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As you know you can also leave the wizard open as long as you like. By now the 'module Activation” button has also appeared on your startBoard. |
What if the environment is already initialized?
It is possible that a client is already using Workplace, but not yet Workplace Experience and our Workplace App for which the integration is setup.
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Step 3: checks before running the Workplace Experience integration Module activation
Check if a trust relation has been set up
Press ‘Client settings’ on your startBoard;
‘Authentication’ tab;
Scroll to the bottom of the page and press the ‘Trust relation’ tab;
If no trust relation is available contact Spacewell Support.
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Check if the access rules have been set up
Press ‘Client settings’ on your startBoard;
‘Authentication’ tab;
Scroll to the bottom of the page and press the ‘Access rules’ tab;
The access rules should correspond exactly to what you see in the screenshot below. If you see a difference:, please contact Spacewell Support.
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Check if the external app has been set up
Press ‘Client settings’ on your startBoard;
‘External apps’ tab;
Scroll to the bottom of the page and press the ‘External apps’ tab;
An External app should of the category “Workplace Experience“ should be visible. If you do not see an external app with this category; please contact Spacewell Support.
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Make sure to apply the mandatory hierarchy when creating building and areas. The conditions for this are explained in the Workplace Experience integration: Reservations module activation and information article.
New button are now available on your startBoard
After activating the module, the module setting ‘Use Workplace Experience’ is automatically set to Yes and a new Button bar will become available on the startBoard of the System administrator. On this button bar several options are visible.
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When configuring the Extern App, you actually determining what Workplace Management objects are available in Workplace Experience.
Check cache configuration (only needed once)
The Cache configuration is used to periodically cache certain data for Workplace Experience. But this cache configuration needs to be enabled. If the cache configuration is not enabled, the data needs to be fetched every time a touchpoint does a request. This will result in performance issues.
Press the ‘External App’ button on your startBoard
Open the external app configuration by pressing the reference
Cache configuration tab: check if the cache configuration is enabled (Active = yes)
if ‘active = no’ > open the cache configuration > press 'Enable'
Manage what buildings are exported to Cobundu Studio
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Press the ‘External App’ button on your startBoard
Open the external app configuration by pressing the reference
Building tab: check if all buildings, that should be visible in Cobundu Studio, are shown here
If not, use the ‘assign’ button to add buildings
To unlink a building: select the line by ticking the box > press 'selection > delete selected objects
Areas tab: check if all buildings, that should be visible in Cobundu Studio, are shown here
If not, use the ‘assign’ button to add areas
To unlink an area: select the line by ticking the box > press 'selection > delete selected objects
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After adding the object to the External app Workplace Mamagement, it takes 1-4 hours to be available in Cobundu Studio (will be optimized in the future). |
I don't want buildings, areas, and users to be automatically added to the External App
By default, the moment they are created, buildings, areas, and users are added to the external App. This is the default setting you have probably applied in the Module activation for Workplace Experience: reservations. To change this setting navigate to: press the ‘Module settings’ button on your startBoard > “Workplace Experience” tab.
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Linking floor plans to areas and workplaces Creating and linking floor plans is not part of the WPM-WPE integration. This is done in Cobundu Studio and is explained in those articles. |
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Linking a regime is optional. If no regime is created reservations can be made 24/7.
Do not add a regime without availability. Make sure always at least one availability is added. See left screenshot.
Wen you want to use the option for ‘Multi day booking’ in the Workplace App you cannot have a regime. A regime will block multi day bookings.
It is optional to configure a deviating regime for a building or a specific area.
Note: when the tenant has buildings in countries that are in different timezones you MUST use regimes, because the regime allows you to set a timezone that differs from the timezone that you set in the client settings.
For all information about creating an linking regimes: Managing regimes .
Step 7: Reservation settings
General reservation setting
The general reservation settings are applicable for Workplace Experience reservations. To open these setting: on your startBoard press ‘Module settings' > 'Reservations’ tab.
Often used general settings for optimal user experience
Setting | Explanation |
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Cancel by requestor X hours before start | How many hours before the start of the reservation, the applicant may still cancel the reservation. Tip: when set to a negative number (e.g. -8), the reservation can still be cancelled even when it had already started. Setting a negative number is recommend. |
Reserve in past until | It is advised to set “Reserve in past until” to ‘2 hours’. This allows for making a reservation just in the past. E.g. you’re creating a workplace reservation at 08:15 and the reservation starts at 08:00. Without this setting, an error would be given when submitting the reservation |
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In the navigationMenu press ‘Buildings’ > buildings
Now open a building
Press the ‘Areas’ tab
Open an area
Now press the ‘…' behind the “Photo’ field to upload a photo OR drag- and drop the photo in this field
Link photo to the same areas using the ‘Area photo overview’ report
It is also possible to link one photo to multiple area/ workplaces (we even recommend this). Read this article to learn this: https://spacewell.atlassian.net/wiki/spaces/KB/pages/88735749/Axx-Cob+integration+WPE+dashboard+in+WPM#Area-photo-overview .
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Step 9: Automated periodical user import or setup SSO
Creating users via an automated ftp import
It is possible to import users based on a csv-file that is periodically imported from a ftp site. Unfortunately, this is currently still a custom functionality, Please contact your Spacewell Partner Support for additional information and help in setting this up.
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We’re working hard to make this functionality accessible and easy to implement by Partners. |
Set up SSO for Workplace
It is possible to create users based on information retrieved from the clients SSO system. This way of managing users is becoming more and more the standard. Unfortunately, this is currently still a custom functionality, Please contact your Spacewell Partner Support for additional information and help in setting this up. A seperate SSO needs to be configured for Workplace Management and for Workplace Experience + Analytics.
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We’re working hard to make this functionality accessible and easy to implement by Partners. |
Step 10: Good to know
Useful buttons on your startBoard after finishing the WPM-WPE integration on the WPM side.
After running the SBR for Workplace Experience: reservations, the module setting ‘Use Workplace Experience’ is automatically set to Yes and a new Button bar will become available on the Startboard of the System administrator. Within this Button bar several options are visible. These are described below. For more details please read: Workplace Experience dashboard in WPM .
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Information: general information on the integration.
Report: overview of the webservice reports used by for the integration.
User export: this export can be used to export Workplace Management users and import them directly in Cobundu Studio.
External apps: quick link to the External App configuration.
Analytics: This dashboard van be used to debug the integration setup and show client customization on the integration reports.
QR Codes Areas: Overview and the option to view and print QR codes of areas/ workplaces.
Area photo overview: Easiest way to upload/ link photos to multi areas in bulk.
Don't forget this about users
After the users are created in Workplace Management there is one bit of information you need to remember when mapping the users with user in Cobundu Studio.
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