Note: this Guide only applies to Micad Audit systems which are not synced to a Micad IPR system.
1. Start by navigating to your Manage locations page:
This brings up your whole location tree, but in compressed form, so initially you will just see your organisation name followed by the Regions. These Regions are the top level of your location hierarchy. The + buttons can be used to expand any Region, so that you can see the Sites below it:
With the Sites, more + buttons appear, which will reveal the next level down, and so on. The levels are:
Region
Site
Building
Floor
Room
These levels are also found in the location filters at the top of the page:
You can use these filters to navigate straight to a specific location, without the need to go through the + buttons.
2. Adding locations To add a new location, click on the level above it. E.g. to add a whole new Building, click on the Site the building is on; to add a single new room, click on the Floor the room is on. Then select
.
You will then need to enter both a name and a code for the new location. The code is important, especially for rooms. Whenever possible, the room code should match either the code found on the door of the room, or the code found on the floorplan/CAD drawing, or both. It serves as a backup identifier if the name or use of the room changes.
E.g., if a store room is converted into an office, but your Audit system still calls it a store room, your auditor might be left looking for a store room that no longer exists. This is where the room code can enable you to identify the room and discover that it is now an office. You can then change the name accordingly.
For this reason, all location codes must be unique to their parent location, otherwise they could not serve as an identifier in the way described above. E.g., if the ex-store room that is now an office shares its code with another store room, you might still be none the wiser about the conversion to an office.
So each room code must be unique on its Floor, each floor code must be unique in its Building, and so on. E.g., suppose the rooms on the ground floor of a building have the codes 001, 002, 003 etc. There must be only one room on that floor with the code 001. However, go up to the first floor, and the same room codes can safely be used again because they have a different parent location (in this case, the parent is the Floor level).
If you are creating a new location, and you try to give it a code that is already in use under the same parent location, Audit will not allow it and you will have to enter a different one. However, don’t just pick one at random – find out what system is used for your codes, where they come from and what they match up to, so that you ensure consistency and traceability.
NB: if you create a location at Floor level or above, initially it won’t have a + button by it, until you create at least one sub-location for it.
If you have more than one sub-location to add to the same parent, you have the option to select
. This brings up this box (I am using a Floor as an example):
As soon as you have entered a number and clicked Submit, that number of rooms (or other sub-locations) will be created. A page will open with a list of all the sub-locations belonging to that parent – not just your newly created ones – in a form where you can update as many of them as you need to.
They are listed in alphabetical order, and your new sub-locations are given default names depending on the type of sub-location they are. If they are rooms, they will appear in the list like this:
If your new locations are Floors, they will be listed as Floor 001, Floor 002 etc – but always alphabetically.
When you have updated the names and codes as required, click Submit at the bottom of the page.
NB: creating new rooms does not add them to any Functional Area for auditing. To do this, see the Guide How to Add or Remove Functional Area Rooms – Micad (zendesk.com).
3. Editing locations From your Manage locations page, adjustments can be made to locations at any level.
You can rename any location by clicking on it and selecting
. If you need to, you can also change its code at the same time – but be very careful to ensure you have a good reason for doing so, and that you know what it should be changed to.
If the location is a room which belongs to a Functional Area, the new name will show up in audits.
For Sites, Buildings, and Floors, you also have the option to
. A location that is moved must go to a parent location at the same level as its old parent. E.g., if you create reports for each Region, you might want to transfer a Site to a different Region as part of a rebalancing exercise.
4. Archiving locations Clicking on any location also gives you the option to
. You will have the option to unarchive it later if you need to.
Be careful only to archive locations that are not in Functional Areas or contain Functional Areas. If you want to archive a room that is in a Functional Area, take it out of the Functional Area first (see the Guide How to Add or Remove Functional Area Rooms – Micad (zendesk.com)).
5. Deleting locations Clicking on any location also gives you the option to
. Be very careful though – only delete locations that have physically ceased to exist. Be careful, also, that the locations you want to delete are not in Functional Areas or contain Functional Areas. If you want to delete a room that is in a Functional Area, take it out of the Functional Area first (see the Guide How to Add or Remove Functional Area Rooms – Micad (zendesk.com)).