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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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2. What is this module about
Asset Assets are one of the master data modules of Workplace Management. Assets are all the objects……. For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Asset module in the 'Application Managers' section.
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Master data, in this case Assets, assets, serves two main purposes:
Integration Across other Modules:
The Buildings and Areas Asset module allows you to use location asset information in other modules. This offers practical benefits in other modules. Some examples:
Requests: Connecting requests to specific buildings or areas assets (e.g., a broken laptop or a malfunctioning coffee machine) helps the Service Desk quickly locate to find more related data on the assets (e.g., uploaded manuals or supplier contact details), helping to quickly identify and resolve issues. Additionally, tracking open or total requests per building or area asset assists in resource and maintenance management.
Reservation Management: Reserving areas within buildings equipment (e.g., a beamer) becomes easier, ensuring efficient use of space equipment and better room asset availability.
Contracts: Linking Buildings or areas assets to contracts makes sure the cost and responsibilities can be tracked per building or areaasset. leading Leading to better and more data-driven strategic decision-making and supplier management.
Comprehensive Portfolio Management:
Apart from the use in other modules, the Buildings and Areas Asset module can aid in managing your real estateassets, as it helps to get insights into the organization's buildingsassets, 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 Buildings and Areas Asset module offers practical solutions for improving other modules and processes and managing your real estate asset portfolio.
3.1 Choices to be made within the module
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By default, every user can select every building and areas asset in other processes , if linking a building and/or area an asset is enabled for that module (e.g., every user allowed to create a request is by default able to select every building and area in that building asset when creating a request as long as buildings assets are used in the request module). The same applies to users authorized to create and edit buildings (and the areas in the building)assets, as by default, this system group (3. Edit buildings and areasassets) is assigned to a user overall, thus applying to every buildingasset.
if If this should not be the case (e.g., user should only be able to see/select specific buildings assets or only be able to edit specific buildings or parts of a building (all areas of a given floorassets (e.g., all assets of a specific building), contextual access should be enabled via Module settings → Buildings and areasAssets: Contextual access to buildings assets (or directly via the module activation). For more information, see: contextual access.
Additional categories
If the default building or area asset categories (described in the Master data Buildings & Areas Asset module) are not sufficient, additional categories can be added. See Master data Buildings & Areas Asset 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 Asset module does not require any other modules to be activated before.
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For this specific module activation, only one setting applies:
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Contextual access to buildingsassets: This will enable the contextual access for buildingsto the assets. See before and contextual access
After starting the module activation, the buildings and areas assets-related imports become available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user system groups, and these can be assigned to user profiles via the User profile management dashboard, which can be found on the admins admin's startboard. For more details, see further down (User System groups and profile suggestions).
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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 admin's startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
If the buildings and areas Asset module is activated, the following default import connectors become available:
Reference | Name | Description |
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FMB-F- |
023 | Import |
assets | This can be used to import |
FMB-F-022
Import areas
This can be used to import the areas of the building of the customer.
FMB-F-025
Import user access in context op building
the assets of the customer. |
4.4
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System groups
When a module is activated, system groups become available that System groups can be assigned to user profiles when a module is activated. These system groups will 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, system groups, users, and the user profile dashboard, see:User management
For the Buildings and areas Asset module, the following system groups become available:
Reference | Name | Description | License needed |
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GOB- |
G025 |
2.View buildings and areas
| The group gives access to the navigation menu to search assets and the group gives view rights on |
assets. The latter is only relevant if contextual access is used, otherwise, all system groups give access to |
select assets in other processes (within the context of a process: if you’re authorized to create requests, one can link any asset if contextual access is not used). | Requestor |
GOB- |
G008 |
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| The group gives edit rights on |
assets. |
If contextual access is enabled, this can also be given in the context of specific buildings or assets to users. | Full user |
FMB- |
G141 |
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| If contextual access to |
assets is used (Settings, master data), this group can be assigned to users to access the navigation menu option " |
Assets." |
Access to specific |
Assets should be given via the "View |
assets" or "Edit |
assets" group (in the context of a building or specific asset). If users are given the group "View |
assets" or "Edit |
assets" overall, they already have access to the navigation menu option " |
Assets" with that group. | Limited user |
4.5 Navigation menu and startboard options
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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 asset module, the following navigation menu options become available:
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Navigation menu option | Available to system groups | Description |
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Assets |
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| The option to search for all |
Areas
View areas and buildings
Edit buildings and areas
Access to navigation menu buildings (only relevant if contextual access is used and user might not have the first two system groups in general, but only in context of certain buildings)
assets and (for users with the system group ‘Edit assets’) the option to create new assets. |
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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 assets via the navigation menu, they only need to be able to select a building an asset in a new request or reservation. if If contextual access to buildings assets is NOT used (default behavior), user users that have the authorization to create a Requestrequest, Reservationreservation, Visitorvisitor, Purchase purchase order, or any other process , can also select any building and area asset in those processes (if applicable in that process). |
5. Additional reports
There are currently no relevant additional reports available for the buildings and areas.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 some 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 as well.
To navigate to all Building and areas asset settings, go to Module settings → tab Buildings and areasAssets. Hover over the available settings to get more information:
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7. Additional information
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For the user manual with a more step-by-step explanation of the Buildings and areas assets module: Masterdata: buildings and areas User manual: Master data assets
9. Q&A
Waiting for questions to be answered.