Asset Baseline (25.5)

AXX-6102

Assets – Current user field and setting added:

A new setting has been added to the Asset module settings: “Automatically set asset user contact based on object use.”

If object use (the option to assign assets to contacts) is enabled, this setting allows the system to automatically set the new field “User contact” on the asset, based on the active object use. If object use is not enabled, this field can be used to manually set the user of the asset.

In addition, when object use is enabled, an extra field is also displayed on the asset: “Current object use”. This field directly shows the currently active object use.

Through these fields, the current object use and the related contact can be seen directly on the asset page, without needing to navigate to the “Use” tab.

AXX-5864

Assets - Generate QR codes for existing assets:

When enabling the option to automatically generate QR codes for Assets via the module settings, any existing asset without a QR code will now also get a QR code generated. Previously, enabling QR codes for Assets only generated a QR code for new assets created after the setting was enabled.

AXX-5837

Automatic Cleanup of Bin Contents after 90 days:

As announced in the previous release notes, this release introduces a default retention period of 90 days for bin contents (client.binDays). This means that objects moved to the bin will be automatically and permanently deleted after 90 days, unless configured otherwise.

With this change, we aim to:

• Reduce long-term database size
• Improve performance and maintainability
• Enforce a more predictable and manageable data lifecycle

The new defaults apply for:

• New clients
• Existing clients where the setting was empty before

If needed, administrators can still override this behavior by applying a custom default value — either globally via the client settings or per object type — to better suit specific business or retention needs.

AXX-5897

Automatic determination of reservation type for Workplace Experience/Outlook reservations:

Previously, a fixed reservation type had to be configured for all reservations created via WPE or Outlook. This could lead to inconsistencies and usability issues when multiple reservation types existed, each influencing the visibility of specific fields and options in WPM for reservation coordinators and service providers (e.g. differences between room and workplace reservations).

With this release, the system now automatically determines the most appropriate reservation type based on the characteristics of the reservation and the available reservation type configurations.

Determination logic:
The reservation type is now selected automatically according to the following checks (in order):

1. Area reservation – If the reservation includes an area, reservation types that allow area reservations with the same or no category are considered.
2. Catalog item/catering reservation – If catalog items are included, reservation types that allow catalog reservations with the same or no catalog item category are considered.
3. Asset reservation – If assets are linked, reservation types that allow asset reservations with the same or no asset category are considered.

• If only one reservation type matches the criteria, it is applied automatically.
• If multiple reservations types match the criteria, the first available reservation type is applied automatically.
• If no matching reservation type is found, the system falls back to the configured default reservation type.

This enhancement removes the need for a fixed configuration and ensures more consistent and logical handling of reservations created via WPE or Outlook.

AXX-6106

Buildings – Related object overview enhancements:

The related object overviews for requests and work orders within a building have been improved.
Previously, all related requests and work orders were displayed directly in their respective tabs — including closed items. This could cause performance issues or errors when a large number of objects is shown.

These overviews have now been optimized, similar to what was already implemented for reservations. By default, only open requests and work orders are displayed. Through the new search option, users can still find any related items — including closed requests and work orders — linked to the building.

AXX-4072

Compliance – Allow document URL to replace document upload:

Previously, when linking an external compliance document via the “External URL” field on a legislation record, it was still necessary to manually upload a dummy document in the document field.

A new Compliance module setting has been added to simplify this process: “Allow document URL to replace document upload”.

When this setting is enabled:

• The “External URL” field on legislation documents can no longer be edited manually.
• A new option becomes available: “Upload new document (URL)”.
• Selecting this option opens a dialog where users can enter both a URL and an execution date, similar to the standard document upload process.
• Upon confirmation, a dummy document is automatically generated and linked in the document field, and the “External URL” field is automatically populated with the provided URL.

The legislation document workflow can then be continued as usual via the “Submit new document” option — or, if applicable, users can first enter any remaining points before submitting the new document.

This enhancement removes the need to manually upload dummy documents when the actual compliance document is stored externally, streamlining the process for users working with external document repositories.

