• When: Tuesday 30 May 2023

• What:
  • An option to select the Event Location from a list rather than free-type, for all kinds of events (Events, Non-work Related Events, Food Safety, Supplier Issues).
  • Bug fixes
• Who gets the change: All clients

Selecting an Event Location from a list of values

Summary of changes

Until now, in events of all kinds (Events, Non-work Related Events, Food Safety, Supplier Issues), apart from selecting an Accountable Site, users could also enter a value for Location, to give a more exact location of the incident. This Location was not associated in any way with the Locations defined in Safety's Settings, and only allowed for free-type text, which means that Locations in events could be non-uniform and prone to typos and errors. 

We have relabelled the Location field in events to Event Location and the added an option to turn this field into a list of values, to ensure that the entered data is meaningful and consistent. The setting allowing to switch this functionality on or off is called "Show Dropdown List for Event Locations" and is available in Settings > Options and Preferences. It will be initially switched off after the release. 

With the setting switched off, there will be no change in the functionality apart from the fact that the field previously labelled "Location" in the events registers will now be labelled "Event Location".

When the setting is switched on, the following will happen:

• The Event Location field will change from a free-type text to a type-ahead field, which will look for the available values as the user types in the field.
• The available values for this field will depend on the Accountable Site of the event. If the Accountable Site is linked to a Location (Settings > Locations > Manage Location > Edit Location), and that Location has Sub-locations, then these Sub-locations will be available for selection in the Event Location field.

How to set up Safety to use the lists of Event Locations

1. Add Sub-locations for your Location:

1. 1. Go to Settings > Locations > Manage Location.
   2. For the Location where you want to add Sub-locations, click Actions > Manage.
   3. Hover over the Location name (or a Sub-location name, if you want to add the next level of Sub-locations).
      The "Add" button will appear; click it.
      
      
      
      
   4. Add the details for the new Sub-location and save it.
      Note that Location Types can be managed in Settings > Locations > Location Types.
      
      
      
      
   5. Repeat if you need to add more Sub-locations. Note that you can add child Sub-locations too.
      
      
      
      
   6. Click Back to return to the Manage Location screen.
2.  

2. Link Sites to your Location:

1.  
   1. For the same Location that you have just managed, click Actions > Edit and scroll to the bottom of the Edit Location screen. Here you can specify which Sites of your existing Organisational Structure are associated with the current Location.
      
      
      
      

3. Select an Event Location for an event

1. 1. Go to the Events register and add or edit an Event.
   2. Set Accountable Site to one of the Sites you have just linked to a Location with Sub-locations.
   3. Start typing in the Event Location field.
      Note that the list shows the Sub-locations you have just set up.
      
      

Linking Sites to Locations

While each Location can be associated with multiple Sites, each Site can only be linked to one Location. In the list on the left, showing your Organisational Structure, you will see which Sites are already linked to this current Location (flagged with a "tick" icon) and which ones are linked to other Locations (flagged with a "ban" icon). When you hover over an already-linked Site, a tooltip will show you what Location it is linked to.

If in your Organisational Structure, there are already Sites that are linked to more than one Location each, you will need to resolve this and ensure that each Site is only linked to one Location before switching the setting "Show Dropdown List for Event Locations" on. If needed, please reach out to your Damstra contact for advice.

Events that happened offsite

For events that happened offsite, Event Location will always appear as a free-type text because the offsite location of the event will not be a registered Location in Safety.

Pending Incident APIs

The APIs used to create and update Pending Incidents (Events) have been updated accordingly. If your Safety system has the setting "Show Dropdown List for Event Locations" switched on, then instead of the parameter "offSiteName" you need to use a new parameter "eventLocation", and ensure that its value matches one of the valid Event Locations for the pending event's Site.

Bugfixes

In this release, we have fixed some previously reported defects.