Difficulty: novice
Content
| Table of Contents | ||||
|---|---|---|---|---|
|
Learning Objectives
After reading this article, you’ll be able to:
Perform the module activation for Masterdata: Assets
How to navigate to the module activation
To start the module activation for Masterdata:
We have to navigate to the startboard. then click: Module Activations
Select the tab: available modules to activate.
Select Masterdata: Assets.
After selecting Masterdata click ‘Rollout selected Module’.
This will provide you with a short explanation like the one below.
...
After this a new page will open:
...
Steps to follow
Step 1 Settings to be determined
Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text:
...
Setting
...
Description
...
Contextual access to assets
...
By default, various user groups have access to (all) assets, so that anyone who is allowed to create a request, for example, can select any asset. If this setting is set to Yes, the access to the object ‘Asset' is adjusted so that only the specific groups ‘View assets’ and ‘Edit assets’ have access to assets. This gives the option to give (certain) users th(is/ese) group(s) only in the context of a certain assets (via the tab 'Authorized users’ on a assets) and thus only give these users access to those specific assets.
...
| title | Pre-defined settings |
|---|
There are some predefined settings. If these need to be adjusted this should be done via the Module settings button on your startBoard.
...
Setting
...
Description
...
Use assets
...
If set to yes assets are used within this environment.
...
Automatically generate QR code
...
In order to open an asset in Axxerion via an external QR code scanner, the bookmark URL (or SSO bookmark URL, if the customer uses SSO) must be set in the QR field. Will only be done for every new asset.
Step 2 Start module activation
What happens when clicking Start?
You move on to the next page of the Wizard.
Relevant imports are created, in the next step we will go over these imports.
...
| title | Authorizations |
|---|
The following groups can be assigned to users:
...
Group
...
Reference
...
Comment
...
2. view assets
...
GOB-G025
...
Group gives view rights on assets.
...
2. edit assets
...
GOB-G008
...
Group gives create and edit rights on assets.
Step 3 Check data and close the module activation
On the next page we can check all items that have been created. This also contains a checklist we can follow.
...
For importing data we take you through the basics steps on how to import module activation data. More details on imports can be found in this article Imports.
The import files created in this SBR are the imports for assets. To download the import template:
navigate to the “Relevant imports” include
Click Generate import template
Click the download icon next to the loop to download the template.
Send files to the client
Import files received and approved
Click Upload import file and upload the import file obtained from the customer.
If everything is handled we can close the rollout by clicking the close button.
Summary
| Rw ui textbox macro |
|---|
Steps in the module activation
|
Search
...
Master data
Master data forms the foundational elements within any IWMS (Integrated Workplace Management System), serving as the backbone for organizational operations and decision-making processes. It comprises essential information that remains relatively static and holds significant importance for the organization's day-to-day activities.
Master data serves as a reference point for various operational processes, enabling users to accurately identify, track, and manage assets, buildings, areas, and contacts across different functionalities within the software. By maintaining a centralized repository of master data, organizations can streamline processes, improve data integrity, and enhance decision-making capabilities.
2. What is this module about
Asset are one of the master data modules of Workplace Management.
Assets are all the objects…….
For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Asset module in the 'Application Managers' section.
3. Why use this module
Master data, in this case Assets, serves two main purposes:
Integration Across other Modules:
The Buildings and Areas module allows you to use location information in other modules. This offers practical benefits in other modules. Some examples:
Requests: Connecting requests to specific buildings or areas helps the Service Desk quickly locate and resolve issues. Additionally, tracking open or total requests per building or area assists in resource and maintenance management.
Reservation Management: Reserving areas within buildings becomes easier, ensuring efficient use of space and better room availability.
Contracts: Linking Buildings or areas to contracts makes sure the cost can be tracked per building or area. leading to better and more data driven strategic decision-making
Comprehensive Portfolio Management:
Apart from the use in other modules, the Buildings and Areas module can aid in managing your real estate, as it helps to get insights into the organization's buildings, including details like location, ownership, occupancy status, and maintenance history. This overview helps in resource allocation, cost-saving, and strategic decision-making. The same applies to the areas, as understanding the spatial layout improves operational efficiency and compliance
In summary, the Buildings and Areas module offers practical solutions for improving other modules and processes and managing your real estate portfolio.
