Set where records belong

If you run work from more than one depot or division, each worker, asset, project and order can record which part of your business it sits in. You can then filter your lists by location and see how many records each location has. To build the locations themselves, see Set up your locations.

The location fields, columns and filters on this page appear only when your account has more than one location. With a single location they stay hidden.

If your account has renamed orders or projects under Terminology in your organization's settings, the screens use your words. Level names such as Division, Branch and Depot are set there too. This page uses the defaults.

What Based at and Belongs to mean

Each record has one location, shown under one of two names:

Based at is the part of your business a worker or asset works from. Belongs to is the part of your business a project or order belongs to. You can choose a location at any level, not only a depot.

The location is not the site address. An order's Site address is a separate field, and it is the one you fill in on the scheduler.

Timesheets show a Work location column. It is the location of the timesheet's order, or of its project when it has no order. You can't edit it on the timesheet.

Pickers and lists show a location's full path, for example North Division › Brisbane Depot.

Choose a location on a record

Where the field is optional, No location (uses default) means the record has no location of its own. Select the ⓘ next to the field for a short explanation.

• A worker. Select Add Worker, or edit a worker, and choose Based at.
• An asset. Select Create Asset, or select Edit asset on the asset's Overview tab, and choose Based at.
• A project. When you add a project, Belongs to is required, and leaving it empty shows Choose where this project belongs. When you edit a project it is optional.
• An order. Choose Belongs to in the order builder.

A new order starts with its project's location. While you haven't changed it, a note under the field reads Copied from project at creation: followed by the location. If the project has no location of its own, the order has none either. Later changes to the project never move orders that already exist.

A new asset starts with its asset class's location, if the class has one. A note under Based at reads Starts at followed by the location and (asset class default), and the asset's Overview later notes From asset class default.

To set a class's location, open the Asset Classes tab and choose Based at on the class. The class list shows it in the Default location column. Changing it never moves assets that already exist.

Confirm a location

A record with no location of its own uses the default location. Its screen says Location not confirmed. Using the default, followed by the location's name. In lists the record shows a Not confirmed tag next to the default location's name.

Select Confirm to save the default as the record's own location, or Change location to pick another. Only people who can edit the record see these buttons. If Confirm fails, the message is Could not confirm the location. Please try again.

A record that isn't confirmed follows the default. If you later make a different location the default, it moves with it. A confirmed record stays where you put it.

Find records by location

On the workers, assets, projects and orders lists, and on the timesheets list, use the location filter to show one location and everything below it. For example, choosing a division shows its branches' and depots' records too. Records that aren't confirmed show under the default location.

• Workers. The filter is above the list, labelled All locations until you choose one.
• Assets. Select Filters, choose a location, then select Apply.
• Projects. The filter is above the list, in both the Cards and Table views.
• Orders. The filter is next to the search box on Clients & Projects → Job Costing → Orders.
• Timesheets. Select Filters & Options and use Filter by Location.

To find records that still need a location, use the Location not confirmed button above the list. It shows how many there are, for example Location not confirmed · 68. Select it to show only those records, and select it again to go back.

The button isn't shown when there are none to confirm. The project, order and asset filters also have a Location not confirmed choice that does the same.

The lists also have a column for the location: Based at on workers and assets, and Belongs to on projects and orders. Projects show it in the Table view's Project option, and orders show it in the list view.

Set locations for many records at once

You can set the location of several workers, assets, projects or orders in one go.

1. Tick the rows. For projects, use the Table view's Project option. For orders, use the list view.
2. Above the list, the count appears, for example 3 selected. Choose one of:
   • Confirm current location saves the default as the location of every selected record that doesn't have one. The button names the default, for example Confirm current location (North Division › Brisbane Depot where empty). With more than 5 records selected, it first asks Confirm the current location of 12 records?; select Confirm locations to go ahead.
   • Set location… opens a window. Choose a Location and select Set location. The location is written to every selected record, and records that already have one are overwritten.
3. A message tells you the result, for example 3 records updated.

When some records can't be updated, the message says why, for example 2 records updated, 1 failed: Already has a location. Confirm current location refuses records that already have a location.

The other reasons you can see are Not found, or you cannot edit it and That location is archived. Choose a live location. If the whole attempt fails, the message is Could not update the locations. Please try again.

Change the default or archive a location

A record with no location of its own follows the default location, so changing the default moves every such record with it. Moving the default doesn't change any record. Before you archive a location, records assigned to it must move to another one. See Change the default location and Archive and restore a location.