Asset Baseline (26.2)

AXX-3528

Reservation - Correct time zone handling for reservations created directly in Asset:

Time zone differences are now correctly taken into account when creating reservations directly in Asset. Previously, when reservations were created for resources with availability restrictions (e.g., office hours defined by regimes), the relevant time zones—such as those of the user, building (address), or regime—were not applied. This has now been resolved.

This change should only impact customers who:

• Work across multiple time zones (this can also occur unintentionally if buildings have an incorrect time zone configured)
• Create reservations directly in Asset (not via Workplace)
• Use availability restrictions on resources via regimes

If all related time zones (user, regime, building) are the same, there is no change in behavior. However, if there are differences, availability will now correctly reflect the time zone offset. For example, a resource available from 09:00–17:00 (CET) will appear as 08:00–16:00 for a user in UTC.

For reservations created via Workplace, time zone handling was already applied correctly.

For customers using multiple time zones and availability restrictions, we recommend verifying that user time zones align with the relevant regime or building time zone, or being aware of how time zone differences impact displayed availability. This can also be validated on test environments by creating sample reservations.

AXX-7810

Area import - performance improvements:

Performance improvements have been made to the area import process. When setting a parent area (parentAreaId), the system now first checks whether any area-related object use exists before performing recalculations.

Object use determines whether contacts are linked to specific objects (such as Assets or Areas) and is also used in predefined object services related to contracts. Previously, these recalculations were always triggered, even when no object use was present.

By avoiding these unnecessary recalculations, import performance is significantly improved. In environments without object use, import times can be reduced by up to ~80%.

AXX-7027

General - Renaming of Axxerion / Workplace Management to Asset:

To align product naming across the platform, references to ‘Axxerion’ and ‘Workplace Management’ have been updated to ‘Asset’ in the FMB baseline.

The FMB (Facility Management Baseline) itself has also been renamed to ‘Asset Baseline’.

The name Asset has already been used for some time in our communication, but has not yet been fully updated in the product itself or in the documentation. This change brings the naming in the platform and documentation more in line with the terminology already in use.

Within the Knowledge Base, references to ‘Workplace Management’ have also been replaced with ‘Asset’ where applicable.

Further updates will follow in the future to continue aligning product terminology.

Note: For now, the URLs containing ‘Axxerion’ are not affected.

AXX-7277

Asset import - Area lookup aligned with external reference:

When importing Assets (including “Import assets” and “Import assets with reservation options”), the system previously validated Areas based on area.reference. However, the standard import sheets use the External reference, which caused inconsistencies.

The import logic has been updated to use area.externalReference instead of area.reference.

The Excel import templates have also been updated accordingly to ensure consistency with this change.

AXX-7683

Buildings - Classification fields added to the pages:

On the pages of the Site and Geographical area building categories, the Start date (construction date) field has been added to the page, together with the Location class, under a new ‘Classification’ heading.

This same ‘Classification’ heading, as well as the Location class (propertyTypeCode field), has also been added to the page of the regular Building category.

These fields will also be relevant in combination with the new Space Management product we are launching, which can be integrated with Asset.

AXX-7903

Compliance overviews - Update to “not compliant” icon:

The icon used to indicate legislation documents that are currently not compliant has been updated from a red light to a warning sign. This change improves the visual contrast with the green and blue icons used for compliant and not applicable statuses, making the different states easier to distinguish.

AXX-7782

Contacts - Cost center field added:

The Cost Center field has been added to the Own Employee and Own Organisation pages.

Previously, this field was only available on the Financial details tab. However, that tab is only visible when the full Financial module is enabled, while cost centers can also be used independently of the Financial module. With this change, the field is now directly accessible from the main contact and organisation pages.

The Cost Center field is only displayed when cost centers are enabled via:

Module settings → Master data → Cost centers

For contacts and organisations, a default cost center can be configured. This default value is already used to automatically populate the cost center field in other processes, such as reservations.

By making this field available on the main page, it becomes easier and more transparent to manage the default cost center for employee contacts and organisations.

AXX-7416

Countries- ISO country names alignment:

A subset of country names has been updated to align with the current ISO 3166-1 alpha-3 standard. Most changes only affect the English translations. No functional impact is expected.

