The Facility Location Update Core screen allows you to add a new or update an existing location. The fields on this screen and the subsequent Tabs (Fees, Rules, Questions, etc...) allow you to update information pertinent to your Location.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen...
Click Save to save your changes. You will return to the Facility Location Management DataGrid.
Click Cancel to return to the Facility Location Management DataGrid without saving your changes.
Click Previous or Next to continue to the next tab on this screen (i.e. If you are on the Core screen, click Next to continue to the Fees screen.).
Core
Site Code (FRLocation_SiteCode)
When Enterprise Site Management is enabled on your License profile this field is mandatory.
Select the Site Code for this item. Sites are business segments within an enterprise organization. Associating a Site with items allows for reporting on item availability and transaction history by business segment.
Site records are maintained in Site Management.
DeleteSite Area (FRLocation_SiteArea)
You will not visit this field.
This field displays the Site Area for the Site linked to this item. The Site Area on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Areas are maintained in System Code Management. Type = Site Area. They are linked to Sites in Site Management.DeleteSite Category (FRLocation_SiteCategory)
You will not visit this field.
This field displays the Site Category for the Site linked to this item. The Site Category on the item is updated automatically when a Site Code is linked to an item or if the Site Code is changed.
Site Category Codes are maintained in System Code Management. Type = Site Category. They are linked to Sites in Site Management.
DeleteLocation Code (FRLocation_FacilityLocation)
If you are creating a new Location, enter your Facility Location Code in this field. Codes may be alpha and/or numeric.This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
If you are updating an existing Facility you will not visit this field.
A Facility Location Code specifies where the facility is located. Typically this is the physical location. For best results your Location Code should be representative of this. For Example: If the Location is the Bedford Falls Community Center you might enter BEDCC.
Note: Facility Classes and Locations must be created in the database before you can setup individual Facility Codes.
Permissions (FRLocation_Permissions)
Click the Drop-Down List icon to select the Permissions code you want to apply to this Location.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Long Description (FRLocation_LongDescription)
Enter the Long Description of this Location. DataGrids in RecTrac can be sorted by Description, if desired.
This field will accept up to 100 alpha-numeric characters.
DeleteName (FRLocation_ShortDescription)
Enter the Name of the facility location. This field will accept up to 30 alpha-numeric characters. For Example: Bedford Falls Community Center.
The name and address you enter in these fields can be printed on receipts, invoices, etc....
See Also: Organization Name and Address Information on Receipts and Reports.
DeleteReport Tag (FRLocation_ReportTag)
Click the Picklist icon to select the Report Tag you wish to use for this Location, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Address1 (FRLocation_Address1)
Enter the Facility Location's physical street address, if desired.
The name and address you enter in these fields can be printed on receipts, invoices, etc….
Notes: You can have a Location icon appear for a faciltiy when it is listed in WebTrac searches and/or on the Event Calendar if desired. To do this enter Address 1 City State and Zip Code information for the facility in Facility Location Update.
THEN
Select a mapping option in the WebTrac Parameters profile • Display Maps in WebTrac Using field. Patrons can click the icon to see where the facility is located using the mapping program (Google Maps or MapQuest) that you select.
Optionally you can have your facility display as a "Pin" in Google Maps by using latitude and longitude and a Google Maps API key. Refer to the Latitude and Longitude field in Facility Location Update. You can run both mapping options concurrently if desired.
See Also: Printing Organization Name and Address Information on Receipts and Reports.
DeleteAddress2 (FRLocation_Address2)
Enter the Facility Location's physical street address, line two (2), if applicable/desired.
DeleteCity (FRLocation_City)
Enter the City in which this Facility Location is located, if desired.
Notes: You can have a Location icon appear for a faciltiy when it is listed in WebTrac searches and/or on the Event Calendar if desired. To do this enter Address 1 City State and Zip Code information for the facility in Facility Location Update.
THEN
Select a mapping option in the WebTrac Parameters profile • Dislay Maps in WebTrac Using field. Patrons can click the icon to see where the facility is located using the mapping program (Google Maps or MapQuest) that you select.
Optionally you can have your facility display as a "Pin" in Google Maps by using latitude and longitude and a Google Maps API key. Refer to the Latitude and Longitude field in Facility Location Update. You can run both mapping options concurrently if desired.
See Also: Printing Organization Name and Address Information on Receipts and Reports.
DeleteState (FRLocation_State)
Expand the Drop-down list to select the two-digit postal code for the State in which this Facility Location is located, if desired. This list is populated by the entries in the 'State' Option List field on the Static Parameters profile • Misc Settings group.
