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Difficulty: novice

Content

Learning Objectives

After reading this article, you’ll be able to:

  • Understand how a Brain Rule works

  • Define which Brain Rules fit your use-case

What is the Brain?
The Workplace Brain enables you to define conditions (for example "IF temperature is higher than 25°C") and actions (for example: "Send an e-mail to John Doe") which you can link together. If a condition is met, an action is triggered.
The Brain does not have a user interface. This means you cannot login to a Workplace touch point and start creating conditions and actions. For now, only a fixed set of rules is available (you find that list below). Reach out to your Spacewell Account Manager to have a Brain Rule implemented.

If you are a creative person and want to create rules which are in the same trend as the rules below, but which are not exactly the same: we also have a solution for you. Please use the template below and send send in a product request via your Spacewell Account Manager.

How does the Brain work?

Some people might say the Workplace Brain is a simple IFTTT engine (IF-This-Then-That). That's OK if it helps you understanding the brain basics, it's however not exactly what The Brain is all about. The strength of the Workplace brain is that is continuously scans all incoming (streaming) data from any data source that flows into the Workplace Platform. That means it scans all sensor data & BMS data, but it also scans the IWMS data available in Workplace. Thus, the brain is not a simple IFTTT engine: it's a complex event processing tool.

For die hard fans: The Brain is in the Workplace architecture identified as "Backchat" and exists out of the Drools Engine, the AKKA concurrent application framework and the actual self-created Backchat architecture code. More detailed info can be found here: /wiki/spaces/SUM/pages/492052


Brain rules deep-links : confirmation by clicking button instead of just clicking the deep-link
In most cases, the Brain can send notifications (via e-mail or SMS) that include a deep-link. There are two possible actions that can be triggered by clicking a deep-link from a notification generated by the brain:

  1. Request to keep a reservation

  2. Request to cancel a reservation

Yet you might have anti-malware in place that auto-clicks links to verify their safety, leading to actions being triggered unintentionally. To solve this problem, a new configuration parameter is introduced in the brain rules configuration. Via this parameter, an additional confirmation step can introduced in the web page behind the deep-link. When this is configured, no action is performed immediately when the link is clicked. The end-user has to "confirm" the action on the web page by clicking a button.

Standard Brain rules

Decide which brain rules you want to implement, depending on your use case and situation (kind of devices installed).

Possible Brain rules for locations where occupancy or utilization sensors are installed:

 Auto release Reservation when no occupancy is detected (and send a message)
Rule description

  • Automatically sends a message to cancel in case no occupancy has been detected in a during the first X minutes after the start of the reservation. 

  • Sends a message to the meeting organizer containing a deep-link. When clicked, the meeting will not be cancelled, independently on the detection of presence.

  • The system will auto-cancel the meeting Y minutes after the message has been send (and in case no occupancy has been detected in the meanwhile).

Rule exceptions

  • If no phone number/e-mail address is available, the rule will not be executed.

  • If no presence signal (of any kind) has been received for 24 hours, the rule will not be executed.

Components

  • Time before message is triggered X

    • Default = 15 minutes (*)

  • Time after the message has been send Y

    • Default = 15 minutes

  • Message type

    • Options = Mail or SMS

    • Default = e-mail

  • Message subject for e-mail

    • Default = “Your reservation is about to be cancelled"

  • Message text

    • Default = “We noticed your booked space (<NAME>) is empty. We’ll cancel it in 10 minutes. If you’re running late, click this link and we’ll keep it alive: <deep link>”

  • Time between sending a message and canceling the reservation

    • Default = 10 minutes

  • Locations

    • Options = All locations (where presence is measured) or a selection of locations (eg only meeting rooms)

Requirements

  • Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain exclusively) are needed. Ideally, set up a system account which can perform the required operations.

  • In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

  • The phone number and/or the e-mail address of the reservation responsible needs to be configured

Additional comments

(*) When occupancy is measured using Tracknet PIR sensors, the "time before the message is triggered" cannot be lower than 15 minutes. Since Tracknet PIR sensors only send a new "occupied" signal anywhere between every 8 - 12 minutes, every value lower than 15 minutes would trigger faulty messages to be distributed. When measuring occupancy using Pointgrab sensors, the "time before the message is triggered" can be as low as 1 minute.