AXX-7482

Corrective Work Orders: Retract & Cancel Options Now Available During Mandate Approval Steps:

Previously, when a corrective work order was in the mandate approval step, it was not possible to retract or cancel the work order. Corrective work orders can now be retracted or cancelled during the mandate approval step.

AXX-7275

Data exports - Export to Excel now uses XLSX format:

Data exported to Excel will now be generated in the modern XLSX format instead of the legacy XLS format.

As a fallback, a new client setting has been added on the Document Settings page: “Use legacy Excel format (XLS)”. This setting can be enabled if any issues are experienced with the new XLSX format.
Please report any such issues. Support for the legacy XLS format will eventually be removed.

AXX-7360

Login screen - Accessibility improvements for login screen:

The login screen has been updated to better comply with the Web Content Accessibility Guidelines (WCAG):

• Input field labels (username and password) are now displayed above the fields instead of inside them, ensuring the labels remain visible when users start typing.
• The contrast of input fields, borders, and supporting text has been increased for improved readability.
• Informational and error messages (e.g. when a required field is left empty) have been improved and are now correctly linked to the relevant input field.
• The login screen is now fully accessible using the keyboard and is compatible with screen readers, improving accessibility for users who rely on assistive technologies.

AXX-5860

Maintenance – Multi-location filter option on maintenance startboards:

The Preventive Maintenance and Long Term Maintenance Planning (LTMP) startboards now support the “Select my location(s)” filter.

With this option, one or more buildings can be selected, and all overviews on these startboards will only display results related to the selected locations. If no location is selected, all locations are included by default.

The selected locations are saved and remain active until updated by the user.

This enhancement allows maintenance users to focus on activities and insights for a specific subset of locations.

AXX-7737

Object regime – start date and end date fields hidden:

The Start date and End date fields were previously visible on the Object regime (used to link a regime to an object in order to determine its (un)availability and to calculate SLA times in ticketing).

These fields could create the impression that the regime would only apply between the specified dates. However, this was not the case.

In reality:

• The Start date and End date fields were only used in the Reservation calendar and Work order planboard (when the object regime was linked to a contact on the planboard).
• In those contexts, the dates made the linked object(s) fully unavailable between the specified dates, without taking the configured availability schedule (e.g. working days 09:00–17:00) into account.
• These dates were not considered in any other context, including SLA calculations or general availability logic.

To prevent confusion, the Start date and End date fields have now been hidden.

Please note:
It is currently not possible to define a date range during which an object regime applies.

AXX-7610

Reservable Resources – New Description Field & Page Layout Update:

The description field has been added to the Reservable Settings page for reservable areas, assets (equipment), and catalog items (services). This field allows key users to describe additional features or notes for the resource, such as whether a reservable meeting room includes a built-in beamer or allergy-related information for reservable lunch options. The Description can contain up to 4000 characters and is displayed in Workplace when users create a reservation.

To further optimize the layout of the Reservable Resource pages, the “Hand out / Take in” fields have been moved to the right side of the page.

AXX-7831

Reservation - Reservable object search extended:

The navigation menu option ‘Reservable objects’, which can be used to find reservable objects, has been extended with additional filter options related to the specific types of reservable objects that can be found (areas, assets, and catalog items), with fields such as ‘Category’, ‘Capacity’, and ‘Building’.

AXX-7905

Spanish and Italian language support:

Spanish and Italian are now supported as additional languages. Users can now select these languages in their personal language settings.

AXX-7219

System groups – Customer baseline support for visibility settings:

System group visibility has been updated to properly account for customer baselines. Previously, certain visibility settings did not consider System groups defined in a customer baseline, which could result in System groups not being shown as expected.

With this update, System groups from a customer baseline are now always displayed, ensuring consistent behavior between the Baseline and customer-specific configurations.

This improvement resolves visibility issues for customers using baselines while maintaining the existing behavior, where which System groups are visible depends on the modules that are in use.

AXX-6667

Timezones – Timezone from building address now used:

When determining the correct timezone (for example, for reservable resource availability), the system previously relied on object-related regimes (objectregimes with a timezone) and, if none were set, fell back to the client timezone.

