Location Details

This window shows various details of the Location (the address at which a service or installation is carried out). It may be reached from the list of locations, from the Job Details window by pressing the Location Details button in the Instructions tab, or from the Periodic Charge or Service Details window by pressing the button next to the Site Code.

If ADSW integration is active, an alternative view of this window can be made available by changing the Operator Configuration setting Sites List \ Form to Show. This view shows added information about alarm equipment.

Press this button to display a pick list of customers from which you can select the customer for this location. The selected customer name and account number are displayed to the right of this button.

Site Code

The Site Code is used to identify the location in windows and reports where there is not enough room to display the full name of the location, and to help the operator quickly select a location. If you monitor alarms you may wish to use the alarm's account number, line number, or moncode as the site code.

You can select any unique* combination of up to 10 letters and numbers as a Site Code. You can change the Site Code at any time without affecting the operation of the Smart system (however, all history for this Location will display the new Site Code instead of the old one). If you are using an alarm account number or line number as the site code, and you assign the alarm to a different customer or location, you should change the site code (e.g. by adding an 'x' at the end) and then create a new location with the original site code. This way you will be able to keep the hold history separate from the new history.

A popular convention among Smart users is to use the first 3 letters of the Site Name and the first 3 letters of the suburb. If that Site Code is already in use a number is added to make it unique. For example, the Site Code in the window above would become STRBON01.

* The Site Code must be unique to a Smart installation. If your Smart system is linked to another Smart system via SmartNet it is possible for that control room to send you a job for a different location with the same Site Code, in which case the Site Code will appear twice in your list of Locations (but for different Locations).

This button copies the address details from the currently linked customer (if any). It may be disabled by a setting in the General Configuration window (Prevent Copying Customer Details).

Map

If Map References have been set up in Smart you can press this button to select from a list of map references. This field may be left blank or keyed in manually.

Postcode

If Postcodes have been set up in Smart you can press this button to select from a list of postcodes. This field may be left blank or keyed in manually.

Region

Regions are used to determine when Public Holidays occur at this location, so that holiday surcharges can be calculated. If this field is left blank, only standard Public Holidays are assumed to occur. If you specify a region, both standard Public Holidays and the holidays for that region are assumed to occur. Leave the setting as <none specified > if you do not wish to use this facility.

Time Zone

Time Zones are used to calculate the current time at this location (this time is displayed in the Job Details window and on reports). To change the Time Zone, select from the list of States (this includes different time zones within each state).

If the Location's Time Zone differs from the operator's Time Zone, the Time Zone name and time difference is displayed in the Instructions tab of the Job Details window.

Site Contacts

Contacts are people linked to this location in some way.

Depending on system configuration either one contact or 3 contacts may be entered on each contact record. If you are using automated Notifications you must select to display only one contact.

Press the Contacts button on the list of Locations to see contacts for the highlighted location. Reduce the size of the location list (by clicking the symbol at top right of the window) to see the list of contacts and the list of locations at the same time.

Exporting Site Contacts

Site contacts may be exported in a CSV format which may be imported into a spreadsheet or handheld device. From the Main Menu, select \Maintenance \Locations \Export Contact List

Importing Site Contacts

Site contacts may be imported from a file in CSV format. From the Main Menu, select \Maintenance \Locations \Import Contacts.

CSV format is a popular file type which may be prepared by many different programs, including spreadsheets such as Microsoft Excel. Each column (field) is separated by a comma. If the column includes a comma, it is surrounded by quotes.

Before attempting to import a file it is recommended that you open the file in Microsoft Excel or another spreadsheet program, and check that it has the following column layout:

Column

Contains

Remarks

1 Site Code
Depending on your import settings (see below), this column may be matched with the Smart Location's Site Code, or one of a number of other fields.

2 Location Name
The Location name. This does not have to match the Smart Location name exactly (see below for matching rules)``

3 Contact Name
The name of the contact as it will be displayed in Smart.

4 Phone 1
The main contact number for this person.

5 Phone 2
The secondary number (usually, a mobile number).

6 Phone 3
Any number here will be added to the Pager: field in the Smart Contacts window.

7 Priority
A number (1-99) specifying the priority for this contact.

The file should not have column names at the top of the column, as they could be imported as contact details.

Press the Next button to see the following window:

Specify the name ..

Key in the name of the file to be imported, or press the button to the right [...] to browse for it. The file name does not have to end in .csv, but it must be CSV format (see above).

Match On

Specify which Smart field is to be used to match the Site Code field in the import file. If more than one Smart Location has the same value, a match is not made.

The field names may vary depending on your Smart setup.

Location Name

Check this box if you want to match the imported Location Name to the Smart Location Name (this only comes into effect if there is no match on Site Code, or there are multiple matches on Site Code).

If there is not a singular match on the Location Name, each word in the imported Location Name is matched against Smart Locations containing that word. If there is a singular match, that Smart Location is used. Common words such as 'The' and 'And' and 'School' are not matched.

Contact Type
The imported contacts will be classified as belonging to this contact type. This contact type will also be displayed in the Company: field for the contact.

