change any of the other values, like the name or address of the location. It's highly suggested that you use this value in case you need to make bulk updates or associate rooms in the future.

If you have a list of rooms handy in an Excel spreadsheet or other lists, you can paste them into the Rooms List box. A new room will be created for every line.

Finally, at the top, click Save.

After you create a location, you can always add rooms by opening the location details page in TDNext. On the left navigation menu, click Locations and then click the name of the location to open it. At the bottom, click +Room to add a new room.

The Name of the room is what will appear when choosing a room on a form. This should be the friendly name of the room which people know about. This may be something like 101, or it may be something like Second Floor Computer Lab.

The Description allows you to provide more information about the room and can be particularly helpful when the room you're creating is actually more of an area or a floor.

The External ID of the room, like that of the location itself, is a unique identifier used for matching and can be used when making mass updates to the room. This is highly suggested as it is common for rooms of buildings to be renumbered.

You can also enter the Floor of the room is on and the Capacity of the room.

At the top we'll click Save to add this room to our location.

Often there may be information about the location or room that you want to capture but is not included in the standard fields. If this is the case, we can create location attributes or location room attributes. These custom attributes allow us to collect custom information about our location and rooms such as the building manager or the room's main use.

Location and location room attributes are created in TDAdmin. In TDNext, you can access TDAdmin by clicking the application menu in the top left corner, then clicking Admin. You can also go directly to TDAdmin by going to your organization's TeamDynamix URL slash TDAdmin.

In TDAdmin, click Organization Settings, then Location Attributes or Location Room Attributes. To create a custom attribute click +New at the top. We'll discuss how to create attributes in detail in a separate session.

Your organization is likely to have a large number of locations and rooms so it would be quite time-consuming to create them one by one. Luckily, we can create a spreadsheet of all our locations and rooms and import it. To do this, we'll first open TDNext.

Make sure to do your first import in sandbox. Then, if everything looks good, import into production. You can access the sandbox version of TDNext by going to your TeamDynamix URL slash SBTDNext. Alternately, you can go to your TeamDynamix URL slash sandbox and click Users.

In TDNext we'll click the applications menu and open the Assets/CIs application. At the top of the page, click Import, then click Location Import. The import wizard appears. In order to import locations, the only information required to be in your spreadsheet is the name. However, as mentioned it's also highly suggested to have an external ID for each location, and to have a column called Is Active, which should be set to True for all rows. If you have any custom attributes marked as required these will also be required for the import.

In the Download the Import Template section there's a link to download an Excel spreadsheet template, which includes all of the different fields, including custom attributes, that you can include in the import. You can fill out the Excel template, or use your own Excel file exported from another system to import location data. Just be sure to include all of the required fields which in the template are in italics.

Note that you cannot specify rooms during this import. You will need to do two imports, one to create the location, and another to create and associate the rooms.
Once you have your spreadsheets filled out, you can upload it using the file upload in the wizard, then click Next.

If your Excel file has multiple sheets, choose the one with your data and indicate if your sheet has headers. Click Next.

If you're using the template or if your column headers all match TeamDynamix, you likely won't need to map any fields. If your column headers don't match, you'll need to indicate which columns map to the different location fields using the drop down menus.

If there's a column in the spreadsheet that you don't want to import, choose Skip. When you've mapped all the elements you want to import, click Next. If there are any errors preventing you from moving forward make any changes, then click Next again.

The next page shows a preview of your import. If everything looks good, click Import to finish the import.

You can also import location rooms using a similar method. At the top of the Assets/CIs application, click Import then Location Room Import. In order to import location rooms the only information required to be in your spreadsheet is the room's name and the location that the room is associated with. Note that the location name must be identical to what it is in TeamDynamix. As mentioned for locations, you may also want to consider adding an external ID for each room in the case that you need to perform a bulk room update.

Once you have your spreadsheet, the import steps are identical to the steps we performed for the location import.

Now you know how to import locations and location rooms. Review the video notes for more helpful information on this topic and review your action items for this session.

Was this helpful?
0 reviews

Details

Article ID: 646
Created
Wed 11/4/20 8:30 AM
Modified
Wed 2/3/21 11:20 AM

Related Articles (1)