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Managing Locations in the ATLAS Directory Follow

Avatar
Lara Jan Vensy Benitez
  • Updated

 

 Pre-requisites:  n/a

 

Topics Covered
Manage Locations

Target Users
Directory Administrators
Directory Contact Managers

Required Permissions
Directory Administrators
Directory Contact Managers

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Introduction

This article provides step-by-step instructions on managing existing locations and adding new locations within the ATLAS Directory.

 

Accessing Locations

Navigate to Contacts > Locations to view the existing locations.

 

Key Features Overview

Once you select Locations under the Contacts drop-down, the interface provides access to several key features:

  • External Organizations: Allows the creation of new external organization profiles.

  • New Locations: Enables the creation of new individual location profiles.

  • Import External Locations: Provides an efficient way to add multiple external locations in bulk, typically by importing data from a pre-formatted Excel file.

  • View Deactivated: Displays a list of all locations whose profiles are no longer active or have been deactivated at specific posts.

  • View All: Provides a complete list of both active and inactive locations within the organization.

  • Seed: Adds fake locations for testing or demonstration purposes.

Filter Options:

  • Use the following filters at the top of the page to find specific locations:
    • Organization: Select the organization for which you want to view locations.
    • Section: Narrow down results by section.
    • Tag: Filter locations based on tags.
    • Has Photo: View locations with an associated photo.
  • Users can also search directly in the Search field to quickly locate a specific location.

 

Managing Locations

The Manage Current External Contacts page displays a list with columns for Name, Account, Links, Status, Organization, Section, Primary Email, Primary Phone, and Tags.

    • Name: The name of the location.
    • Account: Relevant account details associated with the location.
    • Links: Indicates whether the location is synced with SAFE or ATLAS Workflows.
    • Status: Indicates the status of the location.
    • Organization: The name of the organization the location belongs to.
    • Section: An optional field to specify the department or section within the organization.
    • Primary Email: The main email address for the location.
    • Primary Phone: The primary phone number for the location.
    • Tags: Customizable tags to help categorize locations.

Filtering by Organization: Users can filter the location list by selecting an organization from the Organization filter at the top.

Searching for Specific Locations: Use the search bar to find locations by typing in keywords like the location's name, email, or organization.

 

Locations Actions Menu

For each external contact, the ellipsis menu on the right-hand side provides a set of actions:

  • Deactivate: Deactivate the current assignment for the location.
  • Change Contact Type: Change the contact type to Employee, Location, External Contact, or Household Member.
  • Deactivate and Block Sync: Deactivate the assignment and prevent further syncing of the location's data. The location will be added to the Block Sync Rules list.
  • Request Profile Update: Force the user to review and confirm their profile information when accessing the ATLAS Directory.
  • Change Assignment Post: Update and transfer the location's assigned Organization.
  • Merge Duplicate Names: Merge profiles with duplicate names.

 

Creating a New Location

To manually add a new location, click the New Location button in the top-right corner to open the location creation form.

Note: If the user supports multiple posts/organizations, ensure that the correct organization is chosen from the filter options to display relevant locations.

Fill in location information.

  • Display Name: Enter the name of the location.

  • Biography: Provide additional details or descriptions about the location as needed.

  • Private: Toggle this option if the location is private and should not be publicly visible.
  • Tags: Add relevant tags to categorize and locate the location easily.
  • Section and Building: Select the appropriate section and building to further organize the location.
  • Floor: Specify the floor where the location is situated.
  • Room: Enter the room number or name, if applicable.
  • Radio Call Sign: Enter the radio call sign associated with the location, if any.
  • Required Radios: Select the preferred radio for the location.
  • Avatar: Add or edit the avatar image associated with the location by clicking the Edit icon on the avatar.

Additional Tabs:

  • Phone Numbers: Add any phone numbers associated with the location.
  • Email Addresses: Input email addresses that belong to the location.
  • Business Card: Optionally, modify a business card for the location.
  • Sync and Addresses: Use these options to synchronize data and manage location addresses.
  • ICASS: Include ICASS-related information if applicable.
    •  

Once all information is filled out, click Save Changes to create the new location. To discard changes, select Cancel.

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Editing a Location

To edit details of an existing location, click the edit icon (represented by a pencil) next to the location's name.

This opens a form where users can modify location information.

After making changes, users should save the updates to ensure the location's information remains accurate.

 

Importing Locations

Go to the Import External Contacts page.

 

Step 1: Download the File

  1. Click the Download Template button to download an Excel template.
  2. This template contains the format required for your contacts' data, ensuring successful import.

Open the template and enter the external contacts and location information as required.

 

Step 2: Upload the File

  1. Once you've filled out the template, return to the Import External Contacts page.
  2. Click the Choose File button to browse and select your completed Excel file.
  3. After selecting the file, verify that the file name appears next to the Choose File button.

 

Step 3: Review and Import

  1. Once you've uploaded the file, click the Next button at the bottom right.
  2. You will proceed to Step 2: Preview and Save to review the contacts and locations before finalizing the import.

 

Additional Help

  • View Instructions: Click on View Instructions for further guidance on file formatting and data requirements.
  • Ensure your Excel file matches the template format to avoid errors during import.

 

Related Articles: 

Managing Employees
Managing External Contacts
Managing Household Members
Managing Registrations

 

For additional help, please contact ISC at Post or ADG Support by selecting the ‘Submit a request’ button at the top of the page or by emailing adg-support@state.gov.
Visit the Global Application Portal (GAP) for the latest news and information on all the ADG's applications.

 

 

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