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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,

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.

Predefined settings

There are some predefined settings. If these need to be adjusted this should be done via the "Module settings" button on your startBoard > ‘Masterdata’ tab.

Setting	Description
Use properties and areas	If this field is set to “No”, the option to choose a location is hidden in these processes: Register meeting room reservations Customer has multiple locations and wants to be able to link a location to requests and/or visitors
Show areas directly as number less than	In the tab areas in a building, the areas are shown immediately if the number of areas is no more than the value in this field.
Use insurances	If this field is set to Yes, the tab to added insurances for a building becomes visible. (Visible and managed by group 3. change buildings (GOB-G007)).
Use property valuations	If this field is set to “Yes”, the tab “Valuations” will be avaible on the property for the group “Edit Properties.” Different kind of valuations can be registered on this tab, like property value.
Area unit	In what unit the area should be shown.

Manage Area Categories

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.

Authorizations

The following groups can be assigned to users:

Group	Reference	Comment
2. view properties	GOB-G022	Group gives view rights on propertys and areas.
3. edit properties	GOB-G007	Group gives create and edit rights on properties and areas.
9. Access to navigation menu properties	FMB-G140	If contextual access to properties is used (Settings, master data), this group can be assigned to users to access the navigation menu option "Properties". Access to specific properties should be given via the "View properties" or "Edit properties" group (in the context of a property). If users are given the group "View properties" or "Edit properties" overall, they already have access to the navigation menu option "Properties" with that group.

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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Masterdata: Buildings and areas module activation and information