AXX-903

Recurring reservations - Updating reservations:

When changing the reservations based on a reservation schedule, it was necessary to first put the desired reservations into 'change' status and only those reservations were updated based on the schedule.

This has been changed. From now on, if the 'update' function ('Create/submit/update reservations) ' is used in a reservation schedule, all open reservations are automatically put to change status (if still allowed by the workflow) and updated and re-submitted based on the changes done in the template (e.g. changed the reserved resources or updated the subject of the reservation) or the recurring schedule (e.g. weekly instead of daily).

This makes it easier for users, as it takes a lot less manual actions to update reservations based on a reservation schedule and this also makes sure this functionality is in line with how Outlook and Google calendar recurring reservations work.

It is still possible to change a single reservation in a reservation schedule by opening that reservation and changing it. If however the schedule is later updated, any reservation deviating from this schedule will also be put back in line with the schedule, similar to Outlook.

AXX-2179

Reservations - Startboard tab improvements:

The reservations startboard tab was only available to users with the system group 'Reservation Coordinator'. But since other users might also get tasks in a reservation (Approve specific items, take in or hand out items) or need to view upcoming reservations for other purposes (e.g. be able to view all reservations for the coming days with remarks added), some improvements are done:

1. A new system group is added: '8. View reservations startboard'. This group gives access to the reservations startboard tab and can be given to users who need to view some of the relevant overviews and user-specific tasks in the startboard tab (without the need for the 'Reservation coordinator' system group)

2. Two new buttons have been added: 'Overview catering/services' & 'Overview assets/equipment'. Via these overview, a list of upcoming reservations can be shown that contain either catalog items (catering/services) or assets (assets/equipment). These overviews can be used to know which services to prepare and deliver on time or which equipment needs to be handed out.

3. Additional overviews are added to this startboard to also show reservations taking place in the coming days with remarks added by the requestor (The option to add remarks to a reservation will also be available via Workplace Experience touch points in this release)

4. Some of the existing overviews are updated (additional fields added, e.g. location)

5. The overview 'Reservations for today (my location) ' has been moved to a separate button on this startboard tab, as directly loading all reservations for today can take a long time (for large clients) without needing this information every time this startboard tab is opened

AXX-2303

Administrators: QR code for contacts

A new setting is added to the 'Workplace Experience' module settings: Automatically generate QR code for contacts.

Each contact will automatically get a unique QR code if this setting is enabled. The related user can use this in the Workplace Experience touch points to authenticate itself when using the QR authentication option. 

AXX-2305

Implementation consultants - default client currency

The initialization wizard and the 'Module settings' general tab now contain the 'Default currency' field. In this field, the default currency for the client can be changed from euro to another currency. This currency is used in the modules and objects that also have currency fields (e.g. catalog items, contracts, invoices).

AXX-2307

Reservations - Reservations created via Exchange

If a reservation is created via the Microsoft exchange integration, the reservation cannot be edited in Workplace Management, however, the options to change the reservation into a recurring reservation or set the reservation as 'No show' were still available, these options are now also hidden for inbound reservations (created via Exchange), as changes can only be made in the system where the reservation was created.

AXX-2362

Reservations - General approval:

The workflow task description to approve a reservation was very limited and not very helpful. This text has been updated to better explain the task to the user (Reservation coordinators).

AXX-2369

Reservations - Restriction checks when (re) submitting a reservation:

When an already submitted reservation is changed and re-submitted, only the restrictions on reservable item level (reserve in from and until) are checked (is the user allowed to reserve the objects based on the current time vs reservation start time), but not the corresponding general restriction settings. This has been updated to include these settings to check if a reservation is allowed to be submitted.

AXX-2370

Reservations - Restriction exception group improvements:

Via the reservation module settings, multiple settings are available to specify a system group that is excepted from certain conflict or restriction checks (e.g. skip the check on reserve in advance restrictions).

