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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 for the organization's day-to-day activities.
Master data serves as a reference point for various operational processes, enabling users to accurately identify, track, and manage assets, buildings, areas, and contacts across different functionalities within the software. By maintaining a centralized repository of master data, organizations can streamline processes, improve data integrity, and enhance decision-making capabilities.
2. What is this module about
Buildings and areas are one of the master data modules of Workplace Management.
For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Properties & Areas module in the 'Application Managers' section.
3. Why use this module
Master data, in this case buildings and areas, serves two main purposes:
Integration Across other Modules:
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 quickly locate and resolve issues. Additionally, tracking open or total requests per building or area 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 or areas to contracts makes sure the cost can be tracked per building or area. 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 Buildings and Areas module offers practical solutions for improving other modules and processes and managing your real estate portfolio.
3.1 Choices to be made within the module
4.How to activate this module
4.1 Prerequisites before activating this module
4.2 Module activation
4.3 Data imports
4.4 User groups
4.4.1 Relevant user groups from other modules
4.5 Navigation menu and startboard options
5. Additional reports
6. Additional settings and options after enabling
7. Additional information
8. User manual
9. Q&A
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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.
After this a new page will open:
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:
Setting | Description |
|---|---|
Contextual access to properties | 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. |
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.
Step 2 Start activation
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:
added to an existing user profile, or;
you can use the ‘Create user profile’ button on your startBoard
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.
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.
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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