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The external app type 'Workplace Experience' is used to expose the Workplace Management environment to Workplace Experience touchpoints such as the Workplace App, Go, Room displays, Kiosks and Floor displays. Workplace Experience can fetch the relevant user data, reservation data and reservable object data. Reservations and/or visitors created via a Workplace Experience touchpoint are created in Workplace Management via the external app.

2.1.1

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It is possible to create a ticket via the Workplace App. In the external app, the default request category and the default problem type can be specified. Requests created from the Workplace App will automatically get the applicable category and the problem type is automatically assigned resulting in the request ready to be picked up by the relevant service team.

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Linking objects

The Workplace Experience external app also consist of several includes, which are used to link all relevant masterdata objects applicable for the Workplace Experience touchpoints. The Buildings, Areas, Assets, Catering items, Cost centers and System users can be linked via the corresponding includes and will be exposed to the Workplace Experience touchpoints. Objects not linked to the external app, will not be available/visible in the Workplace Experience touchpoints.

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2.1.2 Skip checks and Cache configuration

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Next to cached data, other data can not be cached. Data which can change and needs to always be up-to-date, cannot be cached. For example, if a user looks at a floorplan from the Workplace App, the user should see up-to-date reservation data to determine which workplaces or meeting rooms are available to reserve.

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2.1.3

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The Workplace Experience external app also consist of several includes, which are used to link all relevant masterdata objects applicable for the Workplace Experience touchpoints. The Buildings, Areas, Assets, Catering items, Cost centers and System users can be linked via the corresponding includes and will be exposed to the Workplace Experience touchpoints. Objects not linked to the external app, will not be available/visible in the Workplace Experience touchpoints.

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Check-in options

In the external app, it can be specified per category and building if the user needs to check-in the reservation, when it is about to start. Determine whether check-in is required, check-in can be done via scan, when the option to check-in becomes available before the start of the meeting and until what time after the start of the reservation, the user can check-in.

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2.1.4 Workflow interaction

In the external app the workflow interaction determines which categories are used for single and recurring reservations created from the external system. By default the correct categories are automatically used and the workflow interaction on the external app should only be used, if there is a deviation from the default categories.

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2.1.5 Ticketing

It is possible to create a ticket via the Workplace App. In the external app, the default request category and the default problem type can be specified. Requests created from the Workplace App will automatically get the applicable category and the problem type is automatically assigned resulting in the request ready to be picked up by the relevant service team.

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2.2 Analytics

2.3 Calendar integration

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Workflow interaction

Events

4. Configuration of the External App

An External App is used to configure and monitor the connection to an external system. An External App can concern multiple objects (such as buildings, areas, system users, assets, catalog items and cost centers), and can define which objects are exposed to the external system.

The External App used for the Workplace Experience integration can be found via the Workplace Experience buttonbar on the administrator startboard (or via Client settings → Aiuthentication tab).

When configuring the External App, you actually determining what Workplace Management objects becoce 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 touch point does a request. This will result in performance issues.

1. Press the ‘External App’ button on the administrator startboard

2. Open the External App configuration by clicking on the reference

3. Cache configuration tab: check if the most recent cache configuration is enabled (Active = Yes, (green light))

   1. If ‘Active = No (red light)’ > open the cache configuration > click 'Enable'

Manage what objects are exported to Workplace Experience

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1. Press the ‘External App’ button on the administrator startboard

2. Open the External App configuration by clicking on the reference

3. Buildings include: check if all buildings, that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) buildings.

4. Areas tab: check if all areas , that should be visible in Workplace Experience, are shown here. If not, use the ‘assign’ button to manually add (additional) areas

5. If Services and Equipment (assets and catalog items in Workplace Management) should be reservable via Workplace Experience, make sure to also add these to the External App via the designated includes as well.

6. If cost centers should be set in (Service) reservations in Workplace Experience, make sure to add these to the External App via the designated include as well

Automatically add new objects to the External App

Via the module activation (see chapter 4) or via the module settings → 'Workplace Experience' tab, it is possible to indicate that (per type of object) any newly created object is added to the Workplace Experience External App by default:

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