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Spok

Locations

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Managing Location Types

Viewing Location Types

  1. Click CC_Admin_icon.png .
  2. Click Locations. The Locations page is displayed.
  3. While viewing the Locations page, click Configure Location Types. 

Creating a New Location Type

Step 1: Enter Location Type Details

  1. Click Configure Location Types. The Location Types screen is displayed.
  2. Click + Location Type. The Add Location Type screen is displayed.
  3. Enter the Location Name.
  4. (Optional) By default, new location types are set to Active. Click the Active switch to set the new location type to inactive.

  5. (Optional) By default, new location types have the Allow as Root property enabled. Click the Allow as Root switch to disable this property.  See Understanding the Allow as Root Property. 

Step 2: Configure the Location Type

Add Children to New Location Type

In this step, you designate which location types will be available as children of the new location type.

If a location type has no associated child location types, then no child locations can be added to locations based on this location type.

  1. Click the Children drop-down menu to view the list of available location types.
  2. Add a check next to each location type that will be a child of this location type.
Configure Entity Associations

In this step you designate which Spok Go entities are associated with this location type.   The entity associations added in this step make it possible for locations based on this location type to be used in other aspects of Spok Go, such as Staff Assignment and Workflow. 

The following entities can only be associated with one location type in your organization. 

  • Care Team Facility
  • Care Team Unit 
  1. Click the Entity Associations drop-down menu. A list of all Spok Go entities is displayed.
  2. Choose the Spok Go entities that this location type will be associated with by adding a check next to the desired entity.
Give the Location Type a Color and Icon

Assigning a color and an icon to a location type makes it easier to identify the location type when viewing your organization's location hierarchy.

  1. in the Icon and Color section, click on a color chip.
  2. Click on an icon.

Step 3: Adding Attributes

  1. In the Attributes section, click + Add Attribute. A new attribute line is added to the list.

  2. Click the Name drop-down menu, and choose the desired attribute name from the list.
  3. (Optional) Add a check in the Required checkbox if the attribute is required for this location type.

Step 4: Adding Connectors

This step describes how to configure a location with one of the connectors that have been created in your organization's implementation of Spok Go. See Configuring the Spok Exchange File Connector for more information about creating new connectors.

  1. In the Connectors section, click + Add Connector. A new connector line is added to the list.
  2. Click the Connector drop-down menu and choose the desired connector type from the list. 
  3. Click the Location Type drop-down menu and choose the desired location type from the list.
  4. Click Save.

Editing Location Types

  1. While viewing the Location Types list, click on the location type to be edited. That location type's configuration screen is displayed.
  2. Make the required changes to the location type's configuration.
  3. Click Save.

Deleting Location Types

Deleting a Location Type

  1. While viewing the location type, ensure the Account tab is forward.
  2. Locate the Delete Location Type section.
  3. Click Delete this Location Type. A confirmation message is displayed.
  4. Click Delete to confirm the action.

Managing Locations

Viewing the Locations List

  1. In Spok Go, click .
  2. In the Administration menu, click Locations. The Locations list is displayed. 

Finding Locations

Navigating the Locations List Hierarchy

The locations list is a nested hierarchy. Locations in the list with a + symbol to its left have one or more child locations beneath it in the hierarchy.

Clicking on the location will expand that location and display the child locations under it. 

Clicking the - symbol to the left of an expanded location will hide all child locations beneath it. 

Searching the Locations List

  1. While viewing the locations list, click in the Search Locations field and start typing the name of the desired location. Spok Go will display a list of locations as you type. 
  2. Choose the desired location from the search results.  The locations details page is displayed.

Viewing Location Details

Navigate to location hierarchy and click on the desired location. The location's configuration page is displayed. 

Adding a Location to the Location Hierarchy

Adding a New Location

A child location can also be added directly to an existing location. See Adding a Child Location Directly to Another Location.

  1. Click CC_Admin_icon.png .
  2. Click Locations. The Locations page is displayed.
  3. Click + Location. A list of all root location types is displayed.  See Understanding the Allow as Root Property.
  4. Choose the desired location type from the list.  The location configuration page is displayed. 
  5. In the Details section, add a name, description, and enter a timezone for the new location.

    If no timezone is entered, the location will inherit your organization's default timezone.  See Organization Settings > Configuring General Settings. 

  6. (optional) Add an alias by clicking + Alias and entering any aliases that this location is known by in the Add Alias window.  This location will be discoverable in Global Search using any of the aliases added here. 
  7. Enter the remaining information for the location.  
  8. Click Save.

Adding a Child Location Directly to Another Location

Children cannot be added to a location if it is based on a location type with no associated child location types.