Notes: You can have a Location icon appear for a faciltiy when it is listed in WebTrac searches and/or on the Event Calendar if desired. To do this enter Address 1 City State and Zip Code information for the facility in Facility Location Update.
THEN
Select a mapping option in the WebTrac Parameters profile • Display Maps in WebTrac Using field. Patrons can click the icon to see where the facility is located using the mapping program (Google Maps or MapQuest) that you select.
Optionally you can have your facility display as a "Pin" in Google Maps by using latitude and longitude and a Google Maps API key. Refer to the Latitude and Longitude field in Facility Location Update. You can run both mapping options concurrently if desired.
See Also: Printing Organization Name and Address Information on Receipts and Reports.
DeleteZip Code (FRLocation_ZipCode)
Enter the postal Zip Code for the City and State in which this Facility Location is located, if desired.
Notes: You can have a Location icon appear for a faciltiy when it is listed in WebTrac searches and/or on the Event Calendar if desired. To do this enter Address 1 City State and Zip Code information for the facility in Facility Location Update.
THEN
Select a mapping option in the WebTrac Parameters profile • Display Maps in WebTrac Using field. Patrons can click the icon to see where the facility is located using the mapping program (Google Maps or MapQuest) that you select.
Optionally you can have your facility display as a "Pin" in Google Maps by using latitude and longitude and a Google Maps API key. Refer to the Latitude and Longitude field in Facility Location Update. You can run both mapping options concurrently if desired.
See Also: Printing Organization Name and Address Information on Receipts and Reports.
DeleteCountry (FRLocation_Country)
Enter the Country in which this Facility Location is located, if desired.
DeleteReport Tag 2 (FRLocation_ReportTag2)
Click the Picklist icon to select the Report Tag 2 you wish to use for this Location, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Report Tag 3 (FRLocation_ReportTag3)
Click the Picklist icon to select the Report Tag 3 you wish to use for this Location, if desired.
Report Tags offer a method of categorizing like items within a module for internal reporting purposes in the event you are using Types, SubTypes, and Categories as means for your patrons to perform WebTrac searches and you require different criteria for your reports.
For example, within your department, you have a number of facility types (ball field, pavilion, court, etc.), subtypes (football, softball, soccer), and categories (indoor, outdoor). Patrons search for facilities using these criteria. You also have a number of maintenance districts throughout your city and your facilities are spread across these districts. Reporting by maintenance district is a likely necessity, but the particular categorization ('Maint Dist')is not a useful search tool for patrons looking for a certain facility type. Using 'Maint Dist' as a Report Tag would allow your staff to run reports by maintenance district without compromising WebTrac search capabilities for your patrons.
Report Tags are maintained in System Code Maintenance Code Type = Report Tag.
Note: You can link up to three (3) Report Tags per item. Custom Screen Design is needed. Report Tag 2 and Report Tag 3 must be changed from "Hidden" to "Updateable."
Contact Name (FRLocation_ContactName)
Enter the name(s) of the Contact Person/Persons for this Location, if desired. This field will accept up to 100 characters,
DeletePrimary Phone Number (FRLocation_PrimaryPhoneNumber)
Enter the primary phone number for this Location, if desired.
DeleteExtension (FRLocation_PrimaryPhoneExtension)
Enter the Extension for the primary phone number, if applicable.
DeletePrimary Phone Type (FRLocation_PrimaryPhoneType)
Expand the Drop-down list to select the Primary Phone Type, if desired.
Phone Type Codes are maintained in System Code Maintenance. Type = Phone Type.
DeleteEmail Address (FRLocation_PrimaryEmailAddress)
Enter an email address, either for the Contact Person(s) listed or for the Facility Location, itself.
The system will alert you if the address you enter seems invalid due to selected criterion, such as lack of an '@' symbol, lack of a valid extension (i.e. .com, .org, .edu, etc...), invalid characters, etc.....
DeleteDisplay On Web (FRLocation_DisplayOnWeb)
Expand the Drop-down list and determine whether you would like this Location to display in WebTrac.
DeleteURL (FRLocation_URL)
Enter this Location's (or your Department's) web page URL, if desired. Use full http:// syntax to create a click-able link. Click-able links will be valid in WebTrac and on receipts or reports where this URL is listed.