With this update, the system now also considers the timezone of a building’s address for building-related objects. If no timezone is defined via an object regime, the system will use the building address timezone before falling back to the client timezone.

This change removes the need to rely solely on object regimes to assign the correct timezone to buildings, simplifying configuration and ensuring accurate timezone calculations for building-related resources and reservations.

AXX-7026

User interface - Default corporate identity update:

The default (Spacewell) corporate identities (determining the look and feel) have a slightly adjusted green color. The previous green color (used in hyperlinks and buttons) did not provide sufficient contrast and did not yet meet the new Spacewell design standards. This has now been adjusted.

AXX-7565

User interface - Improved keyboard navigation support:

Keyboard navigation support has been further expanded to improve accessibility and align better with WCAG guidelines.

Users can now use keyboard navigation for additional interface components, including:

• Breadcrumb navigation
• Button bars
• Special input fields, including signature fields

These improvements make it easier to navigate and interact with the application without using a mouse, further enhancing accessibility and usability.

AXX-7867

User management - Automatically set correct user profile configuration:

When assigning or removing system groups from user profiles, the relevant user profile configuration (which, among other things, determines the basic options users have in their profile, such as changing their username or password) was previously always set to the default end-user configuration when only end-user system groups were assigned.

However, when using SSO there is a specific end-user configuration available, which hides the option for users to change their username or password and prevents returning to the Asset login page after logout.

If a customer has SSO configured, this specific user profile configuration will now automatically be applied when updating the system groups, when only end-user system groups are assigned.

AXX-7279

User management - SAML username field available on the default user page:

The “SAML username” field, used when users log in via Single Sign-On (SSO), was not previously available on the default user page.

When SSO is enabled, this field is now displayed on the default user screen and can be edited by users who are part of the “Edit users” system group.

AXX-7629

User management - System group 'Access' can be added manually:

The default system group ‘Access’ is automatically assigned to new users. Every user must have at least one system group (in addition to a default user profile). This specific system group does not grant functional access rights, but ensures that the user will not see a blank screen if a user profile is available.

Previously, the ‘Access’ system group could not be assigned manually. As a result, if it were removed from a user, it could not be restored.

It is now possible to manually (re)assign the ‘Access’ system group to any user when needed.

AXX-7452

Visitor management – Usability and registration improvements:

Several usability improvements have been made to the visitor module to streamline visitor registration and improve clarity in the user interface:

• The My visitor button bar filter screen has been slightly improved.
• The My visitors overview in the button bar now shows both Visitors for you, and visitors created by you when visiting someone else. The overview now also includes the building for better context.
• When registering a visitor as a front desk employee, it is now possible to directly set the arrival time on the initial registration screen for visitors who were not pre-announced. This ensures that the visitor automatically receives the “Arrived” status upon submission.

  • Additionally, if the mandatory Expected arrival time is set to Now, the arrival time will automatically be set to the same value. This removes the need to fill in both fields and speeds up the registration of visitors who are already at the front desk.

• The field Expected end time has been renamed to Expected departure time for improved clarity.
• The screen used by end users to pre-register a visitor via the startboard in Asset has been slightly updated by reordering several fields to create a more consistent look and feel.
• The label 'visits', indicating who the host of the visitor is, has been relabelled to 'Host'.

AXX-7874

Visitor page - 'Host contact details' field:

A new field, Host contact details, has been added to the visitor page for the front desk. This field is only displayed if it contains text.

The field can be filled in via Workplace when registering visitors, once it becomes available in Workplace in the upcoming release.

Note: This field will also be anonymized when using the visitor anonymization feature.

AXX-7612

Visitor registration - Options to restrict visitor (car) registration per building:

New settings have been added to the visitor module settings, allowing visitor registration and visitor car registration to be restricted to specific buildings:

“Specify visitor registration per building”:

This setting allows visitor registration to be controlled per building.

• If set to No or left empty, visitor registration is always allowed and is not restricted by building settings.
• If set to Yes, visitor registration depends on the building-level setting Allow visitor registration (found on the Process settings tab of a building). This can be configured directly on the building or inherited from the parent building.

If visitor registration is not allowed for a building, selecting that building for a visitor in Asset will result in an error, and visitor registration for that building will also be blocked in Workplace.