  1. While viewing the Locations hierarchy, navigate to the parent location.
  2. While hovering the mouse cursor over the parent location, click add location directly to parent.png. The list of available location types is displayed. See Managing Location Types for more information.
  3. Click on the desired location type. A blank location configuration page is displayed.
  4. Configure the new location as described in Adding a New Location.

Editing Locations

Editing a Location's Details

  1. While viewing the location hierarchy, click on the location to be edited.  The location's configuration page is displayed.
  2. Locate the Details section and make the desired changes.
  3. Click Save.

Moving a Location

There are specific conditions that must be met before a location can be moved to a different position in the location hierarchy. See Location Movement Conditions. 

  1. While viewing the location's details page, scroll to the Move Location section. The location's parent location is listed in the Parent Location field.
  2. Click in the drop-down menu. The organization's location hierarchy is displayed.
  3. Navigate to the desired parent location and click it. Review the confirmation message.
  4. Click Save.
Location Movement Conditions

To move a location within the location hierarchy, the following conditions must be met:

  1. The location cannot have any child locations.  Any children must be moved to a different parent or deleted from the hierarchy. This includes inactive locations. 
  2. The location can only be moved under another parent location.  It cannot become a top-level location in the hierarchy.

Changing Location Status

  1. Navigate to the location to be updated.
  2. Click the Details tab.
  3. Find the location's Details section and click the Active toggle to move it to the desired position.
  4. Click Save.

Deleting Locations

Locations with children locations cannot be deleted from Spok Go.

  1. While viewing the location hierarchy, navigate to the location to be deleted.
  2. Click CC_kebab_icon.png. The action menu is displayed
  3. Click Delete. The location is deleted.

Enabling Locations in Staff Assignment

Before locations can be managed in Staff Assignment, the location types they are based on must first be associated with the Staff Assignment Unit and Staff Assignment Bed entity types.

Step 1: Associate a Location Type With "Staff Assignment Unit" Entity

This step associates the location type with the Spok Go entity Staff Assignment Unit. This enables any locations based on this location type to be managed in the Staff Assignment application.

  1. While viewing the Location Types list, click the location type to be enabled in Staff Assignment.
  2. In the Configuration section, click the Entity Associations drop-down menu.
  3. Choose Staff Assignment Unit from the list.
  4. Click Save.

Step 2: Associate Location Type With "Staff Assignment Bed" Entity

This step associates the location type with the Spok Go entity Staff Assignment Bed. This enables any locations based on this location type to receive assignments in the Staff Assignment application.

  1. While viewing the Location Types list, click the location type to be enabled in Staff Assignment.
  2. In the Configuration section, click the Entity Associations drop-down menu.
  3. Choose Staff Assignment Bed from the list.
  4. Click Save.

Managing External System IDs for Locations

Spok Go allows Spok Go locations to be associated with locations from supported external systems. Each level in the locations hierarchy can be associated with an external system ID.

For more information about importing locations from external systems see Configuring the Spok Exchange File Connector.

Viewing the External System IDs of a Location

  1. Click CC_Admin_icon.png.
  2. Click Locations. The Locations hierarchy is displayed.
  3. Navigate to the desired location in the hierarchy and click on it to display the location configuration page.
  4. Locate the External System IDs section. All of the external system associations for that location are listed in this section.

Associating an External System ID with a Spok Go Location

  1. Navigate to the desired location in the hierarchy and click on it to display the location details page.
  2. Locate the External System IDs section.
  3. Click + External ID. The Add External ID window is displayed.
  4. Click in the External System drop-down menu. A list of all supported external systems is displayed.
  5. Choose the system from the list.
  6. Enter the location's external system ID in the External ID field.
  7. Click Save.

Editing an External ID Association

  1. Navigate to the desired location in the hierarchy and click on it to display the location details page.
  2. Locate the External System IDs section.
  3. Click CC_Close_X.PNG. The action menu is displayed.
  4. Click Edit. The Edit External ID window is displayed.
  5. Make the required changes.
  6. Click Save.

Deleting an External ID Association

Deleting an External ID will prevent Spok Exchange File Connector from making future updates to the associated record in Spok Go.

  1. Navigate to the desired location in the hierarchy and click on it to display the location details page.
  2. Locate the External System IDs section.
  3. Click CC_Close_X.PNG. The action menu is displayed.
  4. Click Delete. A confirmation message is displayed.
  5. Click Delete.

Understanding the Allow as Root Property

By default, a new location type has the Allow as Root property enabled.  When this property is enabled it has two effects:

  1. The location type appears in the list of location types displayed when clicking on the + Location button.
  2. A location based on this location type can be added at the top level of your organization's location hierarchy.  

When Allow as Root is disabled, this location type is only available when adding a child to another location.