Replace Existing ..
If checked, all existing contacts of this type for this location will be removed. If not checked, you may have a mixture of old and new contact information.

Press the Next button to start importing, and display the next window:

Press the Cancel button at the bottom of the window to halt processing. Contacts imported up to that point will be retained.

Entries which could not be matched in the Smart Location file are displayed in the list. To match them manually, press the Find Location button and select from the list of Smart Locations. All locations in the import file with the same Site Code will be processed.

Site Conditions

Site conditions specify the action to take if a certain condition occurs at the service location, for example if the service person discovers a broken window.

The Site Conditions button can been hidden by a setting in the General Configuration window.

Service Providers

Linking Service Providers and Locations is one of the key benefits of Smart. It enables the operator to quickly identify the correct Service Provider for a job.

To set up or view the Service Providers for a location, press the Service Provider button on the list of Locations or the Location Details window. Reduce the size of the location list (by clicking the symbol at top right of the window) to see the list of contacts and the list of locations at the same time. Service Providers can be quickly set up for multiple Locations by using the Bulk Location Update facility.

If you simply link a Service Provider to a Location without specifying any other parameters, it is assumed that the Service Provider can provide any service shown in the Service Provider Details window. You can over-ride this by specifying the service to be provided when linking the Service Provider.

Similarly the Service Provider's availability is assumed to be as shown in the Service Provider Rates window unless you specify different details in the Service Provider Link Details window (below)

A low Priority number makes the Service Provider appear higher in the list of Service Providers. For example, a priority of 1 means the Service Provider will appear at the top of the list. Two or more Service Providers can have the same priority number.

If a Commence date is specified, the Service Provider is considered to be available on or after that date. They will appear in the operator's list of Service Providers highlighted in red and may be selected by the operator. Similarly, if a Terminate date is specified the Service Provider is considered to be not available after that date but will still appear in the list of Service Providers highlighted in red. These dates may be left blank if not required.

Schedule Number

Permanent order numbers: Any entry in the Schedule Number field for a Location will be used as the default order number for a Service created for that site, provided that the General Configuration setting Use Site Schedule as Order Number is checked.

Document Linking

Documents (including word processor documents, images, and spreadsheets) may be linked to a Location. On the Location Details window, Alarm Information tab, documents are shown in the 'Linked Documents' list.

To add documents, either drag them from Windows Explorer, or press the browse button [...] to the right of the list.
To view the highlighted document, press the View button to the right of the list, or right click in the list and select 'View' (see note below).
To remove the highlighted document from the list, press the Delete key or right click in the list and select 'Delete'. The document will not be deleted from your hard disk.

Please note:

To View a document, your Windows file associations must be set up correctly. To set this up, locate the document in Windows Explorer and double click on it. Follow the prompts in the 'Open Using ..' dialogue to set up a file association.
The document will only be available to users who have the same name and path for the document folder (for example, all users must use the same drive letter). Confidential documents which are stored on your local hard disk will not be available to other users (or to you, if you are using a different PC!)

Panels

The Panels section is used to record information about alarm panels or other equipment.

Zones

Zones are areas of the Location. Usually a zone is covered by a single alarm detector.

Site Notes

Site Notes are optionally displayed when the operator accesses a job which is in progress or is being created.

Printing Site Notes

Select \Operations \Print \Site Notes from the Main Menu.

This lists temporary Site Notes which apply around today. You may wish to print this report at the start of a shift to draw operator attention to current issues.

Regions

A Region is a geographical area with a common public holiday.

Temporary Locations

A 'Temporary' location is one which has been added on the fly by a despatch operator, using the button which appears on the list of locations. A temporary Location has a site code which starts with an asterisk, e.g. *1234, so that it appears at the top of the list of Locations when they are sorted by Site Code.

Temporary locations should be reviewed on a daily basis, to determine that billing details are correct and that the location is not a duplication of an existing location. If the location is a duplicate, use the Merge Locations facility to link any jobs to the existing location and delete the temporary location.

The above billing options appear on the Temporary Location Details window.

Specify Later allows the job to proceed without a customer linked to it. Billing can be determined later, probably when the job is complete.
Alarm Company allows the job to be billed to the Alarm Company provided one has been selected for the location and the Alarm Company has a customer account number specified in the Alarm Company Details window. (The term 'Alarm Company' may have been changed, depending on your system configuration.)
As Above creates a customer with the same name and address details as the Location, and links the customer to the Location. The customer account number defaults to one greater than the last one entered, but may be changed later without affecting system integrity.
Pressing the Customer button provides a list of existing customers to select from.

Printing Location Summary

Select \Accounts \Reports \Location Summary from the Main Menu

This report shows the total number of locations (and optionally details of the locations) which were added, suspended, or cancelled during the specified period.

Printing Location Details

To print details of a single Location, highlight the Location in the list of Locations and press the Print button. To print details of multiple Locations, select \Reports \Listings \Locations from the Main Menu.

The operator may be prevented from printing alarm details (including details of diallers, panels, zones, and areas) by selecting 'System Access' / 'Print Alarm Information' in the Operator Configuration window.

