Importing/Managing Locations and Rooms

Guide Overview

The following guide is designed to give administrators a general overview of following topics:

  • Importing locations via CSV file
  • Importing Rooms via CSV file
  • Accessing and managing locations, including step-by-step guides on creating, editing, and deleting a location

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.

  1. Introduction
  2. Importing Locations via CSV File 
  3. Creating a New Location
  4. Importing Rooms via CSV File
  5. Editing and Deleting an Existing Location
  6. Permissions for Importing Locations and Rooms

 

Introduction

Locations in Incident IQ represent the schools or other physical facilities in your district. They serve as a key foundational element to use iiQ to its fullest potential. This includes:

  • Automatically attach location data during ticket submission based on the assigned location of a user or asset
  • The ability to assign district assets to a location and room number for greater device oversight, tracking capability, and Quick Ticket submission
  • Automatically assign tickets to agents and teams based upon their designated work location using Rules Engine
  • The ability to use location data to filter assets and ticket views, and create Custom Views based upon these settings
  • The ability to see overall trends at a particular location using Analytics Explorer.

Administrators and agents with the appropriate permissions can access the locations page by selecting Locations then All Locations on the left side bar.

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Importing Locations

Use Incident IQ location importer to easily and quickly add all your locations at once. On the left side bar under Locations, click Import Locations.

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You can download a template for uploading your locations on this page. The template includes the required location fields in Incident IQ.

Required fields when importing:
Locations will not be created without all the required fields. 

  • Name
  • Abbreviation
  • Location Type (Administrative Bldg, Elementary School, Gym, High School, Middle School, Other)
  • Address (Street, City, State, Zip)

When you are ready to begin your import, you can drag and drop a file into the CSV file to the import section.

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Once your file has been uploaded, in the top right corner you will need to select the Location Matching Strategy

  • Match By Location Abbreviation 
  • Match By Location Name

Next, map the fields from your spreadsheet to fields within Incident IQ. If the field has a green check mark is properly mapped.

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Towards the bottom of the grid are the fields that were not automatically mapped. To review these fields, simply click Add Field Mapping. This will open up a window where you identify any additional fields that should be added to the import. Once you have mapped all of the fields, click Continue to Next Step.

Please note that you can not map any additional fields other than the default and required fields for locations.

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The import will attempt to automatically match values in the CSV to existing values in iiQ. You may have an additional step to Map Location Types. Below are the different location types within iiQ:

  • Administrative Bldg
  • Elementary School
  • Gym
  • High School
  • Middle School
  • Other

Next, you must confirm the Value from import to the Target value in iiQ. Click on any value to manually select the correct field to map too.

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This will open up a new window where you can search for and select the value you wish to map to in IIQ. Please note, each suggested option will be assigned a percentage based score of how likely the suggested value is the match you are looking for.

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You will need to map all values listed to continue to the next step. Once you have saved your mappings on these pages, click Continue to Next Step.

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After all fields and values have been properly mapped in the importer, you will be taken to the import preview page. From here, review which locations will be created, updated, or skipped during the upload. If you need to make any changes, you can go back to the relevant step to do so. Once you are ready to begin the import, click Begin the Import Process.

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Completing Pending Location Import

The Location Importer allows you to stop the import process at any time and resume the import process whenever needed. On the import page under pending imports, simply click Continue.

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Reviewing Completed Imports

You may review any recently completed imports towards the bottom of the Location Import page. If you need to access a detailed report of what was created, skipped, or what fields were updated during a specific import, simply click Show Import Results to open the Import Results page. Alternatively, you can click Download Results to log the import instead.

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Creating a New Location

To create a new location in Incident IQ simply select Add Location near the top right of the main Locations page.

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From here you can name, assign an abbreviation, select a building type, set an address, and add a floor plan. Once you have completed select Save Changes. Your new location has been added to iiQ.

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 Adding a Single Room to a Location

You can add rooms individually to locations in Incident IQ. Select the location. From the location page, click New Room located at the top right of the rooms section. This will open up a new room field, allowing you to enter your new room number and description.

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 Automatic Room Creation during Asset Imports

You can easily add rooms that do not already exist at a location during an asset import. Once the upload begins, the system will create any room that doesn't already exist at a mapped location based upon the data in your spreadsheet. Please see the detailed guides on Importing Assets.

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Importing Rooms via CSV File

Use Incident IQ room importer to easily and quickly add all your room at a specific locations at once. On the left side bar under Locations, click Import Rooms.
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You can download a template for uploading your rooms on this page. The template includes the required rooms fields in Incident IQ.

Required fields when importing:
Rooms will not be created without all the required fields. 

  • Room Number
  • Location

When you are ready to begin your import, you can drag and drop a file into the CSV file to the import section.

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Once your file has been uploaded, in the top right corner you will need to select the Rooms Matching Strategy: Match By Room Number

Next, map the fields from your spreadsheet to fields within Incident IQ. If the field has a green check mark is properly mapped.

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The next step is Location Mapping. The import will attempt to automatically match values in the CSV to existing values in iiQ. Next, you must confirm the Value from import to the Target value in iiQ. Click on any value to manually select the correct field to map too.

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This will open up a new window where you can search for and select the value you wish to map to in IIQ. Please note, each suggested option will be assigned a percentage based score of how likely the suggested value is the match you are looking for.

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You will need to map all values listed to continue to the next step. Once you have saved your mappings on these pages, click Continue to Next Step.

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After all fields and values have been properly mapped in the importer, you will be taken to the import preview page. From here, review which rooms will be created, updated, or skipped during the upload. If you need to make any changes, you can go back to the relevant step to do so. Once you are ready to begin the import, click Begin the Import Process.

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Completing Pending Room Import

The Room Importer allows you to stop the import process at any time and resume the import process whenever needed. On the import page under pending imports, simply click Continue.

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Reviewing Completed Imports

You may review any recently completed imports towards the bottom of the Room Import page. If you need to access a detailed report of what was created, skipped, or what fields were updated during a specific import, simply click Show Import Results to open the Import Results page. Alternatively, you can click Download Results to log the import instead.

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Editing an Existing Location

To edit a location simply select it from the list of locations on the main Locations page.

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This will take you to the Location information page. Select Edit Location in the bottom right.

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You can now edit the location's name, abbreviation, building type, address, and add/remove a floor plan. Once you have completed select Save Changes.

 

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Deleting a Location

To delete a location simply select it from the list of locations on the main Locations page.

Icon-Note__1_.pngImportant Note: Any permissions, rules, user access, and analytics that rely on mapping to this location will be lost in the process. Please ensure contingencies for all mappings have been put in place before proceeding.

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Select Delete at the bottom of the overview section. 

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Permissions for Importing Locations and Rooms

There are three permission options for importing and adding locations and rooms. On the left side bar under Administration click Permissions. Next select the permission policy you would like to enable these options for, and go to the location section. Here are the following options:

  • Import Locations
  • Import Rooms
  • Add Locations

Need more information about permission policies? Please see the help article for more details on permissions

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