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Difficulty: expert
Content
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Learning Objectives
After reading this article, you’ll be able to:
Understand Roles/Profiles set-up in Workplace
Select relevant roles per Workplace user
Create environment specific roles as per your needs
Roles and Profiles can be
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used to differentiate users, their rights and options in
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Workplace. If a user has multiple roles assigned to him/her, the overall
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scope of the user will be the sum total/union of all individual roles.
Follow this link to learn more about Cobundu User Management.
How to access:
Go to Workplace back-end https://studio.cobundu.com/
Login with your credentials
Select
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Roles & Profiles
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Standard Roles
“No roles found, unprivileged user”: user can access End-user
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Workplace touch points (GO + Workplace App)
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. As a default, in Studio, every user is created without a role (through excel upload, a role can immediately be assigned to a user).
“Admin” role is needed to access Studio (will only give access to current
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environment)
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and DeviceControl (for KioskApp and Workplace App)
| Note |
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! With great power comes great responsibility: make sure the Admin-user is aware of the Studio basics. Having access to Studio |
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means being able to configure general Settings, Sensor Devices, User Management, Floor plan configuration etc => a basic training in Studio is needed before access can be given. |
"Developer" role is typically assigned
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to users who have the rights to view/consume/integrate
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Workplace APIs
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.
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These users
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might be external developers who work on integrating
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Workplace with their systems,
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and should not have access to
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Workplace touchpoints.
On Workplace Web (GO), users with only developer role are automatically redirected to the API documentation upon login and cannot use any other front-end features.
On Workplace App, an alert will be shown and the user will not be allowed to continue.
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Environment Specific Roles
Depending on the needs
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in your environment, other roles can be added to the
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environment (select "Add New")
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- “Cleaning/WorkAssistant” role is needed to give access to specific overviews with workorders, see configuration instructions on Work Assistant
- Access to dashboards on GO can be restricted per role (under tenant > Tenant Setup > Dashboards)
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, for example access to dashboards on Workplace Web (GO) can be restricted for a specific role.
Role based reservation scope definition
Create a Workplace Role which restricts the user to see only a limited scope of locations, and to be able to make reservations only in those locations.
Step 1: Role definition
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Add new role
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of Type "Reservation Restriction", and describe the reservation scope of a user
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by using any of the following 3 parameters:
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location type
location scope
zone scope
 |  | Location Type - Each role can be defined for either only rooms, only workplaces, or both. |
Location tree with check boxes | Locations scope (buildings) - The locations in which the user is allowed to book a room or desk. |
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Departments scope - Rooms and workplaces can be linked to departments in Cobundu under the Location Grouping settings. When a set of departments are enabled in a role, the user can only book rooms/workplaces linked to that department. An option called "User's / my department" exists, which points to the user's own department for dynamic restrictions per user.
 | Zones scope - Rooms and workplaces can be linked to zones in |
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Workplace under the Location Grouping settings. When a set of zones are enabled in a role, the user can only book rooms/workplaces linked to that zone. |
Step 2: Role assignment
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As a default, Workplace users don’t have any roles assigned. No restrictions are applicable to
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the users.
An administrator can assign one or more roles of type reservation restrictions to a user. If a user has multiple roles assigned to him/her, the overall reservation scope of the user will be the sum total/union of all individual roles.
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See Users & Groups for more information on user creation.
When a Reservation Restricted Role is assigned, the user can only book rooms/workplaces described within the role on Workplace touch points. Reservation requests for other locations will be blocked by
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Workplace.
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The restrictions only apply for bookings made via |
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Workplace, and not for requests originating in the underlying IWMS from other sources ( |
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from Outlook through Exchange or IWMS web portal). Also the other way around: IWMS restrictions will always be respected as it’s the underlying IWMS which owns the reservation data. |
Settings in IWMS | Settings in |
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Workplace | Result in IWMS | Result in |
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Workplace | ||||
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No restriction / Allowed to book room X | No restriction / Allowed to book room X | -> | Allowed to book room X | Allowed to book room X |
No restriction / Allowed to book room X | Restriction set on room X | -> | Allowed to book room X | Not allowed to book room X |
Restriction set on room X | No restriction / Allowed to book room X | -> | Not allowed to book room X | Not allowed to book room X |
If a user is trying to book a resource that is outside of his/her reservation scope, an error message is shown
Step 3: Booking assistance
This part is still a WIP and will be available in a future release.
In the Cobundu touchpoints (like the Workplace app), the search functionality for rooms and workplaces will take the reservation restrictions into account and exclude the resources which are not available for the user.
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