Difference between revisions of "Site View"

Latest revision as of 22:48, 18 March 2024

Home > Applications > Collaboration > Site View

Introduction

View information about sites. The site view can be accessed from the Home Menu , and also from the Site name in the details section of a Request in the Service Manager app.

Roles

Collaboration - Users with this role, will be able to see the sites list, details, nearby and users tabs for a site
Sites Manager - Users with this role will be able to add / edit site details
Service Manager - Users who are subscribed to Service Manager will be able to see a Service Manager tab, and will be able to view the sites requests, assets, and associated services
Document Manager - Document Manager users will be able to see, search and associate documents linked to a site

Sites List

All sites will be listed and available to view by name, or using the site filter option

Details

Contact Details - View and update the attributes of a site
Custom Fields - View and update custom field values of a site

A user with the Form Designer Role, will be able to add custom fields to the site record.
Recording a sites Latitude and Longitude values will enable a Nearby tab to appear on the Sites record - it will show it's location, and the location of other sites nearby no the interactive map and in list form

Members - Record users associated with the site.

Only Users of type User can be added as a member to a site.

Engineer
Site Manager
Area Manager
Regional Manager

Look member details up in business processes to assign activities, requests or communicate with them - members details are available via the Request > Get Request Information > Site Details option

Activities - Create and assign activities relating to the site
Activity Stream - In the sidebar, is an activity stream, which can be used to discuss and collaborate on all content relating to the site, and users can opt to follow site activity streams to view updates on their newsfeeds.

Nearby

If a site has a latitude and longitude value defined in the custom field section of a site, the nearby tab on the site view will show.

The interactive map will show other sites which are nearby, the map can be scaled to suit
A list of nearby sites will be displayed

Users

The user's tab will display a list of the users who have that site defined in their user record. You can update this list from the admin console on the site, or user views or via your user import utilities

Application Plugin

If line of business applications are installed on Hornbill, additional application-specific tabs will be visible on the site view, to those users who are users of those applications

Service Manager

Requests - View and search for requests associated to the site
Assets - View Assets linked to the site
Services - View the services, the site's is subscribed too

Document Manager

View documents associated to a site
Search for documents to associate to a site
Upload documents to associate to a site

