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Define which Automation scenarios fit your use-case
What is Spacewell Automation? Spacewell Automation 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. Spacewell Automation 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 scenarios is available (you find that list below). Reach out to your Spacewell Account Manager to have an Automation scenario implemented.
If you are a creative person and want to create scenarios which are in the same trend as the ones described here, 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.
Some people might say Spacewell Automation is a simple IFTTT engine (IF-This-Then-That). That's OK if it helps you understanding the basics, it's however not exactly what Automation is all about. The strength of the Spacewell Automation is that it 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, Spacewell Automation is not a simple IFTTT engine: it's a complex event processing tool.
For die hard fans: in the Workplace architecture, Spacewell Automation is 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: https://spacewell.atlassian.net/wiki/spaces/SUM/pages/492052
Automation deep-links : confirmation by clicking button instead of just clicking the deep-link In most cases, Spacewell Automation will 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 Spacewell Automation:
Request to keep a reservation
Request to cancel a reservation
Yet sometimes anti-malware is put in place that auto-clicks links to verify their safety, leading to actions being triggered unintentionally.
To solve this problem, an additional confirmation step can be introduced in the web page behind the deep-link.
When “Spacewell Automation deep-links” is configured, no action is performed immediately when the link in the mail is clicked. The end-user has to confirm the action on the web page by clicking a button.
Standard Automation scenarios
Decide which Automation scenarios you want to implement, depending on your use case and situation (kind of devices installed).
Possible Automation scenarios for locations where occupancy or utilization sensors are installed:
Scenario description
Automatically sends a message to cancel in case no occupancy has been detected during the first X minutes after the start of the reservation.
It’s also possible to define a buffer period (Z minutes) prior to reservation start: if presence is detected during this grace period, the Automation will not be executed
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).
Best practice is to only define Buffer time/Grace period for Workplaces, as you’d want to optimize the use of meeting rooms.
Scenario exceptions
If no phone number/e-mail address is available, the scenario will not be executed.
If no presence signal (of any kind) has been received for 24 hours, the scenario will not be executed.
Multi-day booking feature is not compatible with this Automation . Therefore multi-day reservations are filtered out and not taken into account for this Automation.
Components
Buffer Time (grace period) before message is triggered Z
Default = 0 minutes (defined in milliseconds)
Time before message is triggered X
Default = 15 minutes (*)
Time after the message has been send and canceling the reservation Y
Default = 10 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>”
Locations
Options = All locations (where presence is measured) or a selection of locations (for example 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 Automation exclusively) are needed. Ideally, set up a system account which can perform the required operations.
The phone number and/or the e-mail address of the reservation responsible needs to be configured
Location Scope (choose a specific location set (= static list) or apply the scenario to all the locations of the same category in the same building or on the same floor (dynamic)):
static: provide a list of all the locations (based on Spacewell location ID) to which this scenario should apply by using following template.
dynamic:
based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request
based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this Automation request
Each Automation has its own cost. Please take this up with your Spacewell Account Manager.
Ideally, Automation scenarios are requested through separate requests (and documents).
Additional comments
(*) When occupancy is measured using Browan PIR sensors, the "time before the message is triggered" cannot be lower than 15 minutes. Since Browan 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 Automation (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 Automation, 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 scenario while staying within setting up a standard scenario (per tenant per Automation)
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")
Scenario description
Automatically ends (= changes the meeting end-time) a meeting in case no occupancy has been detected in a meeting room 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).
Scenario exceptions
If no phone number/e-mail address is available, the scenario will not be executed.
If no presence signal (of any kind) has been received for 24 hours, the scenario will not be executed.
Multi-day booking feature is not compatible with this Automation. Therefore multi-day reservations are filtered out and not taken into account for this Automation.
Due to the integration method of Bosch Parking Sensor into Workplace: this Automation is not compatible in combination with Bosch Parking sensor
Components
Time before scenario 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
Rooms
Options = All rooms or a selection of rooms (only rooms where presence is measured)
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 Automation exclusively) are needed. Ideally, set up a system account which can perform the required operations.
