Update or delete contractor organizations

Update or remove the contractor organizations that are already in your account. You must have the Contractor Manager user role to edit organizations.

How to update organizations 

Organizations are constantly changing and updating, as is your relationship with them, so you need to edit the records you keep to reflect those changes.

There are three ways of updating contractor organizations, manually one at a time, in bulk using the Run Action menu, or in bulk using a CSV template import. Updating manually lets you edit more areas of the organization’s information, whereas Run Action and CSV import enable you to edit basic information for multiple organizations.

This article covers:

If you need to record information that's not included in the default fields, add custom fields before updating your organizations. If you are updating multiple organizations, export your organization list after you've added the fields. The spreadsheet will contain both default and custom fields. 

Update a single organization

Edit an organization

  1. Go to Tools > Contractor Manager.
  2. Click View next to the organization you want to edit. You can use the Keyword Search to find the organization you want to edit.

    Organization-View.png

  3. Make any changes necessary to any of the organization’s information. You can use the left-hand menu to skip to the relevant area. Make sure to save the page after each change you make.
  4. When all changes are made click either Save & Close or Back to Organizations List to return to the Organizations list.

Delete an organization

  1. Go to Tools > Contractor Manager.
  2. Click Delete next to the organization.

    Organization-Delete.png
  3. Click Remove to confirm. 

Update multiple organizations using the Run Action menu

The Run Action menu gives you a limited number of options to update organizations. You can run these actions on one or multiple organizations at once. The following options are available: 

  • Assign to Category Group - Assign organizations to a category group. 
  • Change Status to - Update the organizations' status. Choose Active, Pending, On-Hold, and Inactive. 
  • Assign Location Rights - Give selected organizations access to specific locations. 
  • Assign to Internal User Access Group - Assign organizations to Internal User Access Groups you've set up.
  • Change Contractor Type - Assign a contractor type to selected organizations.
  • Delete Organization - Remove selected organizations from your account. You can only delete an organization if there are no members attached to it.

To use the Run Action menu: 

  1. Go to Tools > Contractor Manager.
  2. Select Organizations from the left-hand menu.
  3. Use the checkboxes on the right-hand side to select the organizations to update. 
  4. Click Run an Action, then select the action you want to update.
  5. Click Run Action.

    Organization-run-action.png

Update multiple organizations using the CSV template

The default fields that you can change by CSV import is Type, Name, Trading As, Legal ID, Legal ID Type, Phone Number, Email Address, Physical Address, Country, Status, Organization Owner, and Location Permissions. You do not need to enter information for all default fields, only Legal Name, and Status of Account. if your account has mandatory custom fields, you'll also need to complete this information. 

To delete an organization, remove them from the template. Make sure they don't have any members linked in OnLocation before making this change. 

To update your organizations: 

  1. Go to Tools > Contractor Manager.
  2. Click Update Organizations.

    Organizations-Update.png
  3. Select Export your Organization List.

    Organizations-Update-export-list.png
  4. Open your file and make any changes. For the file to import correctly, do not change or remove any column headers. 
  5. Save your file in a CSV UTF-8 file format.
  6. In MRI OnLocation, return to the Update Organizations pop-up box, click Import List from a CSV File.

    Organizations-Update-import.png
  7. Click Select CSV File, select the file from your computer and click Open.
  8. Click Upload CSV File.

    Organizations-Update-import-File.png
  9. Check that the headings of your columns are matched with the correct fields in OnLocation. This should happen automatically. 
  10. Select a Unique Identifier. This will be used to match the records in your file with the records in OnLocation. The most useful identifier to use when updating records is the System ID because it is created by the system and unique to every organization.
  11. (Optional) If you are deleting any organizations, select the Remove Existing Records checkbox.
  12. Click Submit for Validation.

    Organizations-Update-Validate.png
  13. Click Confirm & Submit, then click Close.

You will receive an on-screen notification confirming that your organizations’ details have been updated.