Physical Location Code Table

The Physical Location code table can be used to create physical location identities, such as buildings or rooms. A hierarchical structure can be set for the physical locations, allowing a larger unit (i.e., a building) to be broken down into smaller units (i.e., rooms).

Specific maximum capacity levels can be set for various physical location units.

This code table populates drop-down lists that can be found in the designated snap-ins of the following session types:

Finding the Physical Location Code Table

1. In the Administrative Tools group of the Explorer toolbar, click System Administration.
2. Select Code Tables | Cases | Physical Location.
   The Physical Location code table will be displayed in the ctblPhysicalLocation snap-in.

Creating Physical Location Codes

1. Add a new record.

2. Select or type all required and relevant data for each available field. Some fields may be required while others are not.
   • Name: Type a brief, unique name used to reference the corresponding item description.
   • Description: Type a description that the user will view in the lists populated by this code table.
   • Parent Location: This field is used to designate sub-locations with their parent locations. After the first physical location record is saved without a parent location, the Parent Location field of the next created record will populate with a drop-down list containing the first record's location description. Subsequent records will have all other locations available as parent locations. A parent location may be selected from the drop-down list, or this field may be left blank to indicate that a physical location is a separate unit or a unit that it is not a part of a larger unit.
   • Capacity: Type a numerical maximum capacity. This must be a specific number and cannot be a range. For example, you cannot enter 0-25.
     Note: The maximum capacity is based on the smallest physical location unit. Capacities of larger units are calculated based on the smaller units contained within them and should be entered without a capacity. For example, if each room in a building is entered with a maximum capacity, then the building itself should be entered without a capacity because the building's capacity will be calculated by JustWare based on the capacities of all of its rooms.
   • CodeType: Select the correct code from among the following options:
     • 0 - Assigned
     • 1- Temporary
   • MasterCode: Select the correct code from among the following options:
     • 0 - Onsite
     • 1 - Offsite
   • Name Record: This field may be left blank, or you may link a physical location to a name record from the JustWare database. By utilizing a link to a name record, you can access more information about the physical location stored in the name record (i.e., contact information, attributes, etc.). To select a name record, you may use the Name Search or Name Quick Search buttons.
     Tip: It is unlikely that this field will be used for each physical location record. For example, the physical location records for every room in a building may not be linked to a name record, but you may want to link a physical location record for a building to a name record for that building. If the desired name record does not currently exist, you may create a new one.
   • Notes: Type any related notes in this free-text field.
   • Activation Date: Type or select the date from which the code will be in use.
   • Expiration Date: Type or select the date upon which the code will become inactive.
   • Created By: This read-only field will be populated after saving the record.
   • Created On: This read-only field will be populated after saving the record.
   • Last Modified By: This read-only field will be populated after saving the record.
   • Last Modified On: This read-only field will be populated after saving the record.

3. Save the session.