Since the use of the setting 'Exception group reserve until (items)' was very similar to the 'Ignore reserve in advance restrictions for users with group' setting and this field was either not set or set to the same value as the second field for existing clients, this first group is removed to make the settings easier to understand and less redundant.

Next to that, the three remaining settings are now grouped together on the reservation module settings page and the labels and help texts are updated to better describe there use.

AXX-2407

Supplier work order - Missing fields added:

The work order page a supplier uses (if a supplier is given access to Workplace Management to handle work orders by itself via the system) did not contain some relevant fields related to the location of the work order (The building, address, area and or asset related to the work order). If any of these fields contain data, the field is now also shown on the supplier work order page.

AXX-2408

Areas - Capacity field:

The 'persons' field on an area (which is used to specify the capacity of the area) was only available if the reservation module was also enabled. Since adding the capacity can also be relevant without using reservations, this field is now always available. The label of the field is changed to 'Capacity (persons)' to better described the use of the field.

AXX-2418

Implementation consultants: enabling Service & Equipment in the Workplace Experience module and solution activation:

As this release also includes the option to reserve services (catalog items) and equipment (assets) in the Workplace Experience touch-points, the solution and module activation for this integration have been updated to have the option to enable these two options on the Workplace Management side, making sure the relevant catalog items and assets can be linked automatically to the external app used for the Workplace Experience integration.

AXX-2429

Floor areas - Floor number added:

The floor area page now has the field 'Floor number' field added. Via this field, the floor number (e.g. 0, 1, 2) can be set. This field is also used in the Workplace Experience touchpoints to sort the floors correctly. 

AXX-2444

Application managers:

The already existing report to check logins and logouts of users (including IP addresses) is now available via the startboard (Login log), instead of needing to know about this report and finding it.

AXX-2445

Implementation consultants:

The option to search on translation keys was available to level 2 administrators, but directly searching translation keys is only relevant to a level 3 (customization) administrator (as keys are not known without being able to navigate to the page definitions of pages), therefore this option is only available to level 3 administrators from now on.  Level 1 & 2 administrators can still search for the translations itself and override existing translations via that option.

AXX-2447

Implementation Consultants - MCS to Workplace Management solution:

For the MCS to Workplace management migration, the import related to reservations has been split into two imports, one for future reservations and one for historical reservations. Historical reservations are not imported in a workflow, as the workflow does not serve any purpose and only slows down the time it takes to import.

AXX-2471

Reservations - Restriction checks when canceling a reservation:

Currently, if there are restrictions active in general or on specific reservation items (reserve in advance and until), a user can get an error message that changing a reservation is no longer allowed. This is to prevent a user from being able to put a reservation in change status, but not being able to submit it anymore, due to the same restrictions. In this case, a user can always contact a reservation coordinator (assuming the reservation coordinators are still allowed to change the reservation (based on the client settings).

However, these same checks were not performed when canceling a reservation. Therefore a user that was not allowed to change a reservation, and could still cancel it. This has been changed, and the same restriction checks are done when trying to cancel a reservation, as is done when changing a reservation. Also, in this case, a user will get an error message, and a reservation coordinator can always cancel the reservation if needed (if the reservation coordinator system group is configured to be allowed to do this).

AXX-2497

Reservations - Remarks:

To be more consistent and to be in line with the options to add remarks to reservation in Workplace Experience, multiple small changes are done:

When creating a new reservation:

• The general 'Remarks' field was only available on the 2th step when creating a reservation. This field is now also available in the first step.

• The field to add a remark for a specific catering item (option in the second step when creating a new reservation) has also be relabeled from 'notes' to 'remarks'.

When opening an existing reservation:

• The field on the reservation page for existing reservations had the label 'Description', this has also been update to 'Remarks'.

