This article explains the purpose of locations in Rio and how users can configure them in their account.
What is the function of locations in Rio?
Creating locations in Rio allows you to attribute environmental datapoints and governance information to the location within your organisation. Locations are essential, as all data uploaded to Rio must be assigned to a particular location.
Who can upload locations?
Not all users have the ability to upload locations in Rio.
Based on your user permissions, you may not have access to account configuration, and therefore cannot upload locations. Do reach out to your account manager if your user level needs to be updated.
Rio Champions and Business Admins can create locations, while Read Only or Contributor access levels cannot. If you do not see the same account configuration options below, it is because you have been given Contributor or Read Only access to the platform.
Find the Locations page
First, you will need to navigate to the Locations section through the Configuration tab.
Select Locations in the configuration menu (as shown below).
Adding individual locations
To add a single location, select the +Add blue button at the top of the page
From here you will see the following pop-up window, scrolling down the pop up, you will enter all details regarding the location you would like to create
Note: Before creating a location, review the list of configured locations to ensure you are not duplicating a location which already exists. You can filter and search for key words by selecting three lines along each column header
Complete the modal with the information required.
Mandatory fields which must be populated:
- Location Name - Use the term associated with this location most commonly in your organisation and avoid using acronyms
- Address 1
- City
- Postcode
- Country
Optional fields:
- Address 2
- Address 3
- Phone
- Waste Out/Waste In - Specific to a location which creates or treats waste. Waste Out is the location where the waste is generated and waste In is the location where it is treated
- Tags - This is a way of creating groups of locations which have a commonality, e.g. company division, business unit etc. To include a location in a Tag you must have already created the Tag in the account configuration. For more information see the 'How do I use Tags in Rio?' article in Rio.
- Location Code (Location ID / ePIM) - A unique identifier used for a large volume of locations across an organisation
- Departments (i.e. Construction, Transportation, Environment etc)
- Tenure (i.e. owned, leased, rented etc)
- Region (i.e. geographical area, north, south, county etc)
- Building type (i.e. Office, Factory, Warehouse, Apartments, House etc)
- Floor Space (Square Meters)
- Occupation Start Date
- Occupation End Date
- Lease Renewal Date
- Notes
Postcode Validation
The Rio platform validates any postcodes entered into a new location, validation is as below.
General Rules:
- Case-insensitive (There may be both capital and small letters in one postcode)
- No trailing spaces allowed
- Maximum amount of symbols is 7 (8 with the space in UK postcodes and up to 12 with dash)
Submit
Once the relevant information had been added, select Create Location.
Congratulations! You have successfully uploaded a location.
Mass Upload Locations
To mass upload multiple locations from a spreadsheet select the Upload blue button at the top of the page.
Once selected, the following window will appear:
To download the template select the ‘Template Link’ in the top left corner of the window, underneath the Add Locations heading.
You can upload data using the window above by choosing an existing file on your desktop, cloud storage one drive etc.
You can either ‘drag and drop’ a selected file into the box or select the Choose a file option in the centre of the screen and navigate your way to the file you wish to upload.
Once selected Rio will use it’s intelligent uploader to ensure the data is mapped correctly.
The intelligent uploader takes the following steps:
1. Set header - Rio will ask you whether the assigned header row is correct (as shown below). If correct, select "Confirm selection and continue ". Where this might be incorrect, use the cursor and select the preferred header row.
2. Match columns – Using AI, Rio will then look to match the name of each column to the accepted fields in the platform as seen in the image below.
Note: Where a graphic of a robot appears this is where there may not be an exact match to the fields accepted in Rio, therefore Rio has assigned the closest match using AI. It is important to check that the correct match has been selected.
For example, ‘Address’ has been matched to ‘Address 1’ and Post Code has been matched to ‘Postcode’.
To amend the matched columns, simply click on the downward arrow next to the field in question to provide a list of all columns.
Once column matching has been reviewed, select the Confirm matching and continue option in the bottom right of the screen.
3. Match values – Where applicable, Rio uses AI to match all values across Country, Tags, Departments, Regions, Tenure, Building Type etc.)
Once the matched values have been reviewed, select Continue in the bottom right of the screen.
4. Review and edit – Rio will analyse the data being uploaded and flag any errors. Where there are no errors, the following message will be displayed in the top right of the window ‘No errors’ (as seen below).
Where errors are flagged the following will appear; ‘Show rows with errors’ (as seen below).
Note: the errors here are due to mandatory fields being left vacant. If you hover over the cell highlighted in red, Rio will provide guidance on the type of error and how to resolve it.
To see all rows with errors click on the error message at the top right of the window (as per the below).
Once amended, the ‘No errors’ message will appear and you should now be able to select the ‘Finish’ option in the bottom right of the window.
When prompted, with the ‘Are you ready to submit?’ select Yes or alternatively if you would like to go back to any stage of the intelligent uploader process select No.
Once Yes has been selected, Rio will upload the list of locations – Congratulations you have now completed a Mass upload of locations to the Platform.