Archibus Cloud / Foundations / Workplace
Workplace Services / Workplace

Archibus Workplace

You may wish to set up Archibus Workplace for self-service users such as employees, building guests, and contractors. From Workplace self-service users can:

• initiate requests for maintenance and building services such as copying or paper shredding
• initiate requests for moves. meeting space, or working space (Requires license. See below discussion)
• make other types of requests particular to their company
• check on requests that they have entered

• search for rooms and locate them on floor plans
• search for employees and locate their assigned space on a floor plan
• search for a department and examine on a floor plan all the space assigned to this department
• review a floor plan and see each department's space on that floor

Self-service users can access Workplace from:

• desktops
• mobile devices
• walk-up kiosks
• a tablet mounted in a conference room
• by scanning a QR code in a room or on a piece of equipment and then entering a request for this item

This topic has the following sections:

• Workplace Views
• Workplace and Licensing
• Managing Requests Made in Workplace
• Example
• Set-up Tasks

Workplace Views

Archibus Workplace has two views:

• The Service Catalog focuses on making requests and searching for rooms or people. .
  
  
  
• The Dashboard provides a summary of current meetings and requests, and also buttons for requesting meeting space and working space. The Create a Request button brings up a screen similar to the Service Catalog above.
  

In both views, the user can click on "My Account" in the upper right corner to access a menu for reviewing their requests and reservations.

The views are available as tasks on the Workplace Services section of the Foundations home page. For self-service users, the manager provides the following URLs for accessing Workplace.

Workplace and Licensing

Workplace include the following options depending on licensing:

If the corresponding modules or applications are not purchased, a license check automatically disables the Workplace features for moves, meeting reservations, and workspace reservations .

Additionally, you can disable features yourself. For example, if you have a license for Space but don't want users to request moves, you can disable the move features. To disable Workplace features, see Activate and Deactivate Workplace Features.

Managing Requests Made in Workplace

As the request is managed in the Archibus applications and modules, the requestor will see the request status change in Workplace. For example:

1. A Workplace user requests to move.
2. In the Move Console, the manager approves the request.
3. In Workplace, the requestor sees in their list of requests that the status of the move request has changed from Requested to Approved.

Once self-service users make requests from Workplace, a facility manger can manage the requests using the below Archibus applications and cloud modules. Using the these tools, managers can add additional details to the request.

For information, see Manage Workplace Requests in Applications and Cloud modules video (2:43).

Example

1. A vendor is performing monthly stocking of the kitchen snack and coffee supplies in building HQ, and notes that kitchen and lunch room is unusually hot.
2. The vendor signs into Workplace. (The vendor is a frequent building guest and is registered in the Archibus system and has a record in the Archibus Users table and Vendors table. If this was not the case, the vendor could sign in as a guest.)
3. The vendor uses Workplace to report the problem and chooses TEMPERATURE ADJUSTMENT on the Create Request form.
4. They system looks up the practices (the service level agreement or SLA) for handling TEMP. ADJUSTMENT in building HQ  and notes that there is practice for TEMP. ADJUSTMENT and that it is not building-specific. The practice calls for auto-approving and auto-issuing the request and routing the request to Will Tram, a supervisor and also the craftsperson to execute the work.
5. Will Tram signs into the Building Operations Console and sees this approved and issued work request in his queue. From the Building Operations Console, Will can add additional details such as changing the labor hours estimate, adding parts, and updating the work request when the job finishes.

Note: Since a Foundations-only user does not have access to the Building Operations Console, they would manage the request in Service Console.

Set-up Tasks

For information on setting up Archibus  Workplace, see these topics:

• Activate and Deactivate Workplace Features
• Provide Users with Access to Archibus Workplace
• Define Equipment as Kiosks
• Create QR Labels