Location Manager Administration

Location Manager is an app that allows you to store and use location-specific details in custom templates within Media Builder.

It is the responsibility of customer Site Admins or individual location owners to keep the information in Location Manager accurate. Suttle-Straus generally does not, and should not, update these field values.

Each location includes a Reference Code and a Location Name, which are used to retrieve data for templates. You set these values yourself and can use an existing coding system as the Reference Code for each location (see section Location Management below).

Reference Code at left, Location Name at right

Access & Permissions

Access to Location Manager is usually granted to location owners or staff for updating fields, though some customers restrict access to Site Admins who handle all maintenance.

Users with specific location access can edit any unlocked field.
Site Admins have full access to all locations and fields.
Site Admins can create, rename, or remove locations.
Site Admins may review field value changes.

Assigning User Access to Locations

By default, non-Admin users see no locations in Location Manager when their account is created. To grant access and editing rights to specific locations, link the user account to the location after setup in the Brand Portal. Site Admins already have access to all locations and cannot be assigned through these steps. Accounts can be assigned to more than one location as needed.

After logging into the Brand Portal go to Location Manager > Site Admin > Manage User Locations.
From here you have the Manage By: dropdown option to manage by Users or by Location. This choice allows ease of use depending upon factors such as number of locations and number of users to manage.
- Manage By User
  - Locate the user account email in the list and select Edit Locations link. The list of all allocations will appear.
  - Click the checkbox next to the location(s) to enable the access, or un-check the location(s) to deny access.
- Manage By Location
  - Find the location in the list and select the View link. The list of all user accounts will appear.
  - Click the checkbox next to the user(s) to enable the access, or un-check the users(s) to deny access.

Assigning user access to a location

Removing Admins from Location Manager

At Location Manager > Site Admin > Manage Admins you can see a list of all accounts that currently have or previously had Admin access to Location Manager. You can remove accounts from the list with the Delete button if the user no longer has Admin access to the Brand Portal. This is a clean-up function only, it does not disable a users account. To remove access, see the section on Managing User Accounts/Deactivating A User.

Removing a Site Admin

Location Management

Adding New Locations

The Location Name and Location Reference Code input during this process is the information presented to the user within the Location Selection dropdown on the Product Pages.

Log in to the Brand Portal and navigate to Location Manager > Site Admin > Manage Locations > Create / Clone Locations.
Choose Create Empty Location or Create From Existing. The latter copies data from an existing location for quicker setup.
Enter the new location's Reference Code and Name, select a location to copy if you selected Create From Existing, then click Submit.
Find your new location under Location Manager > Locations and edit its fields as required.

Creating a new location

Editing & Removing Locations

Log into the Brand Portal and navigate to Location Manager > Site Admin > Manage Locations > Manage Locations.
Find the desired location in the list. To restrict access, select Disable; to update the reference code or name, select Edit.
- Name changes only affect future orders, not past ones.
- Changes to the reference code or name do not apply to items already in a user’s cart.
- Editing the location name here does not alter other editable fields for that location.

Editing or removing a location

Field Change Review & Approval

When enabled, Site Admins review any changes to Location Manager fields before they take effect.

If a non-Admin user requests a change, all Site Admins receive an email notification. The change remains invisible in Location Manager and does not update custom templates until approved. There are two approval options: All Fields or Specific Fields; the review process for both is identical.

All Field Change Approval Option

Suttle-Straus configures approvals for all fields. Contact brand portal support to enable this option.

Specified Field Change Approval Option

Site Admins can require approval for individual fields by selecting the checkbox next to a field when viewing locations. This setting applies to all locations and is not visible to non-Admins. When enabled, users see: “Content changes will be submitted for Site Admin approval” below the field.

Example of a Location Manager field enabled for change review & approval (the checkbox at right is marked). Notice also the label below the field that is visible to all users when this is enabled.

Field Change Review and Approval Process

Once you receive the field change request email notification, log in to the Brand Portal and go to Location Manager > Approvals.
- To view reviews that have already been completed, click the History button.
- To see current reviews that require action, click the Pending button.
- Users who are not Site Admins can access this view but cannot take action on the reviews.
Examine the requested changes. The table will display both the Current and New values for each field. Choose either Approve or Deny for each pending request. You may also add a note for any change; this note will be included in the email sent to the individual who requested the change once the review is finished.
- If you select Approve, the new value will appear on custom templates that pull from this field.
- If you select Deny, the field's value in Location Manager will revert to its original state.
After the review is done, a notification email with the outcome is sent to the person who made the request.

Example of a change awaiting review and approval

Exporting Location Manager Data as a Spreadsheet

Users can export location data to review all stored values.

Log in to the Brand Portal and navigate to Location Manager > Locations.
Click View beside any location.
Click the green Download CSV button to download a CSV file with your accessible locations' fields and values.