Technician view

If ADSW integration is active, this alternative view of the Location Details window can be made available by changing the Operator Configuration setting Sites List \ Form to Show. This view shows added information about alarm equipment.

By default, the Dialler Information tab is shown first. The information on the other tabs is the same as the 'normal' Location Details window (above).

Alarm Company

Depending on your system configuration , this button may be labelled differently. Press the button to make a selection. The name and main contact number for your selection are shown to the right.

Dialler

Click the down arrow to the right to select from the list of diallers. The details shown in this window are for the selected dialler.

The numbers to the right of the drop down list are the receiver code and dialler code, respectively.

Right click on the drop down list to add, change, or delete dialler details.

Dialler Settings

Dialler settings are user-defined fields which store settings for the selected dialler.

To add all dialler settings to the list, press the Add all Settings button. Double click in the right column of the list to change a setting (depending on the parameters set in the Dialler Field Name Detais window (see below) there may be limits on the type of entry you can make.

To add dialler settings to the list one at a time, right click in the list and choose Add, or press the Insert key. Then double click in the left column and click the down arrow that appears to select a setting name from the drop list.

To remove a setting from the list, right click on the setting and choose Delete, or press the Delete key.

To add a new field name (setting), double click in the left column so that a down arrow appears, then right click and select Add Field Name. The Dialler Field Name details window will appear (see below).

To modify or delete a field name, double click in the left column so that a down arrow appears, then right click and select from the menu.

If you delete a field name from the list or change the field name in the list, diallers which already have settings for the original field name will not be affected. However you won't be able to add this field to diallers that don't have it.
Operator access to add, modify, or delete field names is determined by the Operator Configuration setting System Access \ Dialler Field Names.

Response Provider

Press the Response Provider button to set or clear the Response Provider. The Response Provider is the guard company which carries out the alarm response.

The main purpose of specifying a Response Provider is to assist in determining the Guard Code. When you first select a Service Provider the Dialler Guard Code defaults to the Service Provider's Guard Code.

The Response Provider's Guard Code is set in the Service Provider Details window.

Guard Code

This is the code entered by a guard to to disarm an alarm.

By default, only users with Administrator access level can see the guard code. Other users may be permitted to view the code by changing the Operator Configuration setting System Access / View Guard Codes.

Last Dial In

Records the date of the last dial in for this dialler. Click the button to the right to enter today's date.

Last Upload

Records the date of the last upload to this dialler. Click the button to the right to enter today's date.

Last Updated

The date and time the dialler details were last changed, and the initials of the operator who changed them.

Areas for Dialler

Displays areas linked to this dialler, and any areas for this location which are not linked to a dialler.

Right click to add, change, or delete area details.

Panels for Dialler

Displays panels linked to this dialler, and any panels for this location which are not linked to a dialler.

Right click to add, change, or delete panel details.

Zones for Dialler

Displays zones linked to this dialler, and any zones for this location which are not linked to a dialler.

Right click to add, change, or delete zone details.

Dialler Field Name Details

This window is accessed from the list of dialler settings (see above). Operator access is determined by the Operator Configuration setting System Access / View Guard Codes.

Entry type
This setting determines what kind of data can be added in the Dialler Settings list.

Any: Numbers, letters, or spaces may be entered up to the Maximum Length specified.

Date: A date in the format dd/mm/yy must be entered. Dates more than 30 years from today are not permitted.

Yes/No: The operator must select Yes or No from a list.

Numeric: The operator must enter numbers only, up to the limit specified in Maximum Length.

Character: The operator must enter non-numeric characters, up to the limit specified in Maximum Length.

Choose From: The operator can choose from the drop list at right.

To add a new choice, key it into the box and press the Tab key.
To delete a choice, select it and press the Delete key. If you delete or modify a choice this will have no effect on existing settings. However, the 'old' choice will not be available in future.

Maximum Length

Specifies the maximum length of the entry if Any, Numeric, or Character are selected as the Entry Type.

Print

Include this setting when printing Location Technical Details

Always display

Display this setting in the list of settings whenever a new dialler is added.

Guards

Guards (or other regular repeating hourly shifts) can be quickly set up on the Guards/Patrols tab. One-off guard jobs must be recorded by a creating a job in the Job Dispatch window or a charge in the Prepare items for Invoicing window.

Right click in the Guards box to add or update details.

Choose Add Shift to record information about the shift and optionally set up Safety Checks.
Choose Add Periodic to generate charges or payments for the shift, use the Guard Scheduling system, require operator dispatch, record more information about the shift, and/or set up Safety Checks.

For more information about guard handling, see the Guard Scheduling section.

Patrols

Patrols (repeated regular visits to this location) can be quickly set up on the Guards/Patrols tab. One-off, short-term, or vacation patrols must be entered in the Job Dispatch window.

Right click in the Patrols box to add or update details.

Choose Add Patrol to record basic information about the patrol and enable it to appear on a patrol run sheet or monitoring window.
Choose Add Periodic to generate charges or payments for the patrol, enable it to appear on a run sheet, and/or enable operator checks on the patrol.

For more information about patrol handling see the Patrols section.