Purpose Statement
The Location List provides a centralized place to view, organize, and manage department locations. It helps users quickly find location records, review details, create new locations, and maintain accurate data that supports asset management, reporting, and day-to-day operations.
Background Information
The Location List is available from both Assets > Location List and Admin > Location List, depending on user permissions. This page is heavily permissions-driven, so the actions available to one user may differ from another.
The page includes tools to:
- switch between available list views
- open the Import Wizard
- filter and search records
- control pagination and export the list
- open, create, edit, and delete location records
Out of the box, agencies typically have these predefined views:
- Default View
- Required Columns For Import View
Accurate location records improve asset assignment, operational visibility, and downstream reporting.
Required Permissions
Access to the Location List and the actions available on the page depend on assigned permissions. Users typically need:
- access to the Assets module or Admin area
- permission to view the Location List
- permission to add or edit locations
- permission to delete locations, if applicable
Because this area is highly permissions-driven, contact your system administrator if you do not see the Location List or cannot complete a needed action.
Video
Step-by-Step Guide
1. Access the Location List
Navigate to Assets > Location List or Admin > Location List. When the page opens, the list displays available location records based on your permissions and the active view.
2. Review or Change the Active View
Use the View dropdown at the top of the page to switch between available list views.
Most agencies will see these predefined views:
- Default View
- Required Columns For Import View
Tip:
Use the Star icon to Favorite a specific view, whether custom or not, and the Pin icon to set that as the landing page each time the Location List is accessed.
To manage a view, click the ellipsis next to the view name. Depending on the type of view and your permissions, you may be able to:
- edit a custom view
- clone a view
- copy a link to the view
- delete a custom view
Important Note:
Predefined views cannot be edited or deleted, but they can be cloned.
3. Open the Import Wizard
Click Actions to open Import Wizard.
Tip:
The Import Wizard is used to import location records and follows its own workflow. Refer to the separate Import Wizard article for full instructions.
4. Filter the Location List
Click Filter to narrow the list and find specific records more efficiently. Use the Pin icon to shrink the location columns so all Actions are visible while accessing Location filters.
Available filter fields may include:
- Location Group
- Location Name or Number
- Address
- Phone
- Fire Zone
- Census Tract
- County
- Location NFIRS ID
- USNG
- Description
Use filters when you need to reduce a large list to a smaller, more targeted set of locations.
5. Search for a Location
Use the search field to quickly find a location from the list.
The search supports fuzzy search, which means partial entries or approximate matches may still return results. This is helpful when you only know part of a location name or number.
6. Adjust Pagination or Export the List
Change the amount of records viewable at one time by selecting the appropriate pagination at the bottom of the screen.
To download the list, click the download icon to export the current list as a CSV file.
7. Navigate to a Location Overview
Click the hyperlinked location name to open that location's Overview record.
This is the best option when you want to review the full details of a location before making changes.
Info:
The final steps describe managing location records. For a more detailed description of each workflow please see the Managing Location Records article.
8. Add a New Location
Click New Location to create a new location record.
Enter the required information, complete any additional fields needed by your agency, and save the record.
9. Edit a Location
To update an existing location, click the edit pencil next to the location record.
Make the needed changes and save the record.
10. Delete a Location
To remove a location, click the delete icon next to the location record and confirm the action.
A location cannot be deleted if it is associated with:
- a current checklist
- a work order
- a scheduled ad hoc report
- an incomplete incident report, which is rare
If a deletion fails, review the location's related records and remove the association before trying again.
Best Practices
- Use clear, standardized naming conventions for all locations.
- Review location records regularly to keep information accurate.
- Use filters and search together to find records faster.
- Open the location record before deleting it so you can confirm it is not tied to active workflows.
- Clone predefined views if your agency needs a modified version for daily use.
- Use the export option when a CSV is needed for reporting or review.
Troubleshooting & FAQs
Q: Why can't I see the Location List?
A: Access is permissions-driven. Confirm you have access to the Assets module or Admin area and the required Location List permissions.
Q: Why can't I edit or delete a view?
A: Predefined views cannot be edited or deleted. Only custom views can be modified, depending on permissions.
Q: What does the Actions button do?
A: The Actions button opens the Import Wizard. Importing locations is handled in a separate workflow.
Q: Why isn't search finding my location?
A: Try a partial name, number, or another identifying value. Also check whether filters are limiting the list.
Q: Why can't I delete a location?
A: The location may still be associated with a current checklist, work order, scheduled ad hoc report, or an incomplete incident report.
Q: Can I recover a deleted location?
A: No. Deleted location records cannot be recovered, so verify the record is no longer needed before deleting it.
Additional Considerations
View Usage
The predefined views help users get started immediately:
- Default View is the standard day-to-day list view.
- Required Columns For Import View can help users review the fields needed for import preparation.
Filtering Strategy
Filters are especially useful for agencies with large location lists. Start with a broad filter such as Location Group or County, then narrow further with name, number, or description.
Deletion Review
Before deleting a location, open the location record and confirm it is not tied to active operational or reporting workflows.