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This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
1. Master data
Master data forms the foundational elements within any IWMS (Integrated Workplace Management System), serving as the backbone for organizational operations and decision-making processes. It comprises essential information that remains relatively static and holds significant importance is importantfor the organization's day-to-day activities.
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For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Properties Buildings & Areas module in the 'Application Managers' section.
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Master data, in this case, buildings and areas, serves two main purposes:
Integration Across across other Modulesmodules:
The Buildings and Areas module allows you to use location information in other modules. This offers practical benefits in other modules. Some examples:
Requests: Connecting requests to specific buildings or areas helps the Service Desk desk quickly locate and resolve issues. Additionally, tracking Tracking open or total requests per building or area also assists in resource- and maintenance management.
Reservation Management: Reserving areas within buildings becomes easier, ensuring efficient use of space and better room availability.
Contracts: Linking Buildings buildings or areas to contracts makes sure ensures the cost costs can be tracked per building or area. leading Leading to better and more data-driven strategic decision-making.
Comprehensive Portfolio Management:
Apart from the use in other modules, the Buildings and Areas module can aid in managing your real estate, as it helps to get insights into the organization's buildings, including details like location, ownership, occupancy status, and maintenance history. This overview helps in resource allocation, cost-saving, and strategic decision-making. The same applies to the areas, as understanding the spatial layout improves operational efficiency and compliance.In summary, the
The Buildings and Areas module offers practical solutions for improving other modules and processes and managing your real estate portfolio.
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By default, every user can select every building and areas area in other processes, if linking a building and/or area is enabled for that module (e.g. . For example, every user allowed to create a request is by default able to select every building and/or area in that building when creating a request as long as buildings are used in the request module)within the building. The same applies to users authorized to create and edit buildings (and the areas in within the building), as by default, this system group (3. Edit properties buildings and areas) is assigned to a user overall, thus applying to every building.
if If this should not be the case (e.g. user should only be able to see/select specific buildings or only be able to edit specific buildings or parts of a building (all areas of a given floor), contextual access should be enabled via Module settings → Buildings and areas: Contextual access to properties buildings (or directly via the module activation). For more information, see: contextual access.
Additional categories
If the default building or area categories (described in the Master data Properties Buildings & Areas module) are not sufficient, additional categories can be added. See Master data Properties Buildings & Areas module for more information on this.
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As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation.
4.1 Prerequisites before activating this module
The Buildings and areas Areas module does not require any other modules to be activated before.
4.2 Module activation
For this specific module activation, only one setting applies:
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Contextual access to buildings: This will enable the contextual access for to buildings. See before and contextual access
After starting the module activation, the buildings and areas-related imports become available to download in the next step. For more details about imports, see further down (Data imports)the next chapter ‘Data imports'.
Starting the module activation will also enable the relevant user system groups and these can to be assigned to user profiles via the 'User profile management dashboard dashboard’ which can be found on the admins administrator startboard. For more details, see further down (User groups and profile suggestions)information about system groups, user profiles and general authorization, see Authorizing users.
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 the activation has been started. Default data imports can also be found on the admins administrator startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
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Reference | Name | Description |
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FMB-F-021 | Import buildings | This can be used to import buildings of the customer. |
FMB-F-022 | Import areas | This can be used to import the areas of the customer's building of the customer. |
FMB-F-025 | Import user access in context op of building | This import becomes available if contextual access to buildings is enabled and can be used to import which users should have access to view or edit which building. |
4.4
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System groups
When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
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Reference | Name | Description | License needed |
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GOB-G022 | 2.View buildings and areas | Group The group gives view viewing rights on buildings and areas. Is It's only relevant if contextual access is used, otherwise, all system groups give access to buildings and areas (within the context of a process: if you’re authorized to create requests, one can link any building if contextual access is not used). | Requestor |
GOB-G007 |
| Group The group gives edit rights on buildings and areas. if If contextual access is enabled, this can also be given in the context of specific buildings to users. | Full user |
FMB-G140 |
| If contextual access to buildings is used (Settings, master data), this group can be assigned to users to access the navigation menu option "Buildings". Access to specific buildings should be given via the "View buildings" or "Edit buildings" group (in the context of a building). If users are given the group "View buildings" or "Edit buildings" overall, they already have access to the navigation menu option "Buildings" with that group. | Limited user |
4.5 Navigation menu and startboard options
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How to navigate to the module activation
To start the module activation for Masterdata, we have to navigate to the startboard. Then click: Module activation and select Masterdata: Properties and areas. After selecting Masterdata click Rollout selected module. This will provide you with a short explanation like the one below.
