| Info |
|---|
Keep in mind: This module activation is step 4 chapter 3 in theWorkplace Experience integration: Setup guide. Finish up steps 1 to 3 chapter 1 and 2 before starting this module activation. Steps 5 and further in that article The rest of the chapters in the setup guide can be done after completing this the module activation. Those steps These chapters go into detail on some of the often used additional options in this integration. |
...
Workplace Experience touch points (Go, Workplace App, Floor display, Kiosk, Room display) can be used by end-user to create reservations, were Workplace Management will be the background system, used for creating and managing all the relevant (master) data and setting up the relevant reservation workflow settings and restrictions.
This article only focuses on setting up this integration for the Workplace management Management side. For the Workplace Experience side, see the relevant articles in Workplace Experience.
...
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)
3. Choices to be made within the module
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant choices to be made in the reservation module.
...
As a complete solution (complete solutions can only be rolled out initially, if no other module has been activated yet and will include any relevant module related to this solution).
As a module (the Workplace Experience integration module is rolled out as an additional ‘module’ next to other already activated solutions or modules).
In a new environment both the solution and individual module can be activated. If another solution or module is already activated, the Workplace Experience integration module can only solution cannot be activated anymore.
4.1 Prerequisites before activating this module
...
Master data: Buildings and areas
Master data: Assets (Only only if assets (equipment) is needs to be reserved via Workplace Experience)
...
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 can create reservations via Workplace Experience created reservationstouchpoints.
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 managementManagement) or the option to automatically add new assets to the Workplace Experience external app, if Workplace Experience is used to create reservations.New reservable External app.
New reservable assets to Workplace Experience: Determine whether all reservable assets are automatically exported to Workplace Experience or whether the reservable assets are manually added to the External app.
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 managementManagement) or the option to automatically add new reservable catalog items to the Workplace Experience external app, if Workplace Experience is used to create reservations.External app
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 created user profiles:
In a the solution activation, default user profiles are automatically generated (as appose to only a the module activation, in which case the relevant user profiles need to be created or update manually via the profile wizarduser profile management option on the administrator startboard).
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)
...
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 the module activation 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
...
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 with the exception of the first setting 'Create ‘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 No user profiles are automatically generated. The applicable reservation system groups need to be added to new or exiting user profiles via the user profile management option on the administrator startboard. 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 chapter '4.4 System 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' administrator startboard (only for level 2 and level 3 administrators).
...
If Workplace Experience integrationis activated as a solution, the following default import connectors become available (some depending on the setting in the module activation):
N.b. If it is activated as a module, only some of the imports will be available directly in the module activation. Most of the master data import will be available via the default import overview and related master data module activation’s.
...
For every building that is created in WPMWorkplace Management, a main area is created with the category ‘Main area’. Do not make any changed changes to the main area! All floors and areas that are created for this building, will be placed hierarchically below this main area.
...
Below the requirements in WPM Workplace Management are explained. Instruction on how to set up “location mapping” in Workplace Studio is explained in this article: Studio location mapping. When importing or manually creating buildings and areas in Workplace Management please make sure to stick to the following rules regarding hierarchy:
Axxerion Location Category | Hierarchy | Workplace Experience Location Category |
|---|---|---|
Building of the category “Geographical area”‘Geographical area’ | Highest level (optional) | Area |
Building of the category “Site”‘Site’ | A site can be part of a Geographical area or not have a parent (optional) | Site |
Building of the category “Building”‘Building’ | A property can be part of a site or not have a parent | Building |
Area of the category ‘Floor’ | A floor is part of a the main area of the building | Floor |
Area of the category 'Meeting room' | A meeting room is part of a floor | Room |
Area of the category 'Area' | An area is part of a floor | Room |
Area of the category 'Workplace' | A workplace is part of an area | Workplace |
Area of the category 'Custom category’ 1 | A custom category is part of an area | Workplace / room / parking |
Area of the category ‘Parking’ | A parking is part of a floor | Parking |
1 When a custom Area category is created, 95% of the cases it will be on the same hierarchical level as workplaces, rooms or parkings. As an example of a custom area categories, you could think of a concentration hubs hub or prayer room. For details on mapping custom categories, see this article Studio location mapping.
Hierarchy with a site or geographical area: additional rules
In Workplace Management, make sure no areas are added to properties of the category ‘Site’ and ‘Geographical area’. You are only allowed to add areas to properties of the category ‘Property’.
When creating a new property in Workplace Management the option to add areas is hidden, so that is fine.
But, afterwards when you change the category from ‘Property’ to, ‘Site’ or ‘Geographical area’ make sure you first delete all areas (except for the main area of course).
It is possible have a additional hierarchical levels above ‘Property’. This is explained in the table above, but not shown in the screenshot below. These levels are called ‘Site' and ‘Geographical area'.
A site could, for example, be a business park on which five properties are located.
The category Geographical area can for example be used as a parent for sites with in the same city or country.
...
4.4 System groups
When a module is activated, user system groups can be assigned to user profiles. These user system groups 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, user system groups, users, and the user profile dashboard, see: Authorizing usersUser management.
Since this module is about the integration of the Reservation module with Workplace Experience, see Reservations module activation and information for the relevant user system groups.
4.5 Navigation menu and startboard options
...
If the Workplace Experience integration module/solution activation has already been completed in the past, without the use of Service Services (catalog items) and/or equipment Equipment (assets), it is always possible to enable this via the Module settings ‘Module settings’ for Workplace Experience:
...
Via these settings (same as in the module activation), it can be determined that every newly created reservable asset, reservable Catalog catalog item and/or cost center can automatically be added to the external External app. if If any of these objects already exist, and should be made available in Workplace Experience, they need to be added to the (workplace experienceWorkplace Experience) external External app manually. For more information on the External app, see: Workplace Experience integration setup guide.
...
Open The Workplace Experience external External app (via the workplace experience Workplace Experience button bar on the administrator startboard)
Navigate to the “Category settings. ‘Category settings’ include
You can determine the “Check‘Check-in” in’ settings per area category. To add a new setting, press the “New” ‘New’ button.
...
After pressing the “New” ‘New’ button, you can create a new “Check‘Check-in” in’ setting.
Choose per area category and building combination the desired check-in settings.
...
It is possible to create group bookings in Workplace Experience. The settings setting must be turned enable in “Device control” ‘Device control’ for Workplace Experience to have the option visibleactivate group bookings.
Also, check if the following setting is turned on in Workplace Management:
”Default reserve on behalf of someone else” setting is turned on in the settings of the Workplace Experience Module. You can find the setting via the module settings option, tab ‘Workplace Experience’ via the administrator startboardWorkplace Management:
'Module settings' → ‘Workplace Experience’ tab → 'Default reserve on behalf of someone else'.
...
| Note |
|---|
It sometimes occurs that some users will not see the “Group Booking” ‘Group Booking’ toggle option. If that is the case, check their personal user settings in Workplace management and Management, if the “reserve ‘Reserve on behalf of someone” someone else’ option is set to “Yesenabled. ” |
8. User manual
Since this module is about the integration of the Reservation module with Workplace Experience, see the reservations user manual with a more step-by-step explanation of the process itself: Reservation module for (end)users for the Workplace Management part. For the end users in Workplace Experience, see: Workplace App End user Quick Guide
...