@@ Line 2: / Line 2: @@
 __NOTOC__
 {| style="width:100%"
-|[[Main Page|Home]] > [[Administration]] > [[System Administration|System]] > [[Organisational Data]] > [[Sites]] > Site View
+|[[Main Page|Home]] > [[Applications]] > [[Collaboration]]  > Site View
 |style="text-align:right;"|[[:Category:Service_Manager|Index]]
 |}
@@ Line 11: / Line 11: @@
 ==Introduction==
-Sites can be configured to reflect the different physical locations that exist within an organisation.
+View information about sites. The site view can be accessed from the '''Home''' Menu , and also from the '''Site''' name in the details section of a Request in the Service Manager app.
-* Users can be associated to sites. This is a one-to-one relationship.
-* Sites can be associated to Company Groups defined within the organisation structure.
-* Applications can use sites to filter content, such as where Assets are located or to present filtered lists when raising requests based on the Sites linked to a parent Company Grouping within an Organisational structure.
 |style="width:5%"|
 |
@@ Line 21: / Line 18: @@
 == Related Articles ==
-:* [[Site View]]
+:* [[Sites|Sites Administration]]
-:* [[Users]]
+:* [[Activity Streams]]
-:* [[Organisation|Organisation Structure (Groups)]]
+:* [[Collaboration]]
+:* [[Activities]]
+:* [[Service Manager]]
+:* [[Document Manager]]
+:* [[Service Manager Business Process Workflow|Workflows]]
 |}
-==Creating a Site==
+==Roles==
-[[File:Sites_Manage.png|thumb|400px]]
-Sites can be added manually or lists of Sites can be imported using a Sites CSV import option. To begin creating a site, navigate to the Site list in Hornbill Administration '''Home > System > Organisational Data > Sites'''.
+* '''Collaboration '''  - Users with this role, will be able to see the sites list, details, nearby and users tabs for a site
-<br>
+* '''Sites Manager''' - Users with this role will be able to add / edit site details
-<br>
+* '''Service Manager''' - Users who are subscribed to Service Manager will be able to see a Service Manager tab, and will be able to view the sites requests, assets, and associated services
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
+* '''Document Manager''' - Document Manager users will be able to see, search and associate documents linked to a site
-===Creating an Individual Site Record===
-<div class="mw-collapsible-content">
+==Sites List==
-To manually create a Site, click the '''Create New Site''' (+) button located at the top right of the list. While it is possible to record a number of attributes against a site record, only the site name is mandatory.
-<br>
+All sites will be listed and available to view by name, or using the site filter option
-<br>
-Populate the desired attributes and if required select the '''[[Organisation|Company]]''' Grouping which the Site belongs too. This is typically used in environments where there are multiple companies in an organisations group, or where an internal shared service structure needs to be modelled, and where Sites need to be filtered by the child '''Company''' groupings within the organisation compared to a flat list of Sites which reside within a single organisation structure.
-<br>
+==Details==
-<br>
+[[File:Site_View.png|right|400px]]
-'''Please Note:''' In order to ensure the User-to-Site associations can be managed automatically via your chosen user import utility, the name of the Site specified in Hornbill must match the contents of the source. e.g. if you are using the LDAP user Import Utility, the contents of the AD attribute that holds the site of a user must match the name of a site that exists in Hornbill. Therefore a good starting point in creating your sites may be to extract a list of distinct values from your information source (such as AD) and use these as your site names.
+* '''Contact Details''' - View and update the attributes of a site
-<br>
+* '''Custom Fields''' -  View and update custom field values of a site
-<br>
+:* A user with the '''Form Designer''' Role, will be able to add custom fields to the site record.
-</div>
+:* Recording a sites Latitude and Longitude values will enable a '''Nearby''' tab to appear on the Sites record - it will show it's location, and the location of other sites nearby no the interactive map and in list form
-</div>
+* '''Members''' - Record users associated with the site.
+:* Only Users of type '''User''' can be added as a member to a site.
+::* Engineer
+::* Site Manager
+::* Area Manager
+::* Regional Manager
+:* Look member details up in business processes to assign activities, requests or communicate with them - members details are available via the '''Request > Get Request Information > Site Details''' option
+* '''Activities'''  - Create and assign activities relating to the site
+* '''Activity Stream''' - In the sidebar, is an activity stream, which can be used to discuss and collaborate on all content relating to the site, and users can opt to follow site activity streams to view updates on their newsfeeds.
+==Nearby==
+If a site has a latitude and longitude value defined in the custom field section of a site, the nearby tab on the site view will show.
+* The interactive map will show other sites which are nearby, the map can be scaled to suit
+* A list of nearby sites will be displayed
+==Users==
+The user's tab will display a list of the users who have that site defined in their user record.  You can update this list from the admin console on the site, or user views or via your user import utilities
-<div class="mw-collapsible mw-collapsed" data-collapsetext="Show Less" data-expandtext="Read More" style="width:1000px">
+==Application Plugin==
