Locations - Sub Locations

The Sub Locations feature allows administrators to define more granular areas within a main system location, primarily for detailed incident reporting. Its primary purpose is to enhance the precision of incident documentation by pinpointing specific spots within a larger location, providing richer context for investigations and analysis. This article is intended for OPS-COM administrators responsible for managing geographic data and incident configurations. 

 Setup and Configuration 

 This feature is an administrative tool used to establish specific areas within your predefined physical locations. 

 Admin Side: Administrators must have the appropriate system role permissions enabled to access the location configuration menus and manage the geographic lists. Ensure your primary locations are already configured before adding sub-locations. Detailed instructions can be found on the   Locations page. 

 Using this Feature 

 Administrators can use the following instructions to navigate the management interface to seamlessly add, edit, or delete various sub-locations. 

 Accessing the Management Interface 

 

 

 Hover over System Configuration , click Manage Locations , then Manage Sub-Locations . 

 

 

 Adding Sub Locations 

 

 

 Click the Add Sub-Location button. 

 

 

 Enter the name of your new sub-location in the provided text field. 

 

 

 Enter a geographic location code in the GIS Number field if your organization utilizes GIS maps. 

 

 

 Click the Save Changes button to create the new sub-location and refresh the list. 

 

 

 The GIS Number field is strictly optional and is only required for clients who utilize an external geographic location code system or mapping integration. 

 Editing Sub Locations 

 

 

 Locate the specific sub-location you wish to modify in the active list. 

 

 

 Click the Edit button next to the entry. 

 

 

 Make the necessary updates to the name or GIS number. 

 

 

 Click the Save Changes button to apply your updates. 

 

 

 Deleting Sub Locations 

 

 

 Locate the eligible sub-location you wish to remove from the list. 

 

 

 Click the Delete button next to the entry. 

 

 

 Confirm the action to permanently remove the sub-location from the system. 

 

 

 A sub-location can only be deleted from the system if it is not associated with any existing records. Administrators must first ensure that the sub-location is not actively referenced by incidents, violations, or other system data. Reassigning records to another valid sub-location is crucial to prevent data inconsistencies. If a sub-location is currently in use, the Delete button will not be available. 

 

 Best Practices and Considerations 

 

 

 Add detail for incident reporting: Leverage sub-locations to provide specific detail that goes beyond the general location. For example, within a main location like "Mulloy Library," you might create sub-locations for "Reading Room," "South Entrance," and "Loading Dock" to pinpoint exactly where an incident occurred. 

 

 

 Maintain clarity in naming: Use clear and concise names for your sub-locations. Descriptive naming ensures incident reports are easily understandable for all administrators and enforcement officers reviewing the data. 

 

 

 Ensure accurate GIS integration: If your organization uses GIS data, ensure your GIS numbers for sub-locations are accurate and consistent with your mapping systems. Mismatched codes can cause mapping errors or data syncing issues. 

 

 

 Verify data integrity before deletion: Always ensure that a sub-location is not actively referenced by any system records before attempting to delete it. Attempting to force the deletion of an active sub-location can cause critical data conflicts with past incident reports.