The phone number and/or the e-mail address of the reservation responsible needs to be configured
Location Scope (choose a specific location set (= static list) or apply the scenario to all the locations of the same category in the same building or on the same floor (dynamic)):
static: provide a list of all the locations (based on Spacewell location ID) to which this scenario should apply by using following template.
dynamic:
based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request
based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this Automation request
Additional comments
(*) When used in combination with the auto-cancel scenario, you want the auto-end scenario 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 Browan PIR sensors, the "time before the message is triggered" cannot be lower than 15 minutes. Since Browan 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 room to link the Automation (and Floor ID if rooms 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 scenario while staying within setting up a standard scenario (per tenant per Automation)
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")
Scenario description
When occupancy was measured on a meeting room or workplace that has been set to inactive 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
Scenario exceptions
If no phone number/e-mail address is available, the scenario 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
The phone number and/or the e-mail address of the reservation responsible needs to be configured
Location Scope (choose a specific location set (= static list) or apply the scenario to all the locations of the same category in the same building or on the same floor (dynamic)):
static: provide a list of all the locations (based on Spacewell location ID) to which this scenario should apply by using following template.
dynamic:
based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request
based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this Automation request
Additional comments
When occupancy is measured using Browan PIR sensors, the "time before the message is triggered" could be 15 minutes. Since Browan 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 Automation (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 scenario while staying within setting up a standard scenario (per tenant per Automation)
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
Scenario 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
Scenario exceptions
If no phone number/e-mail address is available, the scenario will not be executed.
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: room capacity 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
The phone number and/or the e-mail address of the reservation responsible needs to be configured
Location Scope (choose a specific location set (= static list) or apply the scenario to all the locations of the same category in the same building or on the same floor (dynamic)):
static: provide a list of all the locations (based on Spacewell location ID) to which this scenario should apply by using following template.
dynamic:
based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request
based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this Automation request
Possible customization of this scenario while staying within setting up a standard scenario (per tenant per Automation)
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 Automation scenarios for locations where door counter sensors are installed:
Scenario description
When the pulse count value for a location reaches the configured High threshold for that location
A ticket is created in Workplace Management
The Current Count value for that location is reset to zero (0)
Components
Location scope
Only locations where pulse count is monitored
Options: all locations in scope or a selection of locations in scope
Requirements
Configuration of thresholds and reset functionality
Configuration of External App in Workplace Management
Location Scope (choose a specific location set (= static list) or apply the scenario to all the locations of the same category in the same building or on the same floor (dynamic)):
static: provide a list of all the locations (based on Spacewell location ID) to which this scenario should apply by using following template.
dynamic:
based on Workplace categories (Room/Workplace/Parking): provide a list of which category (Room/Workplace/Parking) for which specific building or floor is in scope for this Automation request
based on IWMS location categories: provide a list of which IWMS location categories for which specific building or floor are in scope for this Automation request
Possible Automation when no devices are installed:
Custom Automation
If you are a creative person and want to create Automation scenarios which are in the same trend as the scenarios above, but which are not exactly the same; we also have a solution for you: 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.
Scenario description
Describe your scenario 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 an Automation).
Scenario exceptions
When will the Automation not work?
Components
Define the scenario variables and their contents
Requirements
What is needed from the system (configuration) to make this happen?
Automation scenarios 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.
Auto release Reservation when no occupancy is detected (and send a message) :
Select a location for which the above Automation scenario is configured
Make sure that
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)
if there is a Meeting Room Display configured to this location, make sure the Auto-Release functionality has been disabled
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 Automation requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)
If the Automation 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) :
Select a location for which the above Automation scenario is configured
Make a reservation for the selected location on any of the Workplace touch points, with a user that is configured with as per the Automation requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)
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)
If the Automation 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 :
Select a location for which the above Automation scenario is configured
Make sure that
utilization is measured correctly in this room/location (see Quality Assurance on motion & headcount sensors)
If the Automation is working, dedicated (group of) user(s)) (as defined in the Automation) should get a message
Send a message to confirm an upcoming meeting (and cancel if ignored) :
Select a location for which the above Automation scenario is configured
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 Automation requirements (for example phone number and/or e-mail address of the reservation responsible needs to be configured)
If the Automation is working, you should get a message
upon confirmation, the reservation continues to exist
upon cancellation, the location should be cancelled (reservation object receives flag "cancelled")