For Example: http://www.theparksatbedfordfalls.org
DeleteLatitude And Longitude (FRLocation_LatitudeAndLongitude)
Enter the Latitude (Y-Coordinate) and Longitude (X-Coordinate) Coordinates for this facility location, if desired. Coordinates must be comma delimited with NO spaces. For Example, 38.889271,-77.050149, where '38.889271' is the Latitude (Y), the comma is the delineator, and '-77.050149' is the Longitude (X).
Latitude and Longitude coordinates are used in conjunction with the Mapping feature within the WebTrac application to display your location correctly on a map. Additional information can be displayed in WebTrac depending on the patron's query, such as (but not limited to), the Activities being held at a particular location, the number of Facilities that can be reserved there, etc….
For mapping to work, a Google Map API Key is required. In the Standard VSI Design, the Google Map API Key field is located on your WebTrac Parameters profile • Core group.
See Also: Topic Doc WebTrac Links and Customization.
Notes:
- One way of acquiring coordinates for your facility locations is to visit: Google Maps. Enter your location in the lookup bar. Right-click on the location and select What's Here. Latitude and Longitude appear as a click-able link at the bottom of the screen.
- You can also have facilities display in either Google Maps or MapQuest when they are listed in WebTrac searches and/or on the Event Calendar. To do this enter Address 1 City State and Zip Code information for the Facility.
THEN
Select a mapping option in the WebTrac Parameters profile • Display Maps in WebTrac Using field. Patrons can click the icon to see where the facility is located using the mapping program (Google Maps or MapQuest) that you select. - You may use both the Latitude and Longitude and the Location icon features discussed here simultaneously.
Fees
Fees (FRLocationUpdate_FeeDataGrid)
The Facility Location Update Fees DataGrid allows you to see all applicable fees linked to this Location. Fees linked to the Facility Class, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Fees are linked. Only those fees linked to this Location itself, can be edited here. Fees linked elsewhere (any Fee linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Location Update Fees DataGrid displays where the Fee is linked the Linked Description the Fee Status Amount Order Billing Amount Default Quantity Description Fee Type Transaction Type (linked) Criteria Description (linked) Tax Table (linked) GL Code (linked) Cost Center Total Price Option Fee Required option Use Accrual option (linked) and Fee Group Code Your set up may vary.
See Also: RecTrac Fees for a detailed description of RecTrac fees setup information and examples.
Buttons on the fee grid…
Click Add and make a selection:
- Add Fee - You will continue to the Fee Detail screen where you may add or change a linked fee using basic options.
- Advanced Fee Add - You will continue to the Fee Update screen where you may add or change a linked fee using advanced options.
Note: Fee Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Fee and Default Fees by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" fee records and default fee records to your database. Expand the list and make a selection:
- If you have default fees you may opt to use them if desired.
- If you do not have default fees Vermont Systems recommends choosing --New Blank Record-- as it will create a new fee.
If you do not receive the pop-up you do not have Permissions to add default fee records to your database. You will be adding a new fee record only.
In the standard Vermont Systems design Fee Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default fees are maintained in Fee Management.
The default fees that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Fee - You will continue to the Fee Detail screen where you may change a linked fee using basic options.
- Advanced Fee Change - You will continue to the Fee Update screen where you may change a linked fee using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a fee set template to link if desired. When linked as a template any fees in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a fee set to link if desired. When linked as an unchangeable set fees in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the fees linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone fees.
Bulk Change is not available from this DataGrid.
Click Export Fees to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Fees to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteRules
Rules (FRLocationUpdate_RuleDataGrid)
The Facility Location Update Rules DataGrid allows you to see all applicable rules linked to this Location. Rules linked to the Facility Class, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Rules are linked. Only those rules linked to the Location can be edited here. Rules linked elsewhere (any Rule linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Location Update Rules DataGrid displays where the Rule is linked the Linked Description the Allow Option (check mark for allow 'x' for disallow) the Rule Description the Rule Status the Transaction Type the (linked) Rule Group the Rule Override Option the Parent Table and ID the Clone ID and the Record Type. Your set up may vary.
See Also: RecTrac Rules for a detailed description of RecTrac rules setup information and examples.
Buttons on the rule grid…
Click Add and make a selection:
- Add Rule - You will continue to the Rule Detail screen where you may add or change a linked rule using basic options.
- Advanced Rule Add - You will continue to the Rule Update screen where you may add or change a linked rule using advanced options.
Note: Rule Default Record Permissions determine whether or not you receive a Default Record Add pop-up message upon clicking Add Rule and Default Rules by Module determine what default records populate the list.