Additionally, when selecting a building for visitors in Asset, buildings with the category “Site” or “Geographic region” are now always excluded from the list of available buildings. Only actual buildings, based on the building type/category, will be shown.

“Allow visitor car registration”:

This setting determines whether it is possible to register that a visitor arrives by car.

• If set to Always (default), visitor car registration is always allowed.
• If set to Never, visitor car registration is never allowed, and the Car (Yes/No) field will not be shown for a visitor in Asset or Workplace.
• If set to Determined per building, visitor car registration depends on the building-level setting Allow visitor car registration (found on the Process settings tab of a building).

If visitor car registration is not allowed for a building, it will not be possible to register a visitor with a car for that building in both Asset and Workplace.

AXX-7281

Visitors - Co-visitor import now includes email address:

When importing co-visitors, it was previously not possible to specify an email address for each co-visitor.
The email address field has now been added to the import template and is included during the import process.

AXX-5810

Visitors - Default startboard for visitor self-registration:

A default startboard for visitor registration is now available in the Visitor module. This startboard is specifically designed to support reception or front-desk scenarios where visitors are registered upon arrival.

The feature can be enabled via the Visitor module setting ‘Use visitor self registration’. When this setting is activated, a dedicated user profile is automatically created that includes the visitor registration startboard. A popup will also provide guidance on the additional configuration steps, such as creating a user and assigning the generated profile.

The startboard is optimized for 22-inch portrait mode screens and is intended specifically for this type of display. It will not scale well to other screen sizes or landscape orientations.

Please note that this feature does not yet include an option to prevent automatic logout. Like any user session in Asset, the screen will automatically log out after 2 hours of inactivity for security reasons. A separate feature to allow startboards such as this to remain logged in without automatic logout is planned for a future release.

AXX-6618

Implementation consultants – Space Management integration module activation:

For the new Space Management product, a module activation has been added in Asset. This module activation makes it quick and easy to set up the Space Management integration on the Asset side.

Please note that, in the coming period, only selected early adopters will be able to start using this integration. Full availability will follow in a next release.

AXX-7500

Customization administrators – External reference added:

To support advanced customizations and smoother data imports, an external reference field has been added to the following object:

• ObjectNote

AXX-7315

Customization consultants - API endpoint to create event logs:

A new API endpoint has been introduced that allows external integrations to create Event Log entries directly in Asset.

This makes it possible for external APIs to register errors, warnings, or informational messages in Asset itself.

The endpoint supports:

• The related object (to link the Event Log entry)
• The event type (e.g., info, warning, error)
• The log message (stored as the Event Log details)

When an Event Log is created via this endpoint, relevant system fields (such as date and the external app in context) are automatically populated.

For more information, please see the relevant parts in https://support.spacewell.com/space/KB/4357490632/API+documentation

AXX-7314

Customization consultants - Script function to create event logs:

A new script function has been added to allow scripts to create Event Log entries directly in Asset.

This enables automated logging of informational messages, warnings, or errors — for example, when calling external APIs — directly in the EventLog object that was designed for this purpose.

Example:

reservation = get Reservation by uniqueReference == "9945d33b-063d-43c4-9ae0-35a7e6639339::g1";
infoEnum = Enums.EventLogType."info";
externalApp = get ExternalApp by reference == "FMT-EA-007";
call EventLog(reservation, infoEnum , externalApp, "Example log message");

AXX-7672

Customization consultants – Script function for URL encoding:

A new script function has been introduced that allows strings to be URL-encoded directly within a script. This is useful when working with web requests, APIs, or parameters that must be safely passed in a URL.

Example:

AXX-7563

Customization consultants – Script function to create an External App:

When an External App is created manually, additional objects are automatically generated depending on the app category.

Examples:

• When creating a Space Management external app, an FtpConnector is automatically created and linked to the app.
• When creating a Workplace Experience external app, a CacheConfiguration object is automatically generated.

When an External App is created via script, these objects are currently not generated automatically. Some related objects can also be created manually via script (for example, an FtpConnector), while others (such as CacheConfiguration) cannot.