Spacewell Workplace Team will require the ID of each location to link the Brain Rule (and Floor ID if locations are on different floors). This allows you to detail if there is a difference in "reaction time" ("after X minutes") for eg meeting rooms and workplaces.

Spacewell Meeting Room Displays (MRD) have a stand-alone grace period functionality. If this is used in combination with the described brain rule, it will cause a conflict. If the user clicks on “confirm” in the email or SMS, they still need to “confirm” on the display too. If this is unwanted behavior, the grace period for the display can be disabled.

Possible customizations of this rule while staying within setting up a standard rule (per tenant per rule)

  • Time before message is triggered X (see additional comments for minimal time per sensor type)

  • Time after the message has been send Y

  • Message type: e-mail or SMS

  • Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected

  • Message text: you can deliver an alternative text, as long as the standard tags are respected (<NAME> and <deep link>)

  • Time between sending a message and canceling the reservation

  • Location scope

  • Additional confirmation by clicking a button instead of just confirming by clicking the deep-link (see description in above chapter "How does it work")

 Auto-end Reservation when no occupancy is detected (and send a message)
Rule description

  • Automatically ends (= changes the meeting end-time) a meeting in case no occupancy has been detected in a location for X minutes.

    • The no occupancy timer starts running as soon as no occupancy is detected, it doesn't necessarily starts counting at the start of a reservation.

  • Sends a message to the meeting organizer containing a deep-link. When clicked/confirmed not to touch the reservation, the meeting will not be shortened, independently on the detection of presence. 

  • The system will auto-end/shorten (not cancel!) the meeting Y minutes after the message has been send (and in case no occupancy has been detected in the meanwhile).

Rule exceptions

  • If no phone number/e-mail address is available, the rule will not be executed.

  • If no presence signal (of any kind) has been received for 24 hours, the rule will not be executed.

Components

  • Time before rule becomes active

    • Default = 15 minutes (*)

  • Time before message is triggered

    • Default = 15 minutes (**)

  • Message type

    • Options = Mail or SMS

    • Default = e-mail

  • Message subject for e-mail

    • Default = “Your reservation is about to be stopped"

  • Message text

    • Default = “We noticed your booked space (<NAME>) is empty. We’ll end your reservation in 10 minutes. Click this link to keep it alive: <deep link>”

  • Time between sending a message and ending the reservation

    • Default = 10 minutes

  • Locations

    • Options = All locations (where presence is measured) or a selection of locations (eg only meeting rooms)

Requirements

  • Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain exclusively) are needed. Ideally, set up a system account which can perform the required operations.

  • In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

  • The phone number and/or the e-mail address of the reservation responsible needs to be configured.

Additional comments

(*) When used in combination with the auto-cancel rule, you want the auto-end rule only to kick-in after a while. For example: when in the first 15 minutes no presence was detected, you want the meeting to be cancelled. If no presence is detected afterwards, you want the meeting to be made shorter automatically.

(**) When occupancy is measured using Tracknet PIR sensors, the "time before the message is triggered" cannot be lower than 15 minutes. Since Tracknet PIR sensors only send a new "occupied" signal anywhere between every 8 - 12 minutes, every value lower than 15 minutes would trigger faulty messages to be distributed. When measuring occupancy using Pointgrab sensors, the "time before the message is triggered" can be as low as 1 minute.

The Workplace Team requires the ID of each location to link the Brain Rule (and Floor ID if locations are on different floors). This allows you to detail if there is a difference in "reaction time" ("after X minutes") for eg meeting rooms and workplaces.

