GETTING STARTED
- Open a web browser and navigate to Locations Manager
- This will load the Locations Manager homepage.
COMPATIBLE BROWSER
Please ensure you are using a compatible browser
- Microsoft Edge
- Google Chrome
- Mozilla Firefox
HOMEPAGE NAVIGATION
Within the homepage, there a series of pre-defined searches that can be access from either the side menu or via a search card on the bottom panel
These pre-defined searches are
- Unknown - This takes you to your Unknown Locations Page to allow you to Review and Perform Tasks on the results
- External - This takes you to your External Locations Page to allow you to Review and Perform Tasks on the results
- Internal - This takes you to your Internal Locations Page to allow you to Review and Perform Tasks on the results
- Summary - This takes you to your Summary Page to allow you to Review and Perform Tasks on the results
- Duplicates By Email - This takes you to your Duplicate Locations by Email Page to allow you to Review and Perform Tasks on the results
- Duplicates By Name - This takes you to your Duplicate Locations by Name Page to allow you to Review and Perform Tasks on the results
- Internal Duplicates By Email - This takes you to your Internal Duplicate Locations by Email Page to allow you to Review and Perform Tasks on the results
- Internal Duplicates By Name - This takes you to your Internal Duplicate Locations by Name Page to allow you to Review and Perform Tasks on the results
SIDE MENU
The side menu allows for you to quickly navigate to the above predefined searches without needing to go back to the home page.
There are additional settings available via the side menu
- Favourites - Access all your Content Manager favourited locations
- About - This loads a popup with the Software and Configuration details of the Locations Manager
- Help - This takes you to the Locations Manager Help Centre
SEARCH BAR
The search bar on the home page allows for you to search for location via name or URI.
Click Enter or the magnify glass on the search bar to execute the search.
PREDEFINED SEARCH CARDS
These search cards allow for you to quickly search for locations.
Each card performs different searches to assist with location clean up and reporting.
Upon clicking on a card you will be taken to the various searches that can be completed for that search type.
This includes live results of the searches.
SEARCH ACTIONS
Various actions may be enabled for a search. Enabled action will be clickable, and highlighted.
REVIEW LOCATIONS
The ability to see a detailed list of location results for that search
MERGE LOCATIONS WITH INTERNAL MATCH
The ability to merge all locations within that search with potential internal location matches.
This is effective for quickly cleaning up locations by identifying unknown locations via an internal email that might be attached.
Merging locations will delete the unknown location and replace it with the active internal location automatically.
When merging locations, you have the option to complete the task now or schedule for 8pm that night.
If you are attempting to merge 100+ locations, it is recommended to schedule the merge. Small merges can be completed instantaneously and will prompt once the task is completed.
DELETE ALL LOCATIONS
The ability to delete all locations from within the search.
LOCATION RESULTS
When selecting the Review All Locations button, the Favourites button or the Search Bar you will be taken to the Results Page.
The Results Page will allow you to review your locations and perform tasks individually or on bulk via a tag
SEARCH BAR
The search bar allows for creating a new search for find a particular location. This is the same functionality as the search bar on the home page.
DELETE / ASSOCIATE / DISMISS SELECTED
When your results are displayed you may utilise the buttons located at the top left to perform the following functions. All functions can be completed in bulk by tagging the locations required
DELETE
This will delete the selected locations if eligible. This means only locations that are safe to delete such as those with no records or associations.
ASSOCIATE
This will attempt to associate the location to its organisation
- This works by checking the email domain of the location. For example: myname@domain.com.au. It then checks for an organisation with the same email domain ending in @domain.com.au. If a single match is found then the association occurs.
The Associate selected button will launch an Associate summary window that will list the results of each location association as shown below.
DISMISS
This will remove the location from all searches. This is best utilised if there is particular locations that should not be apart of the report. Dismissed locations are not deleted from Content Manager, they are just dismissed from all pre-defined search results.
These buttons become active when at least one location is selected. Dismissed locations can be viewed and edited from the Dismissed page.
An indication is provided in the results count to how many dismissed locations would have been apart of these results
INDIVIDUAL LOCATION TASKS
Each location allows you to perform a Task on an individual level.
The following Tasks are available on each location from the Results Page.
EDIT LOCATION
Click on the pencil icon to edit a location. A new tab will load allowing for the editing of all location details.
Ensure click the Save button after making changes on each tab.
The following details can be edited:
- Personal Details
- General Details
- Addresses
- Associations
- Network Login
- Profile
- Access Controls
- Active
- Notes
- Additional Fields
FAVOURITE LOCATION
The ability to favourite a location from Content Manager
Locations that are apart of your favourites will be highlighted in yellow
To add / remove a favourite, click on the star icon.
DELETE / MERGE LOCATION
The ability to delete and or merge with a replacement location.
When selected, you will be provided with a pop up allowing for the selection of a replacement location.
If you wish to merge the selected location, search for the appropriate replacement location and enable any settings required for the merge.
If you do not wish to merge locations, and just delete, do not provide any replacement location or enable any replacement options and click Delete/Merge.
If the location is okay to be deleted by Content Manager's criteria, it will be deleted. If the location cannot be deleted, you will be notified by Locations Manager.
SHOW RECORDS
Clicking on the Show Records task, available when clicking or hovering over the 3 dots.
A pop-up will display with a selection of record searches that can be completed
Clicking on a search will return all record results
SHOW DUPLICATE LOCATIONS
This will show all location duplicates identified within Locations Manager
DISMISS LOCATION FROM REPORT
A location can be dismissed from all reporting completed by Locations Manager. The location will not appear in the reports but will still be available within Content Manager.
A location can restored back into Locations Manager via the Dismissed page.
DEACTIVATE LOCATION
Locations can be deactivated when no longer in use using Locations Manager.
Any inactive locations will be identifiable by the X next to the name within the search results
Unknown locations may have different tasks available such as Convert Location, to allow for the selection of location type. Once converted, will be a standard location.
CLEANUP GUIDE
The instructions below will guide you through a recommended cleanup process for managing your locations. It includes what order to run each task for the quickest management of your locations.
1. CLEANUP UNKNOWN LOCATIONS
a) From the Unknown Navigation run the Delete All Locations from the Unknown Locations not associated with any record search. This removes locations that are redundant and have no association to any record. Often these locations exist due to integrations or migrations and were created accidentally. By performing this first you can help reduce the amount of locations in your system and speed up performance before running the other tasks.
b) From the Unknown Navigation run the Merge locations from the Unknown Locations that match your internal email system and could be merged/created with an internal location search. Often these unknown locations have been made in error by your users when cataloguing emails. This quickly matches any unknowns to their matching internal location.
2. CLEANUP EXTERNAL LOCATIONS
a) From the External Navigation run the Merge locations from the External Locations that match your internal email system and could be merged/created with an internal location search.
3. CLEANUP DUPLICATES BY EMAIL
a) From the Duplicates > By Email browse to your duplicates by email. These potentially duplicated will be sorted by most duplicates found.
b) You can go through and merge all duplicates by working from most duplicates downwards.
4. CLEANUP DUPLICATES BY NAME
a) From the Duplicates > By Name browse to your duplicates by email
These potentially duplicated will be sorted by most duplicates found.
b) You can go through a merge all duplicates by working from most duplicates downwards.
5. POST CLEANUP REVIEW
By performing the above tasks you would have cleaned your locations significantly and reduced the amount of redundant and duplicate locations. You can then review the existing locations from each Navigation Item and determine whether they need to be converted or deleted individually.