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After this a new page will open:
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Steps to follow
Step 1 Settings to be determined
Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text:
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Setting
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Description
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Contextual access to properties
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By default, various user groups have access to (all) properties, so that anyone who is allowed to create a request, for example, can select any property. If this setting is set to Yes, the access to the object ‘Property' is adjusted so that only the specific groups ‘View properties’ and ‘Edit properties’ have access to properties. This gives the option to give (certain) users th(is/ese) group(s) only in the context of a certain property (via the tab 'Authorized users’ on a property) and thus only give these users access to those specific properties.
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| title | Predefined settings |
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There are some predefined settings. If these need to be adjusted this should be done via the "Module settings" button on your startBoard > ‘Masterdata’ tab.
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Setting
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Description
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Use properties and areas
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If this field is set to “No”, the option to choose a location is hidden in these processes:
Register meeting room reservations
Customer has multiple locations and wants to be able to link a location to requests and/or visitors
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Show areas directly as number less than
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In the tab areas in a building, the areas are shown immediately if the number of areas is no more than the value in this field.
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Use insurances
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If this field is set to Yes, the tab to added insurances for a building becomes visible. (Visible and managed by group 3. change buildings (GOB-G007)).
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Use property valuations
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If this field is set to “Yes”, the tab “Valuations” will be avaible on the property for the group “Edit Properties.” Different kind of valuations can be registered on this tab, like property value.
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Area unit
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In what unit the area should be shown.
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If these need to edit the area categories, this also can be done via the "Module settings" button on your startBoard > ‘Masterdata’ tab. At the bottom you will see an include with a “Manage Area Categories” tab. Here you can change the categories of an area.  |
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In contrast to other activations you might notice that you do not have the option to generate an end user profile. To make properties/area’s available in end user profiles, the authorization groups (e.g. View/edit properties) need to be:
More on User profiles in /wiki/spaces/~62e256719974783acc356c63/pages/40075271. |
What happens when clicking Start?
You move on to the next page of the Wizard.
Relevant imports are created, in the next step we will go over these imports.
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| title | Authorizations |
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The following groups can be assigned to users:
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Group
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Reference
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Comment
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2. view properties
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GOB-G022
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Group gives view rights on propertys and areas.
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3. edit properties
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GOB-G007
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Group gives create and edit rights on properties and areas.
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9. Access to navigation menu properties
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FMB-G140
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If contextual access to properties is used (Settings, master data), this group can be assigned to users to access the navigation menu option "Properties". Access to specific properties should be given via the "View properties" or "Edit properties" group (in the context of a property). If users are given the group "View properties" or "Edit properties" overall, they already have access to the navigation menu option "Properties" with that group.
Step 3 Check data and close the module activation.
On the next page we can check all items that have been created. This also contains a checklist we can follow.
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For importing data we take you through the basics steps on how to import module activation data. More details on imports can be found in this article Imports.
The import files created in this module activation are the imports for properties and areas. To download the import template:
navigate to the “Relevant imports” include
Click Generate import template
Click the download icon next to the loop to download the template.
Send files to the client
Import files received and approved
Click Upload import file and upload the import file obtained from the customer.
If everything is handled we can close the module activation by clicking the close button.
Summary
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Steps in the module activation:
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Search
livesearchWhen a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups).
For more general information on the navigation menu and startboard, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizing+users#2.2-Navigation-menu-and-Startboard
For the buildings and areas module, the following navigation menu options become available:
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Navigation menu option | Available to system groups | Description |
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Buildings |
| The option to search for all buildings and (if the user has the system group ‘Edit buildings and areas’) the option to create new buildings (areas are always created within a building). |
Areas |
| The option to search for all areas, without the need to first open a specific building. |
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It is not necessary to have access to the navigation menu option(s) for master data, in order to be able to select these objects in other processes. E.g. end users most likely do not need to search for buildings via the navigation menu, they only need to be able to select a building in a new request or reservation. If contextual access to buildings is NOT used (default behavior), users that have the authorization to create a Request, Reservation, Visitor, Purchase order, or any other process can also select any building and area in those processes (if applicable in that process) |
5. Additional reports
Via the navigation menu option ‘reports’ → Folders, Folder 'Master data', key users can find additional reports with regards to the Master data objects:
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6. Additional settings and options after enabling
For most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can also be managed via the Module settings.
To navigate to all Building and area settings, go to Module settings → tab Buildings and areas. Hover over the available settings to get more information.
7. Additional information
If the Buildings and areas module is enabled, it is also possible to activate the Space Management options via module settings → Buildings and areas: Space Management. This additional sub module is enabled by the following setting:
For more information about this sub module, see: Space Management in the application managers part.
8. User manual
For the user manual with a more step-by-step explanation of the Buildings and areas module: Masterdata: buildings and areas
9. Q&A
Waiting for questions to be answered.