Functional locations master list

On the Master data → Functional locations tab you build the site’s tree of installation locations: plant area, equipment, component — as many levels as you need. The tree works without the Maintenance module. The diary event form (Installation location), the work request, the report location filter and dropdown fields with the “Functional locations (master list)” source all pick from here.

With the Maintenance module it is the same tree

If the Maintenance module is switched on, this is the same tree the Maintenance page shows — you never enter it twice. Strategies, tasks and work orders on the locations, and editing the level ladder, stay in Maintenance; the top of the tab then also shows an Open in Maintenance link.

Before you start

• Permission: diary-structure permission — layout:manage (or full tenant admin). Without it the tab is not shown.
• Per site: the tree belongs to a site. With several sites, switch between them with the buttons above the tree.

Adding a location

1. Top-level location: on the top card enter the name (Name of a new top-level location), the Code if it has one (e.g. P-15-03), and — if the site has several plants — pick the Plant. Click Add location.
2. Sub-location: in the parent’s row click the + icon (Add sub-location). In the form that opens below the row enter the name and code. Level defaults to Level: next one down — the level below the parent; pick another only if the location skips a level.
3. Expanding and searching: the arrow expands a location’s children. The search box (Search by name or code…) lists matches flat, with their full path — so you find a location quickly even in a large tree.

What binding to a plant is for

A plant’s diary offers the subtree of the locations bound to that plant. As long as no location is bound to the plant, the diary offers every location of the site — so binding narrows the choice, it is not required.

An expanded location with its children. The + icon opens the sub-location form below the row.

Editing and archiving

• Edit: the pencil icon lets you change the Name, Code, Level and — with several plants — the Plant below the row. Save records it.
• Archive: the bin icon. Only a location without children can be archived — for a location that has sub-locations the icon is disabled. Archive the sub-locations first (or move them elsewhere by editing).

Input mode for events

The card at the top of the tab decides what the shift can enter in the Installation location field of the diary event form:

• Pick from the list only — the default. The shift searches the tree and picks; typed text is not saved.
• Pick from the list or type free text — the shift can pick from the tree, or type a location that is not in it.

Save records the choice.

The input mode applies to the whole organisation.

Empty list = free text

As long as the site has no functional location at all, Installation location is a free-text field, whichever mode is set. So you can roll the list out gradually: the diary is usable before the first location is added.

Where the tree is used

Place	What it means
Diary → recording an event	Installation location is a searchable dropdown of the tree (with free text too, depending on the input mode).
Work request from an event	A work order always needs a location picked from the list, whatever the input mode. If the event has no location from the list, it is asked for right there, next to the button. With an empty tree the button is disabled and says a functional location has to be added first.
Editing diary elements	The source of a Dropdown field can be Functional locations (master list) (in the Dropdown options picker). The field offers the locations of the log’s site; the diary and reports show the location’s name. This source is not available in table-type diary elements or data series.
Reports → Events	The Functional location… filter narrows to one location — together with its whole subtree: picking a plant area also shows the events of the equipment below it. The CSV/Excel export follows the same filter.

Common problems

What you see	Why	What to do
No “Functional locations” tab	You lack layout:manage (or full admin).	Ask your admin.
The Archive icon is grey	The location has sub-locations.	Archive the sub-locations first.
“The installation location must be picked from the list” on an event	The mode is Pick from the list only and text was typed.	Pick from the list, or set the mode to Pick from the list or type free text.
The Work request button is disabled, “Add a functional location first”	The site’s tree is empty.	Add at least one location on this tab.
Not every location is shown, “the first … are shown”	The site’s tree is very large.	Use the search; with the Maintenance module its search also finds the rest.

Related

Recording an eventWhere the shift picks the installation location from the tree.

Opening a work request from an eventA work order always needs a location from the list.

Editing diary elementsA dropdown field sourced from the functional locations.

Reviewing and exporting eventsFiltering by functional location, subtree included.