Archibus Cloud / Foundations
Archibus Cloud / Maintenance / Corrective Maintenance
Archibus Cloud / Space / Space Manager
Archibus Cloud / Space / Move Requestor
Archibus Cloud / Reservations / Reserve
Space / Moves / Move Requestor
Space / Occupancy / Client
Maintenance / Corrective Maintenance / Client
Workplace Services / Service Desk / Client
Workplace Services / Reservations / Reserve Rooms or Resources
Workplace Services / Hoteling / Create and Review Bookings

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
Accessing Workplace
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.

Accessing Workplace

Self-service Users

For self-service users, the manager provides the following URLs for accessing Workplace.

Workplace View	URL
Dashboard	https://<server>/archibus/workplace
Service Catalog	https://<server>/archibus/workplace?action=servicecatalog

Archibus Foundations Tasks

Access Workplace from:

Foundations / Facility Services / Workplace (Service Catalog view)
Foundations / Facility Services / My Dashboard (Dashboard view)
Archibus Cloud / Foundations / Facility Services / Service Console / Gear icon (Dashboard view)

Archibus Cloud Modules

The Workplace Service Catalog view is available as a Shortcut in the Maintenance, Space, and Reservations cloud modules.

It is also available at:

Maintenance / Corrective Maintenance / Workplace
Space / Space Manager / Workplace
Space / Move Requestor / Workplace
Reservations / Reserve / Workplace

Archibus (Full Software) Tasks

Access the Workplace Service Catalog view from the following locations.

It is also available as a Shortcut from these applications.

Workplace Services / Service Desk / Client / Workplace
Workplace Services / Reservations / Reserve Rooms or Resources / Workplace
Workplace Services / Hoteling / Create and Review Bookings / Workplace
Space / Moves / Move Requestor / Workplace
Space / Occupancy / Client / Workplace
Maintenance / Corrective Maintenance / Client / Workplace

You can access the Dashboard view from:

Workplace Services / Service Desk / Service Provider / Service Console / Gear icon

Workplace and Licensing

Workplace include the following options depending on licensing:

Workplace includes this feature ...	... if you have a license for one of these products
Request a move	Space cloud module Space Inventory application
Request a group move (manager)	Space cloud module Space Inventory application
Request meeting space	Reservations cloud module Reservations application
Request working space	Reservations cloud module Hoteling application

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

Depending on your license, you will manage requests in the Service Console or the appropriate views of applications and modules.

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

For example:

A Workplace user requests to move.
In the Move Console, the manager approves the request.
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.

Note that the Service Console, included in Foundations, is also available in the Service Desk application so that you can manage requests with simple workflows from the Workplace Services application. See Service Console Overview.

Archibus Workplace task	How Managed
Request Meeting Space	Reservations application (full software offering) Reservations cloud module Service Console (Foundations or Service Desk)
Requests for Working Space	Hoteling application (full software offering) Reservations cloud module Service Console (Foundations or Service Desk)
Request Service	Service Desk application (full software offering) Service Console (Foundations or Service Desk)
Request Maintenance	Corrective Maintenance application (full software offering) Maintenance cloud module Service Console (Foundations or Service Desk)
Request Individual Move	Moves application (full software offering) Space cloud module Service Console (Foundations or Service Desk)
Request Group Move (Managers only)	Moves application (full software offering) Space cloud module Service Console (Foundations or Service Desk)

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

Example

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.
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.)
The vendor uses Workplace to report the problem and chooses TEMPERATURE ADJUSTMENT on the Create Request form.
The 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.
Will Tram signs into the Maintenance Console and sees this approved and issued work request in his queue. From the Maintenance 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 Maintenance Console, they manage the request in the Service Console.

Set-up Tasks

Define request types and define SLAs for processing the types of request. See: