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Matrix42 Self-Service Help Center

Managing Locations

Overview

Locations structure your organization according to regional aspects. This structure can be a hierarchy that contains the following elements:

  • Country
  • City
  • Location

In a hierarchical structure, locations represent your company's branches across regions, countries, cities, etc.

Assignment to locations can later be used to give the users different permissions for managing the stored data. For example, you can only define that an employee can edit only the data of a specific location. User permissions are defined by the roles assigned to them, so permissions are granted to or withdrawn from a user role.

The Global location is generated during the installation and it's the uppermost element in the location hierarchy that cannot be deleted.

The Configuration Items that are not explicitly assigned to another location belong to the Global location.

Locations are managed in Master Data application → Organizational Structure → Locations page: 

new_location.png

Creating Location Manually

To create a Location:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure Locations.
  3. On the toolbar, click Add Location. A properties dialog opens.
  4. Enter detailed information about the location.
  5. Click Done to save and close.

General

General Information

  • Name: name of the location;
  • Abbreviation: abbreviation that is used in your company for the location;
  • Description: additional information about the location;
  • Type: type of the location;
  • Status: the Inactive status is used, for example, for former locations that will no longer be used;
  • Valid From/Valid Until: if the location will be used for a limited time only, enter the validity period here. Otherwise, leave the fields blank.

Regional Settings

  • Country: standard culture that is assigned to this location;
  • Default Language: default user interface language of the Matrix42 Self Service Portal that is valid for users belonging to this location. Please note that the default language is taken from the location only if the user did not select the default language in their profile. For example, an English-speaking user relocated to the office in Germany, with German as the default language of the location, but wants to use English as the default UI language. So when the user selects English as the default language in the user profile, and English will be the default UI language for the user in the Matrix42 Self Service Portal. But if the user prefers German and makes no changes to the language settings of the profile, then German will be the default language for the user. You can select a default language when you create a new location. To change the default language for locations that already exist, click Change Default Language in the action panel;
  • Time Zone: time zone that is valid for this location.

Ownership

  • Organizational Unit and Location: if you create a new location, you can link it to the respective organizational unit and location.

Responsible Users

  • Principal Contact Person: the person who is responsible for the location.
  • Delegate: representative of the principal contact.

Child Units

Specify the hierarchy for the created location.

Contact Data

Contact information of the location.

Notes

Comments and notes of a general nature. You can edit these entries later.

Import Locations

To import a Location:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure Locations.
  3. On the toolbar, click Import Location. The Quick Import wizard opens.
  4. Follow the instructions.

Quick import definition includes the same steps and data processing sequence as any other standard import definition. The main difference consists in the pre-defined source file structure and pre-configured mapping rules for the Quick Import definition.

Common rules to consider when editing the Import Template file:

  • Culture context of the data: when entering the text, consider the language specified in the quick import settings.
  • Not specified or ambiguous values: if no or more than one matching values are found, the value that is specified in the data source file is not saved to the system database.
  • Import processing details: a detailed report of the import processing stages is available in the Import Log Files section of the Administration application.

Explanation of the Import Template

Field Name

Explanation

Maximum Character Length

Abbreviation

Required: key data used as the location identifier for the locations import. 

Alphanumeric string for the abbreviation of the location, for example, an abbreviation of the location Name.

50

Name

Required: alphanumeric string for the name of a location.

100

Type

Location type options available by default include:

  • Area
  • Building
  • Co-ordinate
  • Country
  • Floor
  • Place 
  • region
  • Room 
  • Site
  • Workspace
  • Undefined (default): is assigned automatically if no value is specified or the entered value was not found (does not exist in the database).

 

Description

Alphanumeric string that is used to describe a location.

1000

Status

Status of a location.  Possible options:

  • Inactive: location is imported with status "Inactive";
  • Active (default): is assigned automatically if no value is specified or the entered value was not found (does not exist in the database). 

 

Valid from

Date starting from which a location is valid.

 
Valid until Date until which a location is valid.   
Org.Unit

Possible options:

  • specified: enter the existing organizational unit abbreviation or ID. The assigned organizational unit must already exist in the system.  For example, an organizational unit with the name "Office 1" is assigned using its abbreviation: OFF1.
  • not set: the default organizational unit is assigned. For example, Global.

Organizational Unit assigned during import cannot be modified.

 
Location

Possible options:

  • specified: enter the existing location abbreviation or ID of the parent location. The assigned location must already exist in the system or the specified abbreviation can be imported by current Location Import. For example, WP1.
  • not set: the default location is assigned. For example, Global.

Location assigned during import cannot be modified.

 
Manager

Principal Contact Person of the location. According to the pre-configured mapping rules, use the following data template:

  • Last name, First name
  • Example: Miller, Maria
 

Location Import Example

The given example is a filled out template imported for the English (United States) [es_US] culture context of the data:

import_locations_data_example.png

Successfully completed Locations Import results in the following records in the Master Data Locations:

import_locations_ui_example.png

Actions

The following actions are available for the Locations:

  • Change Default Language: change the default user interface language of the Matrix42 Self Service Portal for this location and its child locations, if applicable;
  • Change Ownership: change the organizational and commercial assignment of this location by using a wizard;
  • Import Locations: import the list of locations from MS Excel by using the predefined import sequence and template;
  • License Inventory: generate the License Inventory report;
  • Software Compliance: generate the Software Compliance report;
  • Generic actions: