Urbanise Facilities Management Update - 8 June 2022


Location-based access for Operators

Today's update introduces the ability to allow operator access to specific locations.

  • Assigning locations to an operator filters the operator’s results when using the FM platform, including:

  • Accounts

  • Locations

  • Requests

  • Jobs

  • Assets

  • Job plans

  • When an operator has not been assigned to specific locations, results are not filtered and all locations are visible as they currently are today.

  • Updates to operator associations are recorded in the Audit Log report.

 

Accounts

When adding or changing the location of an Account, the location lookup list is filtered to include the locations assigned to the operator.


Locations

  • When an operator has been assigned to a location, the permissions flow through to children of the parent location.

  • When performing single or bulk actions related to a location, the logged in operator's locations are applied to the actions.

  • When using the Export function in Locations, the exported data will be filtered to include the assigned locations for the logged in operator.

Assigning operators to a single location

To assign operators to a single location, browse to Location Details and select Update Agents under the header Operator Agents.

1. Click into the search box to view the list of operators by name.


2. Select one or more operators to assign to the location. Available operators are automatically filtered by segment and region.

3. When all required operators display in the search window, use the Save Agents button to assign the selected operators to the location.


Viewing assigned locations for an operator

Navigate to Settings > Agents to review Associated Locations for each agent/operator.


Removing operators from a single location

To remove an operator's access from a single location, browse to Location Details and select Update Agents under the header Operator Agents. Use the remove icon against the operator name and confirm the delete prompt.


Viewing location associations

  1. Export the Agent list to view associated locations for all operators. Filter the data by column LOCATIONACCESS to view operator associations for specific locations.

  2. Navigate to Operator Agents on the Location Details screen to view all assigned operators for a single location.


Updating multiple location associations

We've added two handy new import files to assist with bulk association of locations to operators. Navigate to Locations > More > Import/Export.

  • To add multiple location associations to agents, use the 'Add Agents to Location' function

  • To remove the association of multiple locations to agents, use the 'Remove Agents from Location' function

Operations

When locations have been assigned to an operator, the locations in the Operations centre are filtered to display the logged in operator's assigned locations.


Important: The previous LOCATION filter in the Jobs List has been renamed LOCATION TAGS. The functionality has not changed, and allows the Jobs List to be filtered by location tags.



In the Requests and Jobs lists, a new filter named LOCATIONS has been added underneath the Region filter to allow all or specific locations to be included in the results.

  • When visiting the Operations centre, all associated locations will be selected by default

  • To refine the results to a specific location, deselect unwanted locations in the Locations filter

  • Selecting or deselecting a parent location automatically includes associated child locations

In addition to the Locations filter, a new field has been added to the CREATED filter in the Requests and Jobs lists to allow searching by created user. The user lookup list displays Suppliers and then Operators.


Requests and Jobs

  • When locations have been assigned to an operator, the Requests and Jobs in the Operations centre are filtered to display jobs linked to the logged in operator's assigned locations and corresponding child locations (if applicable)

  • The Assignee lookup list in Requests and Jobs is filtered to display operators assigned to the job's location, but removed from locations they do not explicitly belong to.

  • Job plans are filtered to display plans linked to the logged in operator's assigned locations and child locations, if applicable.

Assets

When locations have been assigned to an operator, the Asset List and Job Plans are filtered to display assets linked to the logged in operator's assigned locations.