3.1 Choices to be made within the module
The most relevant choices that can be made before using this module are the following:
Contextual access
By default, every user can select every building and areas in other processes, if linking a building and/or area is enabled for that module (e.g. every user allowed to create a request is by default able to select every building and area in that building when creating a request as long as buildings are used in the request module). The same applies to users authorized to create and edit buildings (and the areas in the building), as by default this system group (3. Edit buildings and areas) is assigned to a user overall, thus applying to every building.
if this should not be the case (e.g. user should only be able to see/select specific buildings or only be able to edit specific buildings or parts of a building (all areas of a given floor), contextual access should be enabled via Module settings → Buildings and areas: Contextual access to buildings (or directly via the module activation). For more information see: contextual access
Additional categories
If the default building or area categories (described in the Master data Buildings & Areas module) are not sufficient, additional categories can be added. See Master data Buildings & Areas module for more information on this.
4. How to activate this module
As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation
4.1 Prerequisites before activating this module
The Buildings and areas module does not require any other modules to be activated before.
4.2 Module activation
For this specific module activation, only one setting applies:
...
Contextual access to buildings: This will enable the contextual access for buildings. See before and contextual access
After starting the module activation, the buildings and areas related imports become available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user groups and these can be assigned to user profiles via the User profile management dashboard which can be found on the admins startboard. For more details, see further down (User groups and profile suggestions).
4.3 Data imports
When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).
Relevant data imports become available in the module activation after the activation has been started. Default data imports can also be found on the admins startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
If the buildings and areas module is activated, the following default import connectors become available:
Reference | Name | Description |
|---|---|---|
FMB-F-021 | Import buildings | This can be used to import buildings of the customer. |
FMB-F-022 | Import areas | This can be used to import the areas of the building of the customer. |
FMB-F-025 | Import user access in context op building | This import becomes available if contextual access to buildings is enabled can be used to import which users should have access to view or edit which building. |
4.4 User groups
When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, system groups, users, and the user profile dashboard, see:User management
For the Buildings and areas module, the following system groups become available:
Reference | Name | Description | License needed |
|---|---|---|---|
GOB-G022 | 2.View buildings and areas | Group gives view rights on buildings and areas. Is only relevant if contextual access is used, otherwise all system groups give access to buildings and areas | Requestor |
GOB-G007 |
| Group gives edit rights on buildings and areas. if contextual access is enabled, this can also be given in the context of specific buildings to users | Full user |
FMB-G140 |
| If contextual access to buildings is used (Settings, master data), this group can be assigned to users to access the navigation menu option "Buildings". Access to specific buildings should be given via the "View buildings" or "Edit buildings" group (in the context of a building). If users are given the group "View buildings" or "Edit buildings" overall, they already have access to the navigation menu option "Buildings" with that group. | Limited user |
4.5 Navigation menu and startboard options
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups).
For more general information on the navigation menu and startboard, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizing+users#2.2-Navigation-menu-and-Startboard
For the buildings and areas module, the following navigation menu options become available:
...
Navigation menu option | Available to system groups | Description |
|---|---|---|
Buildings |
| The option to search for all buildings. |
Areas |
| The option to search for all areas, without the need to first open a specific building. |
| Info |
|---|
It is not necessary to have access to the navigation menu option(s) for master data, in order to be able to select these objects in other processes. E.g. end users most likely do not need to search for buildings via the navigation menu, they only need to be able to select a building in a new request or reservation. if contextual access to buildings is NOT used (default behavior), user that have the authorization to create a Request, Reservation, Visitor, Purchase order, or any other process, can also select any building and area in those processes (if applicable in that process) |
5. Additional reports
There are currently no relevant additional reports available for the buildings and areas.
6. Additional settings and options after enabling
For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
To navigate to all Building and areas settings, go to Module settings → tab Buildings and areas. Hover over the available settings to get more information:
...
7. Additional information
No additional information currently.
8. User manual
For the user manual with a more step-by-step explanation of the Buildings and areas module: Masterdata: buildings and areas
9. Q&A
Waiting for questions to be answered.