To make scripted creation consistent with manual creation, a new script function is introduced that creates an External App based on a specified category. The function ensures that all category-specific logic and related objects are created automatically.

Example

The External App created via this function will be identical to one created manually, including all automatically generated and linked objects that apply to the selected category.

AXX-7850

Calendar integration – CacheConfiguration no longer created automatically:

Previously, a CacheConfiguration object was automatically generated when a Calendar Integration external app was created. However, these configurations were not used by this integration.

From now on, a CacheConfiguration will no longer be created automatically for Calendar Integration external apps. In addition, the CacheConfiguration include is no longer shown on the root page of this external app.

AXX-7957

Administrators:

The object 'Visitor' now has a new field 'externalReference'. This can be used as a key value when visitors are imported from another system.

AXX-7747

Customization consultants – Script execution on external app object (un)assignment

It was already possible to use functions on an object page (for example, Property) to directly assign or unassign an object to or from an external app, without the need to perform this action within the external app itself.

This capability has now been extended to support script execution during assignment changes. By using the script types 'After assign' and 'Before unassign' on the ExternalApp object, scripts are triggered when an object is linked to or removed from the external app (ObjectExternalApp).

EAI-9897

SCIM Access Token expiry date: default extended to 1 year
SCIM access tokens now expire after 1 year by default. Previously, tokens expired after 2 weeks and had to be manually extended for each project. This manual step has now been automated, reducing setup effort and helping prevent unnecessary token renewals.

EAI-9924

SCIM flexible field mapping
In the first iteration of the SCIM User Provisioning module, it was only possible to link a limited number of SCIM fields to a specific set of Asset fields. With this Schema Mapping 2.0, we're opening up the mapping possibilities between SCIM and Asset, where any SCIM field can now be mapped to any field in the Axxerion objects Contact, Person and SystemUser. Asset  lookup fields are also loaded, allowing users a very flexible way of setting up the schema mapping.

PROD-179

Integration Platform UI update
The Integration Platform user interface has been updated to align more closely with other Spacewell products.

This update also removes several confusing configuration options and adds more informational tooltips, making the platform easier to understand and use.

EAI-9956

Log file exports from Google Cloud Platform
Consultants and Support users can now download SCIM and Exchange log files directly from the Integration Platform.

This reduces dependency on developers when troubleshooting integration issues. Log files can be exported for predefined timeframes of 6, 12, or 24 hours. Users can also define a custom export range of up to 7 days, with a lookback period of up to 90 days.

EAI-9803

Space Management: automated connector setup

Previously, consultants had to manually create connectors in the Integration Platform to link Workplace’s Space Management module with Axxerion. With this improvement, the required Space Management details are now populated automatically, reducing manual setup effort and lowering the risk of configuration errors.

EAI-10053

Space Management iPaaS release
The Integration Platform now includes the supporting iPaaS features required for Space Management setups.

As the Integration Platform acts as the middleware between Workplace’s Space Management module and Axxerion, this release enables the required integration capabilities in production.

AXX-7615

Asset code scheme not set when creating sub-asset code:

When creating a new sub-asset code within an existing asset code, the asset code scheme was not inherited from the initial (parent) asset code.
This has been resolved.

AXX-6816

Data imports - Improved visibility of progress bar in background tasks:

The progress bar shown during background tasks for data imports had very low contrast and was almost invisible. The contrast has been improved, making the progress clearly visible during processing.

AXX-6392

Floorplan viewer - Legend display restored:

An issue has been resolved where the Legend option in the floorplan viewer for a building did not function correctly. Toggling the legend on or off did not result in any visible change, and the legend was not displayed on the floorplan.

This has now been fixed, and the legend will again appear or disappear as expected when using the legend toggle in the floorplan viewer on a building with a floorplan.

AXX-7343

SystemGroup deletion blocked by related objects:

Deleting a systemGroup would previously fail due to related objects.
This has been resolved.

AXX-4975

Workplace integration - Advanced search on objects tagged to the external app not working correctly:

An issue has been fixed where the advanced search on Assets, Cost Centers, and System Users tagged to the Workplace external app returned an empty screen.

This made it difficult to check whether certain objects had already been tagged using advanced filters.

The issue has now been resolved, and a proper filter page is now shown to the user.