Location types

To build a logical Location list, Content Manager uses internal and external Location types:

  • Internal - internal Locations mirror the internal organisation structure.
  • External - external organisational hierarchies.

    These are usually other companies or divisions that your organisation deals with.

  • Organization - usually used for physical areas or Workgroups.

    Organisation enables you to build a company or department's structure, for example, Departments, Divisions, Sections etc.

    You can use Organisation for both internal and external Locations.

    • An internal Organisation Location uses the icon Four people in green square
    • An external Organisation Location uses the icon Four people in red square
  • Person - indicates either internal staff or external contacts.

    A Person is normally associated with a Position within the organisation structure.

    You do not have to use all the Location types.

    The minimum requirement is at least one Organisation and one Person, however, the more detailed your Locations list, the more accurate your database will be.

    • An internal Person uses the icon Person in green square
    • An external Person uses the icon Person in red square
  • Position - reflects the function that the Location is performing.

    This can be either a position name - for example, Manager Corporate Services - or position number, for example, 007.

    Positions can be both internal and external and are usually associated with Organisations.

    • An internal Position uses the icon Square in square with green line
    • An external Position uses the icon Square in square with red line
  • Committee - use to reflect real life committees that may exist in the organisation.

    This can help to control access to documents that are for committee members only by use of Access Controls.

    • An internal Committee uses the icon Two people on green base
    • An external Committee uses the icon Two people on red base
  • Project Team - can include a mixture of other Project Teams, Positions or Persons, internal or external.

    It enables the organisation to restrict records to only members of a particular Project Team by use of Access Controls.

    • An internal Project Team uses the icon Person in front of green board
    • An external Project Team uses the icon Person in front of red board
  • Group - in some organisations, many personnel have similar functions.

    They require the same user permissions and security access to Content Manager.

    Locations can adopt the profile of a group and inherit the user permissions and security of that group.

    This can speed up administration by enabling you to assign individuals to a common group.

    Groups are also used in conjunction with Access Controls to grant or deny access control lists or objects.

    You can add users to groups to make this task simpler.

    Groups are commonly used where access is required for a collection of users who are not logically associated within the same Organisation or Position in the normal hierarchy.

    Records will show a listing of the Location names that have Access Control permissions.

    • An internal Group uses the icon People in green square
    • An external Group uses the icon Two people in red square
  • Venue - can be a member of the type Group, Organisation, Project Team, Committee and Workgroup, but cannot have any members itself.
    • An internal venue uses the icon Green balloon
    • An external venue displays the icon Red balloon
  • Workgroup - can be used to indicate Owner Locations.

    The Workgroup Location type can be a member of the types Group or Organisation.

    The Workgroup Location type can have members of the types Position, Person, Committee, Project Type or Venue.

    • Workgroups can only be internal and use the icon Person in blue triangle
  • Storage Provider - used for record storage providers to facilitate integration of the Content Manager requests feature with their systems
    • An internal storage provider Location uses the icon House behind green document, an external one uses the icon House behind red document
  • Unknown - used in certain circumstances where Locations are created - usually automatically - where the Location type is unspecified, for example:
    • When dragging in email and documents
    • When importing Locations with no data in the Location Type field
    • When upgrading Content Manager databases that contain Locations with no type

    To remove Unknown Locations, see Managing Locations.

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