Manage Sites - hmislk/hmis GitHub Wiki

Site Management

Overview

Site Management allows administrators to maintain the list of physical sites (locations) registered in the system. Sites represent distinct physical locations such as hospital campuses, buildings, or satellite facilities. Departments are assigned to sites to indicate where they are physically located.

From this page you can add new sites, edit existing records, activate or deactivate sites, permanently delete sites, and review the full audit history of every change.

Navigation

  1. Click Administration in the main menu
  2. Select Manage Institutions
  3. In the left-hand panel, expand the Manage section
  4. Click Manage Sites

Page Layout

The page is divided into two panels:

  • Left panel - status filter, site list, and action buttons
  • Right panel - detail form showing the selected site's fields

Filtering by Status

At the top of the left panel, three filter buttons control which sites appear in the list:

  • Active (green) - show only active sites (default)
  • Inactive (red) - show only deactivated sites
  • All (blue) - show all sites regardless of status

A label below the buttons confirms the current filter.

Note: Filter buttons are disabled while you are editing or adding a new site. Save or cancel the current operation first.

Selecting a Site

Unlike the institution and department pages which use a search field, the site management page displays all sites in a scrollable list with a filter box at the top.

  1. Browse the site list or type in the filter box to narrow results
  2. Inactive sites are marked with "(Inactive)" next to their name
  3. Click on a site to select it
  4. The detail form on the right populates with the site's information

Adding a New Site

  1. Click Add New (green plus button)
  2. The detail panel switches to "Adding New" mode and fields become editable
  3. Fill in the required fields (see Fields below)
  4. Click Save to create the site
  5. A success message appears at the top of the page

Note: While adding a new site, the list, filter buttons, and other action buttons are disabled. Click Cancel to exit without saving.

Editing an Existing Site

  1. Select the site from the list
  2. Click Edit Selected (pencil button) - this button is only enabled when a site is selected
  3. The detail panel switches to "Editing" mode and fields become editable
  4. Make your changes
  5. Click Save to apply changes, or Cancel to discard them

Important: You must first select a site before the Edit Selected button becomes active. While editing, the list, filter buttons, Add New, and Delete buttons are disabled.

Changing Active / Inactive Status

You can deactivate a site to temporarily remove it from selection dropdowns without permanently deleting it. Deactivated sites can be reactivated at any time.

  1. Select the site from the list
  2. Click the status toggle button:
    • If the site is currently active, the button reads Deactivate (orange/warning)
    • If the site is currently inactive, the button reads Activate (green/success)
  3. A confirmation dialog appears asking you to confirm the action
  4. Click Yes to proceed or No to cancel
  5. The site's status updates immediately

Tip: Use the Inactive filter to find all deactivated sites when you need to reactivate one.

What Happens When a Site Is Deactivated

  • Excluded from dropdowns - the site no longer appears as a selection option when creating or editing departments
  • Warning on linked departments - if a department is linked to a deactivated site, a warning message is displayed on the department management page
  • Existing records preserved - departments and other records already linked to the site are not affected

Deleting a Site

Deletion is permanent and cannot be undone.

  1. Select the site from the list
  2. Click Delete Selected (red trash button)
  3. A confirmation dialog appears: "Are you sure you want to delete this record?"
  4. Click Yes to permanently delete or No to cancel

Warning: Deleted sites cannot be recovered. If you only need to temporarily remove a site from use, deactivate it instead.

Viewing Audit History

Every action (create, edit, activate, deactivate, delete) is recorded in the audit trail.

  1. Select the site from the list
  2. Click History (clock button)
  3. The audit events page opens showing the complete change log

See Institution and Department Audit History for the full guide.

Fields

Basic Details

Field Required Description
Name Yes The site's name (e.g. "Main Campus", "Building A")
Code No An identifier code for the site

Editing Details (Read-Only)

Field Description
Creator The user who originally created this site
Status Current active/inactive status
Retired At Timestamp of when the site was deactivated (if applicable)
Retired By The user who deactivated the site (if applicable)

Best Practices

  • Deactivate rather than delete - if a site might be needed again, deactivate it instead of deleting
  • Use clear, descriptive names - site names should clearly identify the physical location
  • Review linked departments before deactivating a site to understand the impact

FAQ

Q: What is a site? A: A site represents a distinct physical location such as a hospital campus, building, or satellite facility. Departments are assigned to sites to indicate where they are physically located.

Q: Can I edit an inactive site without reactivating it first? A: Yes. Switch to the Inactive filter, select the site, then click Edit Selected. You can modify its details while it remains inactive.

Q: What happens to departments linked to a deactivated site? A: The departments remain functional but a warning is displayed when viewing or editing them, indicating that their associated site is inactive.

Related Pages

Back to Manage Institutions