-===Creating Multiple Site Records via CSV Upload===
+If line of business applications are installed on Hornbill, additional application-specific tabs will be visible on the site view, to those users who are users of those applications
-<div class="mw-collapsible-content">
-If many sites exist within your organisation, the CSV upload facility will allow you to upload multiple site records quickly and easily. Please note that the CSV upload facility is designed purely to create new records, and thus cannot be used as a mechanism to manage changes to existing records.
-<br>
-<br>
-To upload a list of Sites, begin by clicking the '''Upload Sites''' button. On the next screen, click the '''Download Template File''' button located on the right hand side.  As with the manual creation of a site, only the site name is mandatory. Import the Sites by using the '''Select CSV File To Import''' option and selecting the file you have prepared.
-<br>
-<br>
-The site CSV template file contains a number of fields that are listed below:
-:* '''Site Name''' (h_site_name - ''Mandatory'') - This is the only mandatory information. See "'''NOTE 1'''" below.
+===Service Manager===
-:* '''Site Alternative Reference''' (h_alt_siteref - ''Optional'') - Some organisations identify their sites by reference numbers, codes, or abbreviations or some kind. These can be stored in this field.
-:* '''Site Type''' (h_type - ''Optional'') - Sometimes, there may be a need to report on information relating to particular types of site, such as Distribution Centre, Warehouse, Shop, or Office. See "'''NOTE 2'''" below.
-:* '''Company''' (h_company_id - ''Optional'') - The company id of the Group that exists in your Hornbill Organisation structure.
-:* '''Building''' (h_building - ''Optional'') - The location in question may be in a particular shared building.
-:* '''Floor''' (h_floor - ''Optional'') - The location in question may be on a particular floor in a shared building.
-:* '''Address''' (h_address - ''Optional'') - The address of the site.
-:* '''City''' (h_city - ''Optional'') - The town or city where the site is located.
-:* '''State''' (h_state - ''Optional'') - The state or county where the site is located.
-:* '''Post/ZIP Code''' (h_postal_code - ''Optional'') - The post or zip code of the site.
-:* '''Country''' (h_country - ''Optional'') - The country in which the site is located. See "'''NOTE 3'''" below.
-:* '''Phone Number''' (h_phone_number - ''Optional'') - The main phone number of the site.
-:* '''Fax Number''' (h_fax_number - ''Optional'') - The main phone number of the site.
-:* '''Notes''' (h_notes - ''Optional'' - Maximum 2000 characters) - Any other information you feel is necessary to hold against a site record.
-<br>
-'''NOTE 1''': In order to ensure the User-to-Site associations can be managed automatically via your chosen user import utility, the name of the Site must match the contents of the source. e.g. if you are using the LDAP user Import Utility, the contents of the AD attribute that holds the site of a user must match the name of a site that exists in Hornbill. Therefore a good starting point in creating your sites may be to extract a list of distinct values from your information source (such as AD) and use these as your site names.
-<br>
-<br>
-'''NOTE 2''': The Site Type is intended to be a standardised value. A value that can be called upon during reporting if more granular information about sites is required. Site Types are stored as a simple list and can be found in Hornbill Administration: '''Home > Hornbill Collaboration > Simple Lists'''. The simple list is called "siteTypes" and additional entries can be added to suit your needs. The contents of this field must match what exists (or will exist) in your site type simple List.
-<br>
-<br>
-'''NOTE 3''': The value expected for the country column is the ISO 3166 alpha 2 country code. Hornbill stores a list of these country codes in the table ''h_sys_ccodes'' and is the value found in ''h_code''.
-<br>
-Some common codes are as follows:
-* United Kingdom = '''GB'''
-* United States = '''US'''
-* Republic of Ireland = '''IE'''
-* France = '''FR'''
-A full list of country codes can be found here: [[Table_Info:_h_sys_ccodes|'''''List of ISO Country Codes''''']]
-<br>
-<br>
-</div>
-</div>
-==Manage Sites==
+* '''Requests''' - View and search for requests associated to the site
+* '''Assets''' - View Assets linked to the site
+* '''Services''' - View the services, the site's is subscribed too
-* Edit a Sites Attributes by selecting the site to edit, make the required changes to the Sites attributes and select '''Save Changes'''.
+===Document Manager===
-* Delete one or multiple Sites by selecting the Sites to delete and then use the '''Delete selected''' option.
-==Add Users to Sites==
+* View documents associated to a site
+* Search for documents to associate to a site
+* Upload documents to associate to a site
-Add users manually to sites from the '''[[Users]]''' option, or by creating users and their default Site using the Users CSV template.
-==Site View==
-In the User app, it is possible to further customize the data associated to a site:
-* Assign Roles - Site Manager, Site Engineer, Area Manager, Regional Manager
-* Utilise Custom Fields
-* Map Geo-Location (Long/Lat values) and View site, and nearby sites on an interactive map
-In addition, it is possible using line of business applications such as Service Manager, and Document Manager to see
-* Requests Linked to the Site
-* Services Subscribed to the Site
-* Assets linked to the Site
-* Documents linked to the Site
-[[Category:Administration]]
+[[Category:Service Manager]]