Managing Location Information/Best Practices and Common Mistakes

Managing Location Information

While managing your Location Tree, you can configure additional, optional details for each location, such as Short Codes and Tags, to help you organize and identify locations and enhance your ability to report on location data. These options can be found in the Location Information section after you select a location in the Location Tree.

Short Codes link records to their corresponding locations when importing templates into the system. You can define Short Codes to fit your organizational needs within the following guidelines:

• • They can include letters, numbers and dashes as long as the name is under 50 characters.
  • Each location must have a unique Short Code; no two locations can share the same one.

Tags are used to group locations that share common attributes, like products, regulations, management, geographic locations, etc. They are valuable for organizing, reporting, and analyzing your location data. You can continuously add and update Tags as your needs evolve. To manage your Location Tags, go to Admin > Location > Location Tags. This list is customizable and can grow as needed.

Best Practices

To effectively manage your Location Tree and maintain accurate data in the EHS Management (V5) platform, follow these best practices:

• • Plan your Location Tree structure. Before adding or reorganizing locations, take time to plan the structure. Ensure that it reflects your organization’s hierarchy and operational needs to avoid frequent changes later.
  • Use clear and consistent naming conventions. Establish and follow consistent naming conventions for locations to improve clarity and prevent confusion. This is particularly important for locations with similar names.
  • Regularly review and update locations. Periodically review your Location Tree to ensure it remains accurate and up to date. Inactivate or archive locations that are no longer in use to keep the tree organized.
  • Use Short Codes and Tags. Short Codes and Tags simplify reporting, data organization, and template imports. Ensure that Short Codes are unique, and that Tags are meaningful and relevant to your organization.
  • Communicate changes to relevant teams. If changes are made to the Location Tree, communicate these updates to all affected teams to prevent confusion and ensure smooth operations.

Common Mistakes and Troubleshooting

• • Not selecting edit mode. If you cannot see editing options, ensure the Display Tree in Edit Mode checkbox is selected. Without this, the Location Tree will be in view-only mode.
  • Attempting to duplicate a Short Code. Locations can always be created without a Short Code; however, if you try to save a duplicate Short Code, you will receive an error message. Ensure all Short Codes are unique. A simple solution is to add a number at the end of the Short Code to differentiate it (e.g., “Warehouse1” instead of “Warehouse”).
  • Incorrectly moving locations to different levels. When moving a location to a different level, be sure to follow the correct procedure. Remember, if a location has records associated with it, you need to contact support. Otherwise, archive the old location and create a new one under the desired parent.
  • Forgetting to display inactive or archived locations when reactivating. If you cannot find a location to reactivate, make sure you have selected Display Inactive Locations or Display Archived Locations in the Location Tree.
  • Neglecting to plan for the impact of changes. Failing to consider the implications of moving or renaming locations can cause confusion and errors in reporting. Always assess the impact before making any major changes.
  • Not using Tags effectively. Tags can greatly enhance reporting and data organization. Ensure they are applied consistently and updated as needed to reflect changes in your organization.