Content Manager 25.1 Content Manager

# System Options Locations page

Set the Location defaults according to the Location type implemented by your organisation - for example, Person, Position or Organisation.

This saves you from having to look through Location types that may not be relevant to you.

See Location types.

NOTE: This does not restrict Locations to only your selected Location type, it merely sets the default.

Other behaviour determined by Location settings:

Content Manager determines security, Retention Schedule and class from the Classification.

If no value is specified there, then Content Manager determines them from the Record Type.

- Display and reporting format for names of people - use the check boxes according to how you would like this information to display:
  - Display the last name first - each last name appears before the first name or initials
  - Display initials rather than first names - only the initials and last name display for each name
  - Display suffix (e.g. PhD) - each name's post-nominal appears, for example MA, Ph.D., OBE etc.
  - Move last name prefix (e.g. Van) to the end of sort name - displays a surname prefix at the end of the displayed name, for example, Robert van Bloom will appear as Bloom, Robert van
  - Display title (e.g. Mr) - each person's honorific appears, for example, Mr., Ms, Dr. etc.

    The honorific can be included when performing the Print Merge function for names.

    See Print merge.

    NOTE: Only the Display Name field in a record list or view pane uses these options. By default, the Name field appears in a record list or view pane and displays the following data:

    - Last Name
    - First Name
    - Title
    - Suffix
    - No initials displayed
    Content Manager uses the Name field to sort lists and it appears by default to ensure that all names appear in alphabetical order. You cannot use the Display Name field as there is a possibility that the names would not appear in alphabetic order and therefore the prefix search functionality would be impaired. See Prefix searches. To enable the functionality of these options, select the Display Name field in the record list and view panes. See List panes and view panes.
- Validating Locations in data entry fields - forces users to KwikSelect a Location from the available Locations.

  This ensures that, even if the user types in an exact match, they still have to select from the list. These options are off by default.

  Enable the options if you want strict validation to occur.

  Select the following options according to how you want Content Manager to validate Location selection:

  - Use strict validation for Record Contacts - to validate all Contact selections
  - Use strict validation for any other uses of Locations - to validate all Location selections.

    An example of the behaviour when this option is selected:

    1. In Action Tracking, view the Properties of an Action.
    2. Select the Responsibility Of and type in an existing Location name.

       Content Manager searches for and finds the Location, underlines it and changes the font colour to red/confirmed.

    3. Click OK and the Location dialogue box appears with matches of the Location as typed in.

       This is to avoid situations where someone may believe that they know the correct name, type the name and click OK while the name selected is actually not the one they were looking for.

       NOTE: Content Manager does not use strict contact validation when checking in email messages. For example, if you have the Author and Addressee Contact on the New Record form and have Strict Contact Validation selected, when you check in an email message, Content Manager automatically completes the Author and Addressee fields and you can create the record without validation of the Author or Addressee fields. If you remove the author and put in an alternative Contact, then the validation is required - the Location appears in red and you must verify it. Validation for email does not need to be very strict, as Content Manager matches the Location on more than just the name - it is unlikely that two people exist with exactly the same email address.

- Ensure email addresses are unique - If enabled, this option prevents two people from having the same email address. You will be prompted to enter a unique email address for new locations.

NOTE: This option will not be applied to existing email addresses that are duplicated. To fix existing duplicated email addresses, use the Email Address Assistant

- Select the Address History setting for locations - from the drop-down list, select the address history settings for locations.

  Select from:

  - Keep address history if enabled for a location - only keep the address history if the Keep a history of address changes for this location option is enabled on the location.
  - Keep address history for most locations - if this option is enabled the Keep a history of address changes for this location option is enabled for new locations, but can be unselected by the location creator.
  - Always keep address history - always keep the address history.

  NOTE: Users with Delete External Location and/or Delete Internal Location permissions will still be able to delete historical addresses.

- Hide all location name details for 'View Details' ACL setting - select this option to hide all location name details from users who are not a part of the Can View Details access control setting. When selected, all name fields, e.g. Surname, Given name, Full Name, Assignee, Home Location etc., will display as <Restricted>. All location controls will also be disabled when a user is not a part of the Can View Details access control.

- NOTE: When modifying Access Controls that have <Restricted> locations assigned, the following behaviours will occur:
  Clear - this will only remove the locations that the user does have access to. The <Restricted> locations will be retained.
  Container - the user will not be able to modify this access control. An error "Access to this location is restricted" is displayed.
  Private - the user will not be able to modify this access control. An error "Access to this location is restricted" is displayed.
  Custom - the user will be able to add new locations to the existing access control list. If the user attempts to remove the <Restricted> location(s), an error "Access to this location is restricted" is displayed.

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: System Options Locations page