Home » GPS Tracking Blog & Software News » OnTrack Newsletter Vol:23: Tech Knowledge – Grouping Tool Keeps It Together
April 30, 2012

OnTrack Newsletter Vol:23: Tech Knowledge – Grouping Tool Keeps It Together

TECH KNOWLEDGE

Get Organized
Ever have so much to do that you can’t keep track of it all? If so, you know what it’s like to suffer from information overload. It’s just common sense that the more information you have to deal with, the better that information needs to be organized in order for you to be able to efficiently manage it. On the Position Logic platform, that kind of information organization is easily accomplished by using the Grouping tool. Let’s look at some different scenarios where you might be able to make good use that.
The first, most logical (and most obvious, perhaps) grouping will be in the case where you have multiple clients. In that case, having a group for each client not only makes sense, it’s also the way in which you control which users you create can see which assets. But what are some other ways in which you might use groups? This is where you can let your creativity and your own organizational needs dictate what kinds of groups you should create.

Huddle Up
In fact, any attribute by which your assets naturally divide themselves is a good candidate for a grouping criterion if it suits your needs. What do I mean by that? Well, you might have some vehicles in Georgia and some vehicles in Florida – so you might consider creating a Georgia group and a Florida group so you could focus on one state in particular when you needed to. Or you might track, say, both vehicles and VIPs – and because your monitoring needs for each are quite different, you could easily set up one group for your vehicles and another group for your VIPs.
I’m sure you see the picture – and if you have a large number of assets to track, it’s an important picture: Group the things you’re tracking into logical groups that make sense to you and serve your tracking needs. If you follow that basic premise, you will end up with an arrangement that is perfectly suited to your own distinct situation.
Now, basic theory is all well and good, but how do you actually put that into practice?

Begin at the Beginning
When you sign in to the platform, the very first sight that greets your eyes is the Dashboard tab showing you the Group sub-tab by default. Convenient! All of the current groups you’ve created will be listed here, and clicking on the name of a particular group will allow you to edit it. Fortunately for us, this is also the place where you can create new groups and start organizing your information – just click on the Add New Group link at the top right (directly under the Group sub-tab) and you’ll be taken straight away to a tabbed form to enter the information for your new group.

Group Editor screenshot

The form fields are very self-descriptive, and the platform really could not make creating a group much easier. Start by entering a name for your group. This is how you will identify and work with the group all through the system, so a name that accurately describes the group will make you happier in the long run – “MegaCorp VIPs” and “MegaCorp Trucks” will be much more useful group names for you than “Group A” and “Group B,” for example. You will also need to enter a supervisor name at this point.

Although the group name and supervisor name are in fact the only elements of a group that are mandatory, there are several other pieces of information that you can specify when you create a new group. On this first tab of the form you can also enter a description of the group, which can help you more readily make sense of your data. You will also notice two other tabs on the form, one for Time Settings (which actually will let you set time zone and different units of measure) and the other for Hours of Operation. Again, these settings are optional – but the slight extra work involved in setting this information now could potentially save much work and time for yourself or your clients at some point in the future.

Once you are all done, hit the Save button and you will be taken back to the main dashboard, with your new group now showing and ready for assets. (You can also hit the Cancel button if, for example, you’re writing a newsletter and creating groups that you don’t really want to add to the system. Just saying.)

Time to Regroup
Again, the main point of grouping is to allow you to organize your assets – and thus your information – into logical units. Creating a group is an extremely quick process, and the time it takes to do so is trivial when looked at from the vantage point of increased efficiencies. Once you have created your groups, of course, you can assign security permissions to them, and also specify which people, vehicles or other assets should be assigned to which group. The actual method of assigning elements to a group is a topic we’ll cover in depth at a later time; for purposes of this discussion on using groups to get organized, it’s enough for us just to realize that after we create our “MegaCorp VIPs” group we will of course then go and actually add the device information for our MegaCorp VIPs into our new group.

Call Us and Try Out Grouping for Yourself
We hope this look at the grouping tab will help you to explore the useful and powerful functionality that Position Logic has built in to its grouping functionality. If you’d like a personal, in-depth demonstration of grouping in action, just let us know! It’s easy -- you can visit our website at http://www.positionlogic.com/request-a-demo/ to request a demo, or you can call us at (U.S.) 1-866-676-2371 or 239-465-0587 (U.S./International). Either way, we look forward to speaking with you!