Creating a Location - Person Type

The following fields are displayed on the Location creation form for Person Location type. For details on how to create Location types other than a Person type see Creating a Location - Non-Person Type.

  • First Names - type the first name(s) of the Location.
  • Last Name (No Prefix) - type the Last Name of the Location.
  • Title - type the Location's title, for example, Dr., Mr., Mrs., Ms.
  • Honorific (Long Form) - type the Location's title in it's long form, for example Mister, Doctor etc.
  • Last Name Prefix - type the prefix of the Location's last name. This applies to those names that have two components to the surname, for example Robert van Bloom.
  • Suffix - type the Location's suffix, for example, BA, PhD. etc.
  • Job Title - type the Location's job title.
  • Date of Birth - click the Calendar button , navigate to, and then select, the required date.
    • To change the Year, click in the displayed current Month and Year, click to scroll through the years, and select the required Year.
    • To change the Year, click in the displayed current Month and Year, click to scroll through the years, and select the required Year.
  • Gender - select the Location's gender from the drop-down list.
  • Salutation - type an appropriate salutation for the Location if required. For example, for the Prime Minister, their salutation would be Dear Prime Minister.
  • Name - required field. Type the name of the Location.
  • Unique Name - type the unique name or abbreviation of the Location.
  • ID Number - type in the identification number for the Location.
  • Internal - select this option if the Location is internal (within the organization) or external (from outside the organization).
  • Business Phone - type in the Business Phone number for the Location.
  • Mobile Phone - type in the Mobile Phone number for the Location.
  • Fax - type in the Fax number for the Location.
  • Home Phone - type in the Home Phone number for the Location.
  • E-mail Address - type in an e-mail address(es) for the Location.
  • Web page - type in a Web URL for the Location.
  • GPS  Location - click the KwikSelect and the GPS Location Browser window will appear. Search for and select the point, or mark the area, that the Location resides in. Click OK.

There are two sections for the Physical Addresses of a Location. One for the Street address, the other for the Mailing address.

  • Address Type - displays the Address Type of either Street or Mailing.
  • Street/Box - type in the Street/Postal Box details of the Location's address.
  • City - type in the City of the Location's address.
  • State/Province - type in the State/Territory/Province of the Location's address.
  • Postal Code - type in the Postal Code of the Location's address.
  • Region - type in the Region of the Location's address.
  • Country - type in the Country of the Location.

NOTE: Users require the appropriate user permissions to complete particular tasks, e.g. Contributor users will not be able to Update a Location even if they are a part of the Access Control.

Users that have Administrator access or who have the Bypass all Access Controls user permissions will bypass these security restrictions.

  • Can Use - determines who can view and use the Location.
  • Can Update - determines who can modify the Location details.
  • Can Modify Access - determines who can modify the Access Control for the Location.
  • Can Delete - determines who can delete the Location.
  • Manage Group Items (User Labels, Check In Styles,...) - determines who can create and manage group items on behalf of the Location.

NOTE: If the Manage Group Items is set to "no-one", the following exceptions apply:

  • If the user has the "Modify Logins and User Profiles".
  • If the user has "Bypass All Access Controls".
  • If the user has the "Can Manage Check In Styles" permission and is a member of the location.

  • Can View Details - allows users to be restricted from viewing a Location in Content Manager.

Customizing Access Controls

To apply Access Controls:

  1. Select the Access Control(s) to be modified, and then select from:

Clear - this sets the Access Control to the default Unrestricted and makes the selected control available to all users.

Private - sets access to the Access Control to the current user

To add customized Locations to an Access Control,

  1. Select the Access Control(s) the customized Location(s) are to be added to.
  2. Click the KwikSelect on the Select Locations for custom Access Controls field.
  3. The Select from Locations dialog will appear.
  4. Search for, see Quick Search, Prefix Search or the Search Editor for details on searching, and select the required Locations.
  5. Click OK.
  6. On the New Location form, Access controls tab, click Add from custom.

Default jurisdiction - click the KwikSelect to display the Select from Jurisdictions dialog. Select the required Jurisdiction and click OK.