Possible customizations of this rule while staying within setting up a standard rule (per tenant per rule)

  • Time X before message is triggered: The timer starts counting as soon as no-occupancy is detected (see additional comments for minimal time per sensor type)

  • Message type: e-mail or SMS

  • Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected

  • Message text: you can deliver an alternative text, as long as the standard tags are respected (<NAME> and <deep link>)

  • Time between sending a message and ending the reservation

  • Location scope

  • Additional confirmation by clicking a button instead of just confirming by clicking the deep-link (see description in above chapter "How does it work")

 Send a message when occupancy detected for disabled workplace or room
Rule description

  • When occupancy was measured on a meeting room or workplace that has been set to Disabled status, a social breach is detected a message will be sent to a dedicated group of user(s)

  • The message is sent after detection

  • This message is sent every X minutes per location to avoid too much notifications to be triggered for the same event

    • Default: 1 hour

Rule exceptions

  • If no phone number/e-mail address is available, the rule will not be executed.

Components

  • Message type

    • Mail or SMS

    • Default = e-mail

  • Message subject for e-mail: "Occupancy detected ${location.name}"

  • Message text

    • Default: "We have detected occupancy in ${room/workplace name} of ${building name} building while this location should not be used"

  • Phone or email addresses of the receivers

  • Location scope

    • Only locations where occupancy is monitored

    • Options: all locations in scope or a selection of locations in scope

Requirements

  • Occupancy is measured for locations out of use/set to Disabled status

  • In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available.

Additional comments

When occupancy is measured using Tracknet PIR sensors, the "time before the message is triggered" could be 15 minutes. Since Tracknet PIR sensors only send a new "occupied" signal anywhere between every 8 - 12 minutes, every value lower than 15 minutes would trigger faulty messages to be distributed. When measuring occupancy using headcount sensors, the "time before the message is triggered" will be 1 minute.

The Workplace Team requires the ID of each location to link the Brain Rule (and Floor ID if locations are on different floors). This allows you to detail if there is a difference in "notifications to be triggered for the same event in time" ("message is sent every X minutes per location") for eg meeting rooms and workplaces.

Possible customization of this rule while staying within setting up a standard rule (per tenant per rule)

  • Duration “X” for repeated messages

  • Message type: e-mail or SMS

  • Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected (${location.name})

  • Message text: you can deliver an alternative text, as long as the standard tags are respected (${room/workplace name} and ${building name})

  • Location scope

 Send a message when utilization exceeds maximum capacity
Rule description

  • When the utilization threshold is exceeded, and a social breach is detected, a message will be sent to a dedicated (group of) user(s)

  • The message is sent after detection

  • This message is sent every X minutes per location to avoid too much notifications to be triggered for the same event

    • Default: 1 hour

Rule exceptions

  • If no phone number/e-mail address is available, the rule will not be executed.

Components

  • Message type

    • Mail or SMS

    • Default = mail

  • Message subject: Capacity limit exceeded <room/workplace name>

  • Message text

    • Default: “We have detected <headcount for room or workplace> in <room/workplace name> of <building name>, while the maximum utilization should not exceed <upper limit utilization threshold for room or 1 in case of workplace >”

  • Phone or email addresses of the receivers

  • Location scope

    • Only locations where headcount is monitored can be in scope

    • Options: all (headcount) rooms in scope or a selection of (headcount) rooms in scope

Requirements

  • In Workplace back-end Studio: thresholds for utilization must be enabled

  • In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/) with sufficient budget needs to be made available

Possible customization of this rule while staying within setting up a standard rule (per tenant per rule)

  • Duration “X” for repeated messages

  • Message type: e-mail or SMS

  • Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected (<room/workplace name>)

  • Message text: you can deliver an alternative text, as long as the standard tags are respected (<headcount for room or workplace>, <room/workplace name>, <building name> and <upper limit utilization threshold for room or 1 in case of workplace >)

  • Location scope

Possible Brain rules for Status lights :

 Status Lights Occupancy Scenario

This Brain Rule / Scenario can be set up for Status lights

Rule description

  • For location Y, if no occupancy is detected, light is green

  • When occupancy is detected, Status Light with device ID X will turn red

    • it will stay red as long as occupancy is detected + 15minutes

Components

  • Location scope

    • locations where occupancy is monitored can be in scope

    • Options: all rooms/workplaces in scope or a selection of rooms/workplaces in scope

  • Status Lights scope

→ fill in the excel template based on a Basic Export from Studio Devices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario/brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this rule : NA
 Status Lights Reservations Scenario

