Location & Property Profile
- Alina Jo
Table of Contents
- 1 Table of Contents
- 1.1 ⬜ Intro
- 1.2 🟩 Location Profile
- 1.2.1 🔵 Creating a Location Profile
- 1.2.2 🔵 Location Type
- 1.2.3 🔵 Splitting Rooms
- 1.3 🟩 Property Profile
⬜ Intro
The users define all tiers of the Region, Facility, Property, and Location hierarchy using the Property module.
All property and location information is entered on the property screen. Properties are usually buildings and locations are usually rooms. The property hierarchy determines the location of everything.
🟩 Location Profile
Locations are used to define parts of a Property. Locations typically represent rooms; however, this tier can represent whatever the customer needs to locate and track cost and usage against.
The Location is the lowest level of the Region/Facility/Property/Location hierarchy. In the case where the Property represents a building, the Locations will normally represent rooms, hallways, stairways, etc.
While the Property will be assigned to a Work Order, a Location can be assigned to a Phase. This allows charges to be accumulated to a Location and rolled up to the higher levels.
There are 2 preferred methods for adding a Location
Through the Location Profile
Through the Property Profile
🔵 Creating a Location Profile
From the menu, under Property, select Location Profile.
To create a new Location, click Location Profile hyperlink and then click 
The Title Block identifies the location identity and an optional description of the record.
Typically you would enter the Room Number (Primary Key) and Room Description into these fields. These are free-form fields and the specific details will be decided by your institution. The details placed into these fields also assist with searches. The description also allows you to tell individuals what this space is used for.
Next, enter the data into the following fields: Region, Facility and Property. These are required as part of the hierarchy to identify the Location.
Begin by selecting the magnify icon for Region. Once a region is selected, the Facility screen will open. And finally when the facility is selected, the Property screen will open.
Additional fields can be completed but are not required. We will explore valuable information that your institution will likely capture, in upper level courses.
These fields assist with additional information about the location and its usage.
Location Type Group - Represents the location values assigned to a group
Primary Type - Identifies what is the room's intended use
Primary Usage - Lets other individuals know that the space was used in other capacities (e.g., Office space and a conference room)
Space Type - Represents out-of-the-box options and are the only valid values that are assignable, non-assignable, rentable, and usable
Next, update the Status, if needed. The default is Active. The status will fall under Active or Inactive
Active - Your institution will have predetermined statuses that can be used when a record is available for editing.
Inactive - This status flag indicates the location cannot be edited.
Optionally, you can select a Document to add to the record. The 
The View menu on the left allows access to more information about the Location.
History - Links are used as information that is changed/updated
The updated content will be stored inside the following screens, also accessible from the links under the View menu on the left of the location profile screen:
Click 
🔵 Location Type
Locations are used to define parts of a Property. Location Type defines the purpose of a specific Location. The primary location is defined on the Location Profile Screen. The Location Profile allows you to add a single or split room type.
From the menu, under Property, click the magnify icon for Location Profile.
From the Location Profile screen, enter any needed search criteria to find the Property that needs a Location Type added. Click 
Select the Location # from the search results by clicking the link.
Click 
If Location Type details have not yet been added to this profile, you can add it now.
Click the magnify icon for the Location Type Group.
Click the magnify icon for the Primary Type. The Primary Type will populate a selected list according to the chosen Location Type Group.
If your system is configured to link Space Type with the Primary Type entered, this will populate automatically. If not, click the magnify icon to search and add the Space Type. The choices will be predefined. Your institution will need to decide how to classify the space.
Optionally, the Capacity can be added. The Capacity identifies the capacity values of the location record. As the capacity of a location changes, it will be updated in this field.
When finished, hit 
🔵 Splitting Rooms
Rooms can have multiple uses. The Location Type Screen allows for splitting of the location type by percentage for reporting purposes. The Location Type will reference the location type values assigned to the location over time.
On the Location Profile screen, click on Location Type Use from the Action menu on the left.
Click the 
Click the 
On the Location Type Use screen, click the magnify icon on the Location Type field and select the appropriate Location Type for the use of the space.
Once the Location Type is selected, this will auto-fill the Location Type Group field.
Enter a percentage value.
This number must be an integer value with no decimals.
If the percentage is split with another type, a supplemental record can be added for the remaining percentage.
Optionally, enter a Start Date for when the code is entered.
Click 
On the next Location Type Use screen, begin by searching for Location Type then adding a Percent value.
Start and End Date are optional.
If the room has only have 2 Location Types, the Percentage of the 2 must equal 100%.
The room can be split in any value decided by your organization.
Note: The Percentage value of all rooms, at a location, must equal 100%.
Click 
Once
Click 
If you have additional Location Types to add to more rooms, click Browse to return to your query and start the process once again.
🟩 Property Profile
The Property Module defines the region/facility/property/location hierarchy using this screen. All property information is entered on the Property Profile screen. Properties are usually buildings. Associated information such as square footage, type, and status also define the property.
The property hierarchy determines the location of everything. Properties are associated to facilities and locations (usually rooms) are associated to properties (usually buildings).
This section will focus on adding a room to a specific Property Location.
From the menu, under Property, select the magnify glass icon for Property Profile.
Click 
Click a link to select the property you wish to add a location to.
When you add a location via the Property Screen, you will be locking the Property from being edited by anyone else.
Select 
Note: There might be a slight pause before editing is allowed. This is because AiM is loading all Locations in the Property.
By the Location section at the bottom of the screen, click 
Enter the Primary Key (Room Number) and optionally, a Description.
The Region, Facility, and Property are not required fields.
This is part of the Query to find the Property.
This location is already linked to the Property Profile that contains the Region, Facility, and Property.
Optionally, you can add any field that will clarify room details.
Select 
Note: There maybe be a pause following this action to update all records associated with the above action.
If additional locations need to be added, select 
When adding additional Locations, if you click 
To be safe, you could 
If all Locations have been added, hit 