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Keep in mind: If you’re setting up a Workplace Management-Experience Integration, this module activation is step 4 in theWorkplace Experience integration: Setup guide. Finish up steps 1 to 3 before starting this activation. Steps 5 and further in that article can be done after completing this module activation. |
This article is under construction, please bear with us
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This module activation is about the integration of the Reservation module and relevant master data with Workplace Experience. For more information on the content of these modules, including detailed descriptions of some of the core components, see these articles in the Application Managers part:
Master data: Asset module (applicable based on the setting in the module activation down below)
Master data: Catalog items (applicable based on the setting in the module activation down below)
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Create reservations only in Workplace Experience: If this setting is set to Yes, the options in Workplace Management to create reservations and additional options such as periodic reservations, calendar, etc. are all hidden, so that key users have clearer screens for managing buildings, rooms, users and via Workplace Experience created reservations.
Reference Workplace Experience tenant: Enter the Workplace Experience tenant reference. The reference can be found in Workplace Studio as a prefix to the username. For example axxprod1.username.
New buildings to Workplace Experience: Determine whether all new buildings are automatically exported to Workplace Experience or whether the buildings are manually added to the External app.
New areas to Workplace Experience: Determine whether all new areas are automatically exported to Workplace Experience or whether the areas are manually added to the External app.
New users to Workplace Experience: Determine whether all new system users are automatically exported to Workplace Experience or whether the system users are manually added to the External app.
Reserve assets (equipment): Determine whether assets can be reserved. Enabling this will also enable the option to set this setting per reservable type (if reservations are created via Workplace management) or the option to automatically add new assets to the Workplace Experience external app, if Workplace Experience is used to create reservations.
New reservable assets New areas to Workplace Experience: Determine whether all new areas are automatically exported to Workplace Experience or whether the areas are manually added to the External app.
New users to Workplace Experience: Determine whether all reservable assets new system users are automatically exported to Workplace Experience or whether the reservable assets system users are manually added to the External app.
Reserve catering assets (servicesequipment): Determine whether catalog items assets can be reserved. Enabling this will also enable the option to set this setting per reservable type (if reservations are created via Workplace management) or the option to automatically add new reservable catalog items assets to the Workplace Experience external app, if Workplace Experience is used to create reservations.
New reservable catalog items to Workplace Experience: Determine whether all reservable catalog items are automatically exported to Workplace Experience or whether the reservable catalog items are manually added to the External app.New cost centers assets to Workplace Experience: Determine whether all cost centers reservable assets are automatically exported to Workplace Experience or whether the cost centers reservable assets are manually added to the External app (if relevant)
Automatically create user profiles:
In a solution, user profiles are automatically generated (as appose to only a module activation, in which case the relevant user profiles need to be created or update manually via the profile wizard.
Via this solution, the following two user profiles are automatically generated and can be assigned to users:
End user profile (reservations: This profile will be used by end users who make reservations (either in Workplace Management or Workplace Experience)
General manager: This profile is used for the manager of a Workplace Experience environment (user management, building management and reservation coordinator system groups)
See Authorizing users for more information on user profiles and authorizing users.
Workflow Emails
The emails that are automatically sent via the workflow (E.g., the confirmation email to the requestor or a new reservation when a new reservation is created) are also generated and shown in the include on the module or solution activation after this is started. It is possible to delete some or all of these emails if some or all of these emails should not be used. For more information on workflow emails: Standard Workflow emails
For a detailed description of the emails sent via the workflow, see: Reservation module in the 'Application Managers' section.
As a module activation
If the module activation instead of the solution activation is started, it will only activate (if not active already) the reservation module. The same settings to be determined apply to the module activation as are used in the solution activation described above (whit the exception of the first setting 'Create reservations only in Workplace Experience').
Any relevant user profiles must also be created or updated with the relevant system groups manually via the User profile dashboard. if the reservation module was already in use in Workplace Management, the users most likely already have the correct system groups in their user profile. See user groups down below for more information if needed.
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 it 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
Available data imports for the Workplace Experience integration
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Reference
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Name
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Description
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FMB-F-500
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Import buildings workplace experience
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This import can be used to import the buildings
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FMB-F-510
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Import areas workplace experience
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This import can be used to import the areas (rooms, parkings, workplaces)
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FMB-F-520
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Import users workplace experience
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This import can be used to import the users
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FMB-F-023
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Import assets
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This import can be used to import the assets items that should be reservable (e.g beamers, laptops, etc).
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FMB-F-024
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Import catering items
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This import can be used to import the catalog items that should be reservable (e.g lunch, coffee, etc). Importing catalog items via this import will automatically put these items in the “Reservable items' category of catalog items.