This Brain Rule / Scenario can be set up for Status lights

Rule description

  • For location Y, depending on Reservation made and Occupancy detected, following outcomes might be possible:

    • no reservation = Status Light with device ID X will turn green

    • no reservation, but occupied = Status Light with device ID X will be blinking green

      • it will continue to blink as long as occupancy is detected + 15minutes

    • reservation = Status Light with device ID X will turn red

      • it will stay red as long as occupancy is detected + 15minutes

    • reservation, but not occupied = Status Light with device ID X will turn orange

Components

  • Location scope

    • locations where occupancy is monitored can be in scope

    • locations where reservations can be made can be in scope

    • Options: all rooms/workplaces in scope or a selection of rooms/workplaces in scope

  • Status Lights scope

→ fill in the excel template based on a Basic Export from Studio Devices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario/brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this rule : NA
 Status Lights CO2 Scenario

This Brain Rule / Scenario can be set up for Status lights

Rule description

  • For location Y, depending on CO2 value detected:

    • if value = "excellent" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings

    • If value = "fair" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings

    • If value = "bad" (as defined in Setup Studio settings (Studio > General > Plan)), Status Light with device ID X will turn the color as defined in floor plan settings

Components

  • Location scope

    • locations where CO2 is monitored can be in scope

  • Status Lights scope

→ fill in the excel template based on a Basic Export from Studio DeviDevices: first row is an example; make sure you include Status Light ID, location ID and scenario name

Additional Comments

There is only 1 scenario/brain rule per light possible.

Get in touch with your Spacewell Account Manager to request a Brain rule and describe which of the 3 scenarios should apply. The colors are derived from floor plan settings as mentioned above.

Possible customization of this rule : NA

Possible Brain rule when no devices are installed:

 Send a message to confirm an upcoming meeting (and cancel if ignored)
Rule description

  • Send a message to the meeting organizer X minutes before the start of a meeting

  • The meeting organizer has the option to confirm or cancel the meeting

  • The system automatically cancels the meeting in case no confirmation has been received for location during the first X minutes after the start of the reservation (grace period Y).

Rule exceptions

  • If no phone number/e-mail address is available, the rule will not be executed.

Components

  • Timings:

    • Confirmation period X

      • Default = 15 minutes (*)

      • The message will be sent at the start of the confirmation period (hence x minutes before the planned start time of the reservation).

    • Grace period Y: 10 minutes (*)

      • The meeting will be cancelled x minutes after the planned start time of the reservation, in case no “keep” trigger has been received via mail or SMS.

  • Message type

    • Options = Mail or SMS

    • Default = e-mail

  • Message subject for e-mail

    • Default = “Please confirm upcoming meeting, otherwise reservation will be cancelled"

  • Message text

    • Default: “Your reservation at <ROOM NAME> will start in <CONFIRMATION PERIOD> minutes. Confirm your reservation to keep it alive: <DEEP LINK>. If you don’t confirm, we’ll cancel your booking <GRACE PERIOD> minutes after the planned start time. To cancel your booking immediately, click this link: <DEEP LINK>.”

  • Locations

    • Options = All locations or a selection of locations (eg only meeting rooms)

  • Label for deep-link

    • Default for confirmation: confirm

Requirements

  • Dedicated User needed: To change reservation details, a dedicated employee (that can be used as Reservation Responsible) and account (which should be used by the brain exclusively) are needed. Ideally, set up a system account which can perform the required operations.

  • In case of SMS message: A Clicksend account (https://www.clicksend.com/eu/ ) with sufficient budget needs to be made available by the customer.

  • The phone number and/or the e-mail address of the reservation responsible needs to be configured

Additional comments

Spacewell Meeting Room Displays (MRD) have a stand-alone grace period functionality. If this is used in combination with the described brain rule, it will cause a conflict. If the user clicks on “confirm” in the email or SMS, they still need to “confirm” on the display too. If this is unwanted behavior, the grace period for the display can be disabled.

