After the initialization wizard is done, additional options become available. One of these options is used to activate the actual modules that are desired:
By default, only the contacts and document modules are available. You always need to use contacts (persons, organizations), since users are created based on contacts, and without users, there is no use.
Documents are used throughout the system and can be uploaded in almost every object (like requests, work orders, assets, etc), therefore this module is also always activated.
Any other module (including the other master data objects like Properties, Areas, Assets, and Catalog items) must always be activated via the module activation option on the startboard of level 2 and 3 administrators. (For more information about administrators levels, see 'Administrator levels' https://spacewell.atlassian.net/wiki/spaces/KB/pages/21692419/Initialize+the+environment#Administrator-level
The module activation is used to guide the user through the (short) process of setting up a module with the most relevant default settings and options. Once a module is activated, the (default and in some cases additional) settings are managed via the module settings (also available on the administrator startboard)
How it works
Configuration is needed to activate a module. The module activation process guides the user through the module (or solution) configuration options required to activate the module or solution. These steps consist of (pre-defined or selectable) settings, authorizations, imports, and workflow emails.
When clicking on the Module activation option, multiple options are shown (The overview depends on already activated or deactivated modules) and via the includes, a solution (if applicable) or module can be selected to be activated:
Solutions vs Modules
If no module or solution has yet been activated, the overview of the available solutions to activate is shown. A solution consists of several modules and is intended to provide the environment directly with all relevant settings, workflow emails, profiles and imports in one go for a given solution. For instance, Compliance as a solution also includes the master data modules ‘Properties and areas’ and ‘Assets’ modules (These will also be automatically activated and the import templates will become available), generates 3 default user profiles, and automatically updates the logo of the client to ‘Compliance’ instead of ‘Workplace’.
Once a solution is activated, or separate modules are activated, the option to activate a solution will disappear (As activating a complete solution will set basic settings to certain values and this is not desired after a customer is already live with some modules).
It will still be possible to activate the solution by activating the combination of relevant modules (E.g. If compliance should be activated, it is also possible to activate the compliance module, Master data Properties and Areas module, and the Master data Assets module, and generate the relevant user profiles via the user profile management option.
The option to activate a module will always be available and is used to activate a specific module only.
Activating a module: What it does
If you select a module and press ‘Activate selected module’, a check is done if you are allowed to already activate the module since some modules require other modules to be activated first. If this is the case, you will see a clear error message.
When a module is selected and activated, a two-step process is started to guide the administrator through the necessary options. This process will look like the screenshot below, but details depend on the exact module or solution:
This process will tell you exactly what to do and more detailed information about a module and the module activation can also be found in the module-specific information in this knowledge base.
In general, the following automatically happens or should be done by you:
Before pressing ‘Start’:
[Automatically] The module is activated, resulting in:
The navigation menu options (if applicable) will become available to the relevant user groups (Every module option will become available to the administrator users)
The relevant user groups (related to the module) will become available to be assigned to user profiles via the user profile management option on the administrator startboard. (for more information see Creating and managing the user profiles
The module settings tab for this module will become available via the module settings button on the administrator startboard. This can be used to change settings and options (or to deactivate the module) later on.
[Automatically] Depending on the module, some of the settings are set to the most often used options (These can be seen via the ‘Predefined Settings’ tab (And can be changed via the module settings later on)
[Manually by the user] Enter the settings to be determined. Not al settings can always be preset and determining the correct option can be very customer-specific.
[Manually by the user] starting the process to activate the module. This will bring you to the final step.
After pressing ‘Start’:
[Automatically] The available data imports are generated (if applicable)
[Automatically] The available workflow e-mails are generated (if applicable) If not desired, all or some of the emails can be deleted here
[Automatically] Depending on the module, some additional scripts are executed, that change or set some additional settings, translations, or otherwise relevant changes.
[Manually by the user] A checklist will be shown with specific steps still needed. Most often these mention doing the actual data imports and generating the user profiles. This checklist can be checked off, but this is only for informative purposes (how far are is the implementation) and does not do anything technically.
[Manually by the user] If needed, the settings to be defined from the previous step are still available to set/change
Closing the module activation process:
Closing the module activation process after it is started does not lead to any additional automatic actions, apart from closing the process. As long as the process is not yet closed, it will be shown on the administrator startboard (Not yet handled module activations) visible for all level 2 and 3 administrators. If all the tasks are handled within a module activation, it can be closed, to keep the list of still ongoing module activations clean.
De-activating and re-activating modules
If a module is activated and is no longer relevant to use, it is possible to de-activate the module via the module settings:
Open the module tab and set the first setting (use of the module) to ‘no’. This will result in the following:
The module settings tab will disappear again
The navigation menu options will disappear
The startboard tabs and options will disappear
The relevant user groups can no longer be selected for user profiles
Be aware though, that de-activating a module does NOT remove user groups from profiles and users. So if a module is activated again later on, those users will directly have access to the options again.
If a module has been deactivated, it can be activated again via 2 options:
Start the module activation again via the module activation process. Be aware though, that this will reset all the settings back to the default values
Only re-activate the module, without changing any of the other settings. This can be used if the module should be activated again, using the settings and options the same as before. This second option can also be found via the ‘Module activation’ option, via the last include:
Module information and activation
The following articles contain in-depth information and step-by-step activation instructions per module: