Creating New Organisations
This section covers what information an Updater or State Coordinator needs to provide for adding a new organisation into the KID. The procedure is similar to creating new areas.
The Area and Organisations entities do not have a web-based interface for creating new entries like caves, maps or people. Instead the information required needs to be saved as a spreadsheet file and emailed to the KID System Administrator.
Only a State Cordinator has the authority to add new areas to the KID. If the KID System Administrator receives a request for adding a new area it will be refered to that State’s State Coordinator. This tutorial is therefore directed to State Coordinators rather than updaters.
Go to the KID Documents for Updaters page and under “ASF KID Specifications” click on “Organisation Tables”. A direct link is here. A page showing the structure of the Organisations Table in the database will appear. The table will look something like what is shown below. Note that the table may show additional fields than what are shown here if the table structure has been altered since this documentation.
Table OR0000: Organisation
| FID | Field | Type | Null | Key | Default |
|---|---|---|---|---|---|
| 380 | organisation_id | varchar(9) | PRI | ||
| 376 | organisation_country_code | char(2) | YES | NULL | |
| 178 | organisation_code | char(3) | YES | NULL | |
| 390 | organisation_initials | varchar(8) | YES | NULL | |
| 391 | organisation_name | varchar(60) | YES | NULL | |
| 386 | address_line_1 | varchar(50) | YES | NULL | |
| 387 | address_line_2 | varchar(50) | YES | NULL | |
| 388 | address_line_3 | varchar(50) | YES | NULL | |
| 389 | address_line_4 | varchar(50) | YES | NULL | |
| 392 | city | varchar(25) | YES | NULL | |
| 377 | state_code | char(2) | YES | NULL | |
| 378 | postcode | varchar(12) | YES | NULL | |
| 379 | postcode_first_YN | smallint(1) | YES | NULL | |
| 395 | address_country_code | char(2) | YES | NULL | |
| 506 | country_name | varchar(25) | YES | NULL | |
| 393 | organisation_coverage | enum(‘02’,‘04’,‘06’,‘08’,‘10’,‘12’) | YES | NULL | |
| 394 | organisation_grouping | enum(‘2’,‘4’,‘6’) | YES | NULL | |
| 381 | organisation_type | enum(‘02’,‘04’,‘06’,‘08’,‘10’,‘12’) | YES | NULL | |
| 382 | organisation_defunct_YN | smallint(1) | YES | NULL | |
| 383 | final_year_if_defunct | varchar(4) | YES | NULL | |
| 384 | current_org_id_if_defunct | varchar(9) | YES | NULL | |
| 416 | initials_of_current_org | varchar(8) | YES | NULL |
From the above you can see what fields are required and what is the maximum size of the field. You will need to provide information for most fields except organisation_id. The organisation_id is created by the System Administrator. If you are not sure what a field means you can look it up in the Organisation Definitions for ASF KID.
The 3-letter organisation_code needs to be unique nationally and is set by the KID System Administrator.
Quick tip: Suppose you don’t know what “Organisation coverage” FID 393 means.
Go to the Organisation Definitions.
Then add #393 onto the end of the
URL and press enter; you will go directly to FID number 393. You can then
click on the “codes” link to find out what the allowable emumerations are for
Organisation coverage.
Email this data to the KID System Administrator. The KID System Administrator will take this data and create a script that inserts the data into the region table.