Possible customization of this rule while staying within setting up a standard rule (per tenant per rule)

  • Comfort parameter(s) in scope: Temperature and/or CO2 and/or TVOC and/or Humidity and/or Radon

  • Timing confirmation period

  • Timing grace period

  • Message type: e-mail or SMS

  • Message subject for e-mail: you can deliver an alternative text, as long as the standard tags are respected

  • Message text: you can deliver an alternative text, as long as the standard tags are respected (<ROOM NAME>, <CONFIRMATION PERIOD>, <DEEP LINK>, <GRACE PERIOD> and <DEEP LINK>)

  • Location scope

  • Additional confirmation by clicking a button instead of just confirming by clicking the deep-link (see description in above chapter "How does it work")

Custom brain rule

If you are a creative person and want to create rules which are in the same trend as the rules above, but which are not exactly the same; we also have a solution for you. Please use the template below and send send in a product request via your Spacewell Account Manager. Budget and implementation timing will vary based on your request.

Rule description

  • Describe your rule in words.

  • Make sure you think about all cases that occur.

  • Only describe rules & triggers for events that are currently already captured in Workplace (if we don't have the info in the system, we can't make a rule).

Rule exceptions

  • When will the rule not work?

Components

  • Define the rule variables and their contents

Requirements

  • What is needed from the system (configuration) to make this happen?

Quality Assurance

After implementing 1 or more Brain Rules for your environment, make sure to test if everything is working as it should. Visit page Quality Assurance (TO BE REMOVED) for tips & tricks on how to test this.

https://spacewell.atlassian.net/wiki/pages/resumedraft.action?draftId=492317 take action based on the sensor values from the sensor that is linked to the same location, so to do Quality Assurance on the sensor installation, please see above.

To do Quality Assurance on the different https://spacewell.atlassian.net/wiki/pages/resumedraft.action?draftId=492317 configured for the tenant, create some test scenarios:

  • Auto release Reservation when no occupancy is detected (and send a message) :

    1. Select a location for which the above Brain Rule is configured

    2. Make sure that

      1. the motion sensor for that location cannot be triggered in the upcoming time (best practice is to close the door in case of a closed meeting room, and keep an eye on the door to make sure a colleague does not go in/triggers the sensor)

      2. if there is a Meeting Room Display configured to this location, make sure the Auto-Release functionality has been disabled

    3. Make a reservation at this time for the selected location on any of the Workplace touch points, with a user that is configured with as per the Brain Rule requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)

    4. If the Brain Rule is working, you should get a message + the location will be cancelled (reservation object receives flag "cancelled")

  • Auto-end Reservation when no occupancy is detected (and send a message) :

    1. Select a location for which the above Brain Rule is configured

    2. Make a reservation for the selected location on any of the Workplace touch points, with a user that is configured with as per the Brain Rule requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)

    3. Enter the location at the meeting start time and make sure the motion sensor is triggered. After some time, go away from the location. Make sure the sensor cannot be triggered (best practice is to close the door in case of a closed meeting room, and keep an eye on the door to make sure no-one goes in/triggers the sensor)

    4. If the Brain Rule is working, you should get a message + the location should be freed up/end (reservation end time is changed)

  • Send a message when utilization exceeds maximum capacity :

    1. Select a location for which the above Brain Rule is configured

    2. Make sure that

      1. utilization is measured correctly in this room/location (see Quality Assurance on motion & headcount sensors)

      2. Setting the capacity & thresholds of spaces is configured in Workplace back-end Studio

    3. Make a reservation for the selected room/location on any of the touch points

    4. Enter the location with more people than are allowed as per the Setting the capacity & thresholds of spaces configuration

    5. If the Brain Rule is working, dedicated (group of) user(s)) (as defined in the Brain Rule) should get a message

  • Send a message to confirm an upcoming meeting (and cancel if ignored) :

    1. Select a location for which the above Brain Rule is configured

    2. Make a reservation for the near future for the selected location on any of the touch points, with a user that is configured with as per the Brain Rule requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)

    3. If the Brain Rule is working, you should get a message

      1. upon confirmation, the reservation continues to exist

      2. upon cancellation, the location should be cancelled (reservation object receives flag "cancelled")

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