Archibus Workplace
Managing Archibus Workplace
This topic has the following sections:
Workplace and Licensing
Workplace includes the following options depending on licensing:
| Workplace includes this feature ... | ... if you have a license for one of these products | Corresponding Module or Application Task |
|---|---|---|
| Request a group move (manager) |
Space module Moves application |
Space / Moves / Move Requestor / Request a Group Move Archibus SaaS / Space / Move Requestor / Request a Group Move |
|
Request a move |
Space module Moves application |
Archibus SaaS / Space / Move Requestor / Request <type> Move Space / Moves / Move Requestor / Request <type> Move |
|
Request meeting space |
Reservations module Reservations application |
Workplace Services / Reservations / Reserve Rooms and-or Resources / Reservations Calendar Console Archibus SaaS / Reservations / Reserve / Reservations Calendar Console |
| Request working space |
Reservations module Hoteling application |
Archibus SaaS / Reservations / Reserve / Create Booking Workplace Services / Hoteling / Create and Review Bookings / Create Bookings |
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 do not want users to request moves, you can disable the move features. To disable Workplace features, see Activate and Deactivate Workplace Features.
The move, reservation, workspace booking features of Workplace are controlled by the parameters and behavior found in the corresponding modules and applications; as outlined in the table above, Workplace is another interface to request these services. For example, you can request a working space using the Create Bookings task or Workplace; once the booking is made, it is processed and managed the same way and the same parameters govern it regardless of from which interface it was requested.
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 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 Reservations module Service Console (Foundations or Service Desk) |
| Requests for Working Space |
Hoteling application Reservations module Service Console (Foundations or Service Desk) |
| Request Service |
Service Desk application Service Console (Foundations or Service Desk) |
| Request Maintenance |
Corrective Maintenance application Maintenance module Service Console (Foundations or Service Desk) |
| Request Individual Move |
Moves application Space module Service Console (Foundations or Service Desk) |
| Request Group Move (Managers only) |
Moves application Space module Service Console (Foundations or Service Desk) |
For information, see Manage Workplace Requests in Applications and 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
- Control Workplace Features (Application Parameters)
- Provide Users with Access to Archibus Workplace (Foundations)
- Define Equipment as Kiosks
- Create QR Labels for Rooms and Equipment
- Upload a Customer Logo to Display in Workplace
Define request types and define SLAs for processing the types of request:
If you have licenses for the Hoteling and Reservations applications or the Reservations module, you must run the necessary set-up tasks so that you can use Workplace's meeting space and working space request features.