If you receive the pop-up message asking whether you want to add a --New Blank Record-- then you have Permissions to add "regular" rule records and default rule records to your database. Expand the list and make a selection:
- If you have default rules you may opt to use them you may opt to use them if desired.
- If you do not have default rules Vermont Systems recommends choosing --New Blank Record-- as it will create a new rule.
If you do not receive the pop-up you do not have Permissions to add default rule records to your database. You will be adding a new rule record only.
In the standard Vermont Systems design Rule Default Record Permissions are maintained on your Permissions profile • Default Record Permissions group. Default rules are maintained in Rule Management.
The default rules that populate the Drop-down list are maintained in your Rules and Fees profile.
Highlight/select a record click Change and make a selection:
- Change Rule - You will continue to the Rule Detail screen where you may change a linked rule using basic options.
- Advanced Rule Change - You will continue to the Rule Update screen where you may change a linked rule using advanced options.
Click Link Set and make a selection:
- Link Set as Template - You will continue to the Set Maintenance DataGrid where you may select a rule set template to link if desired. When linked as a template any rules in the set can be modified on a case by case basis but changes made to the set in Set Maintenance will not filter down.
- Link Set as Unchangeable - You will continue to the Set Maintenance DataGrid where you may select a rule set to link if desired. When linked as an unchangeable set rules in the set cannot be changed on this screen. However you can make changes to a set in Set Management and those will take effect immediately.
Highlight/select a record and click Delete to remove it from the rules linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone rules.
Bulk Change is not available from this DataGrid.
Click Export Rules to continue to the File Maintenance Export screen where you can select records in the DataGrid to export. The export creates an XML file which can be viewed/saved from the Document Center.
The Export/Import process provides an easy way to move records between items in your RecTrac database or between separate RecTrac databases if necessary.
Click Import Rules to continue to the File Maintenance Import screen where you can select an XML file containing records you wish to import into this DataGrid.
The Export/Import process provides an easy way to move records between items in your database or between separate RecTrac databases if necessary.
DeleteQuestions
Combined SAQuestionText Data Grid (FRLocationUpdate_QuestionDataGrid)
The Facility Location Update Questions DataGrid allows you to see all applicable questions linked to this Location. Questions linked to the Facility Class, to a Facility Type, a Sub-type, the Category, or to the Facility module will display here.
The Linked To column displays where Questions are linked. Only those Questions linked to the Location can be edited here. Questions linked elsewhere (any Question linked at a higher level of hierarchy) appear on the DataGrid, but you cannot edit or remove them from this DataGrid. They appear grayed out."
By default the Facility Location Update Questions DataGrid displays where the Question is linked the Linked Description the Parent Table and ID the Question Text Status Interface Type and Special Question Function if any. Your set up may vary.
See Also: RecTrac Questions for a full description RecTrac Questions set up information and examples.
Buttons on the DataGrid…
Click Link Individual Question to continue to the Question Text Management Screen where you may add or change a linked question.
Click Apply Set as Template to continue to the Set Maintenance - Question Set DataGrid where you may select a question set to link as a template if desired. When linked as a template questions in the set can be modified on a case-by-case basis but changes made to the set in Set Management will not filter down.
Click Link Set to continue to the Set Maintenance - Question Set DataGrid where you may select a question Set to link if desired. When linked as a set questions in the set cannot be changed from this screen but any changes made to questions in the set in Set Management will take effect immediately.
Highlight/select a record and click Change to continue to the Question Text Management Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the questions linked to this DataGrid.
Highlight/select an existing record and click Clone to continue to the File Maintenance Clone program where you can clone questions.
Bulk Change is not available from this DataGrid.
Click Preview to continue to the Preview Questions screen where you may review all questions that are visible on the DataGrid.DeleteEmail Features
(FRLocationUpdate_EmailFeaturesDataGrid)
The Email Features DataGrid allows you to see all applicable email notification criteria linked to this item. Email features/criteria dictate when an email will be sent (upon a purchase, upon a cancellation/return, etc.) and to whom it will go.
By default, the Email Features DataGrid displays the Transaction Type that will result in an email being sent, the Status, (linked) Feature Type, (linked) Feature List, whether to CC a Coordinator option (as applicable), Free Form Contacts, Staff Contacts, Override Text, and Features. Your set up may vary
Buttons on the DataGrid…
Click Add to continue to the Email Features Update Screen where you may add or change a linked email feature.Highlight/select a record and click Change to continue to the Email Features Update Screen where you can make changes.
Highlight/select a record and click Delete to remove it from the item.
Delete