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FMB-F-083
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Import cost centers
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Only relevant if the customer also want to use cost centers in reservations. This import can be used to import the cost centers that should be selectable by the users in a reservation
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FMB-F-041
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Import reservation settings area
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This import is used to set the reservable specific settings for the relevant areas (e.g. to set the restrictions like reserve in advance until period).
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FMB-F-042
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Import reservation settings asset
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This import is used to set the reservable specific settings for the relevant assets (e.g. to set the restrictions like reserve in advance until period).
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FMB-F-043
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Import reservation settings catalog item
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This import should be used after the 'Import catering items' import, to set the reservable specific settings for the catalog items (e.g. to set the restrictions like reserve in advance until period).
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Reference
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Name
...
Description
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Reserve catering (services): Determine whether catalog items can be reserved. Enabling this will also enable the option to set this setting per reservable type (if reservations are created via Workplace management) or the option to automatically add new reservable catalog items to the Workplace Experience external app, if Workplace Experience is used to create reservations.
New reservable catalog items to Workplace Experience: Determine whether all reservable catalog items are automatically exported to Workplace Experience or whether the reservable catalog items are manually added to the External app.
New cost centers to Workplace Experience: Determine whether all cost centers are automatically exported to Workplace Experience or whether the cost centers are manually added to the External app (if relevant)
Automatically create user profiles:
In a solution, user profiles are automatically generated (as appose to only a module activation, in which case the relevant user profiles need to be created or update manually via the profile wizard.
Via this solution, the following two user profiles are automatically generated and can be assigned to users:
End user profile (reservations: This profile will be used by end users who make reservations (either in Workplace Management or Workplace Experience)
General manager: This profile is used for the manager of a Workplace Experience environment (user management, building management and reservation coordinator system groups)
See Authorizing users for more information on user profiles and authorizing users.
Workflow Emails
The emails that are automatically sent via the workflow (E.g., the confirmation email to the requestor or a new reservation when a new reservation is created) are also generated and shown in the include on the module or solution activation after this is started. It is possible to delete some or all of these emails if some or all of these emails should not be used. For more information on workflow emails: Standard Workflow emails
For a detailed description of the emails sent via the workflow, see: Reservation module in the 'Application Managers' section.
As a module activation
If the module activation instead of the solution activation is started, it will only activate (if not active already) the reservation module. The same settings to be determined apply to the module activation as are used in the solution activation described above (whit the exception of the first setting 'Create reservations only in Workplace Experience').
Any relevant user profiles must also be created or updated with the relevant system groups manually via the User profile dashboard. if the reservation module was already in use in Workplace Management, the users most likely already have the correct system groups in their user profile. See user groups down below for more information if needed.
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 it 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
Available data imports for the Workplace Experience integration
If Workplace Experience integrationis activated as a solution or module, the following default import connectors become available (some depending on the setting in the module activation) :
Reference | Name | Description |
|---|---|---|
FMB-F-500 | Import buildings workplace experience | This import can be used to import the buildings |
FMB-F-510 | Import areas workplace experience | This import can be used to import the areas (rooms, parkings, workplaces) |
FMB-F-520 | Import users workplace experience | This import can be used to import the users |
FMB-F-023 | Import assets | This import can be used to import the assets items that should be reservable (e.g beamers, laptops, etc). |
FMB-F-024 | Import catering items | This import can be used to import the catalog items that should be reservable (e.g lunch, coffee, etc). Importing catalog items via this import will automatically put these items in the “Reservable items' category of catalog items |
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FMB-F- |
083 | Import |
cost centers | Only relevant if the customer also want to use cost centers in reservations. This import can be used to import the cost centers that should be selectable by the users in a reservation |
FMB-F- |
041 | Import reservation |
settings |
area | This import |
is used to set the reservable specific settings for the relevant |
areas (e.g. to set the restrictions like reserve in advance until period). |
FMB-F- |
042 | Import |
reservation settings asset | This import is used to set the reservable specific settings for the |
relevant assets (e.g. to set the restrictions like reserve in advance until period). |
FMB-F- |
043 | Import |
Only relevant if the customer also want to use cost centers in reservations. Via this import, the cost centers can be imported.
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reservation settings catalog item | This import should be used after the 'Import catering items' import, to set the reservable specific settings for the catalog items (e.g. to set the restrictions like reserve in advance until period). |
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When importing buildings and areas make sure to apply the mandatory hierarchy. If this is not done properly, this will result in issues when mapping areas and workplaces in Workplace Experience. |
4.3.1 Mandatory hierarchy for buildings and areas
Main area
For every building that is created in WPM, a main area is created with the category ‘Main area’. Do not make any changed to the main area! All floors and areas that are created for this building will be placed hierarchically below this main area.
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