• The 'description'fields on the reservation items include has been relabeld to 'Remarks' as well

AXX-2509

Reservations - Price rate updates:

• Since Price rates on reservable areas are currently only used for and supported for external reservations (e.g. Municipal rental of gymnasiums), the option to add a price rate on a reservable area is only available if the building is indicated as (also) used for external reservations (Building, process settings, Reserve internal/external setting).

• As this release also adds the option to reserve catalog items via Workplace Experience and this (currently) does not support the use of price rates (only the default price of a catalog items), if a catalog item is linked to the external app (making it available in Workplace Experience), the option to add a price rate is no longer shown. Next to that, if a catalog item is added to the external app, while already containing price rates, any error is given. This is to avoid the expectation of being able to work with price rates on catalog items (services) in Workplace Experience.

N.b: Reservable Assets (Equipment), already did not support prices or price rates. Nothing is changed in this regard.

AXX-2584

Administrators - Corporate identity:

When creating a custom Corporate identity, colors can be assigned to certain parts of the user interface. This is done via the 'skin items' include.

The column 'Logical color' is used to select for which part of the interface a color is used. This is a list of pre-defined options. This list also contained a lot of options not relevant for this context.

These have been hidden and only the relevant options are available.

For more information on the options and colors, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/111444072/Corporate+identity

AXX-2400

[Customization] Administrators - Additional fields added to the Reservation and Reservation Item object

The following fields are added to the Reservation and ReservationItem objects:

• Reservation.lateCancel

• ReservationItem.handoutDate

• ReservationItem.handoutContactId

• ReservationItem.takeInDate

• ReservationItem.takeInContactId

• Reservation.isConfidential

These fields currently do not have any business logic added and will be used in the Workplace Management baseline in the future for reservation related features.

AXX-2597

[Customization] Administrators - visitor type added:

The Visitor object now also has a VisitorTypeCode field. This field will be used for integration purposes in the future.

AXX-2390

[Customization] Administrators - visitor.functionalUpdateTime added:

The Visitor object now also has a functionalUpdateTime field. This field will be used for integration purposes in the future.

AXX-2229

[Customization] Administrators - visitor.uniqueReference added:

The Visitor object now also has a uniqueReference field. This field will be used for integration purposes in the future.

AXX-2224

[Customization] Integrations - Updating objects via API:

Previously, when updating a field related to an object (e.g. areaId in a request) via the API, it was mandatory to use the DataBaseId value of that object. From now on, the UniqueReference of the object can also be used for this (for objects that have a UniqueReference field).

AXX-1423

Exchange integration - Canceling an ongoing reservation:

When a recurring reservation is canceled via Outlook that contains a reservation that is currently taking place, that same reservation in Workplace Management was not canceled. This has been fixed.

AXX-1953

Reloading fields - Auto complete fields:

An auto complete field (e.g. a supplier contact field on an asset in which you type the first few characters and suggestions are shown in a drop-down to select from) always saved that field, without saving the other fields on the page, even if a reload on the field (used to auto. save a page if a specific field is changed) or a general save was not done.

This was not consistent with the other types of fields and caused issues when this field was used (via a script) to automatically set a certain other field on the page via a reload on this auto. complete field, resulting in the other field not being set to the value determined by the script, due to this semi double save mechanism. 

This has been fixed. An auto complete field no longer automatically saves the value put in the field, unless the field is set to reload (as that results in a save on the page) or the page is saved in another way ('save' or 'save and return' page function is used, or another field is set that also reloads (and thus saves) the page.

AXX-2243

LTMP (Long term maintenance planning) work orders:

The cost include on a LTMP workorder had a 'New' button, giving the impression a new cost line could be added via that function. As this was not the case, this function has been removed from the include. Cost items are automatically created when adding work activities to an LTMP workorder.

AXX-2459

Customization:

The 'ListPageField' page was updated a few months back to have certain fields (e.g. Reload, Barcode scannable) better positioned on the page. This caused the 'add level' option to disappear from the page, therefore the page has been restored to how it looked a few months back. This is only a small UI change and all fields are still available