Simply put, an Area is a user-defined physical location, but it has some noteworthy properties in Tracmor. Defining areas within your organization helps to both create a location grid - and - Areas provide a level of control for location-based user roles!
In the hierarchy of location parameters, Areas stacks up like this:
If your assets are located in different cities, you can create Areas to the level of specificity required (keeping in mind that you can associate areas with area-specific roles). For example:
- Los Angeles – Headquarters (in roles you can specify, for instance, only admins have access to this "area" for such items as computers used by employees)
- Houston - Warehouse 10 on Main Street (in roles you can specify any number of roles with access to information to this "area")
Areas can just as easily be created for a single location to any degree of specificity your needs require, keeping in mind that you will also be defining a Location (the most specific refinement of where an item is).
- Headquarters (location could be Cubicle 245, for example)
- Garage (location could be parking space 41, for example)
- Shelf Number (location could be bin 3, for example)
Note: Once the physical location parameters are in place (Area and Location), Tracmor enables you to associate the following information for each asset under its unique Asset Tag.
This article describes everything you need to know about areas:
- Finding the menu options
- Creating one new area
- Importing a list of areas
- Deleting areas
- Exporting a list of areas
- Editing area information
- Archiving areas
- Related articles
Finding the menu options
All options regarding Area are accessed from the the side menu by clicking on Admin (near the bottom).
On the Admin sub-menu, Areas is near the bottom.
Note: If the side menu is not visible, click on the square to the left of Global Search at the top of the screen. Clicking on this icon allows you to show and hide the side menu.
Click on Areas to open this view:
Note: The options that can be accessed via the icons in the upper right corner include adding, importing, exporting, archiving, and deleting locations, as described below.
Creating one new area
To add one new area, click on the blue plus icon.
All fields in the Create Area dialog box are required:
- Select the country from the drop down box
- Select the state from the drop down box, or add a new state
- Add the Area Name
Click on Save and you will see the new area at the top of the Area List.
Importing a list of areas
To import a list of areas, start by clicking on Admin>Areas (from the side menu) and then clicking on the (green) down arrow icon.
Having clicked on the down arrow icon, you will arrive at a dialog box from which you can download a standard file to import areas by clicking on the download icon (tan).
Note: Clicking on the blue icon to the right of the standard file icon displays a list of files previously imported.
Open the downloaded file, preferably in MS Excel. Note that the column headings match the fields in the Create Area dialogue box. Every field is required; list only Country Names and State Names that are already listed.
Note: Spell out the state name; do not use the abbreviation. Do not skip any rows.
Save the file with a descriptive name.
Click on Choose File to navigate to the saved file, and once you have chosen the file and the file name is listed in place of [No file chosen], click on Upload File.
Once the file is uploaded, you will receive a status report via the Imported File List. If any areas were not successfully imported, the number will be indicated under the column heading “Skipped.”
Note: Clicking Undo removes the imported values. This option is only available for the most recent import.
To determine the error, download the file by clicking on the link in the "Skipped" column. In the example above, clicking on the number "1" in red downloads a file with the error message.
You can delete areas as follows:
- One at a time while editing (see below)
- Mass delete by either
- Clicking on the check box to the left of each area on the Area List view
- Creating a filtered list using the search function; filter by Area Name, Country, State, or Archived status, as shown below. Click on Apply Filter, then either select the items of interest or all items by clicking on the check box at the top of the column, as shown by the red arrow in the lower left corner.
Once your selections have been made, click on the red "trash" icon. You will be asked to confirm the delete request. Once you confirm, the item will deleted and no longer appear in the list.
Exporting a list of areas
If you need a record of your areas, you can export them by clicking on the export icon in the upper right hand corner. The list downloads as an MS Excel spreadsheet and includes all areas, states, and countries.
Note: The spreadsheet is password protected and cannot be edited without the password that Tracmor sent to your account admin.
Editing area information
To edit the information in fields for an area already created, navigate to Admin>Areas.
Click on the Area Name of interest in list view to arrive at these options: Edit, Delete, or Cancel.
Click on Edit to select different options, including adding a new State:
Click on Save of upload your changes.
Applying the filter in the search function (described in the previous section) is a quick way of creating a list of items you may want to archive or un-archive. Once you have created a filtered list as described above, you can select items by clicking the check box next to each item.
Note: Clicking the check box at the top of the column selects all items in the list.
To archive (or unarchive) the selected items, click on the yellow icon (in upper right hand corner).
Archived information is still searchable and can be made available - by unarchiving it.