AXX-6149

Compliance – Configurable expiry period for “Documents that expire in 90 days” overview:

The “Documents that expire in 90 days” overview on the Compliance startboard tab has been enhanced. The number of days (previously fixed at 90) is now configurable through a filter field, allowing users to adjust the period as needed.

Additionally, the overview now includes legislative documents with expiration dates in the past, providing a complete overview of both upcoming and already expired documents.

AXX-6150

Compliance - Enhancements to document export fields:

Additional export fields have been added to the Compliance documents overview. These fields are available for export only (not displayed in the on-screen list) and include:

• Reason not applicable
• Original frequency (based on the related legislation item)
• Deviating frequency
• Reason for deviating frequency

These additions provide more detailed export data to support reporting and analysis.

AXX-6148

Compliance – Information message when changing an asset’s building:

When the building of an asset is changed, building-related legislations are already added to the new building. In this release, an information message has been added to inform users that legislation linked to the previous building is not automatically removed.

The message advises users to manually remove this legislation, if it is no longer relevant for the old building.

AXX-6681

Compliance – Option to remove legislation documents:

When a legislation linked to an asset or building is removed, a pop-up message now informs users that related legislation documents are not automatically deleted.
To support manual cleanup, a new option has been added to the Compliance documents tab of assets and buildings to multi-select and archive legislation documents. This option is available for users with the “Legislation document manager” system group.

AXX-6679

Compliance – Remarks field added to legislation overview:

The remarks field is now available as a column in the “Legislations” overview. This field was already present on individual legislation instances and can be useful directly in the list, as it can provide additional context or information about recent updates to the legislation.

AXX-6682

Compliance – Supplier of asset filter in Compliance issues overview:

The “Supplier of asset” filter field has now also been added to the “Compliance issues” overview. This allows users to display only issues related to assets supplied by the selected supplier.
This filter was already introduced in other Compliance overviews in the previous release.

AXX-4071

Compliance: Legislation is now copied when duplicating an asset:

When copying an asset, any legislation linked to the original asset is now also copied to the new one. This ensures that compliance information remains consistent across duplicated assets and reduces the need for manual reconfiguration.

AXX-6151

Compliance: Updates to the legislation document overviews:

In various legislation document overviews, the “Document type” and “Expiration date” fields are now displayed closer to the beginning of the list.

Additionally, to prevent long document type names from obscuring the view, the “Document type” field has been truncated and can be expanded using the “+” icon in the list.

AXX-6680

Maintenance planning integration – Automatically set supplier contact:

When an asset is created via the Maintenance Planning integration, the supplier is stored in a text field on the asset. Since most overviews and filters use the supplier contact field (which requires an actual contact object), new logic has been added:
If the supplier name in the text field matches an existing supplier in Asset, that supplier is now automatically set as the supplier contact on the asset.
This logic applies only to new updates of the supplier text field.

AXX-5858

Requests – Multi-location filter option on Service Desk startboard:

The “Service desk dashboard” tab now includes an additional option: “Select my location(s)”.

With this option, one or more buildings can be selected, and all overviews on the dashboard (e.g., Requests assigned to me, Requests assigned to my team, etc.) will only display results related to those selected locations. If no location is selected, all locations are taken into account, as is currently the case.

This enhancement allows service desk employees to focus on requests for a specific subset of locations.

Any changes made to the “Select my location(s)” overview are saved and will remain active until the user updates them again.

The selected locations are also applied to other dashboards (such as Reception and Reservation).

AXX-5859

Reception & Reservations – Multi-location selection for startboards:

Following the introduction of the “Select my location(s)” option on the “Service desk dashboard”, this functionality has now also been made available on the “Reception dashboard” (Visitors) and “Reservation dashboard”.

Previously, these dashboards included a “Switch my location” option, which allowed selecting only a single location. This option has now been replaced by the new “Select my location(s)” feature, supporting the selection of multiple locations.

If users already had a single location set via the previous option, they will need to reapply their selection after this update.

Please note that if these startboard tabs have been customized and do not use the default button bar, the new “Select my location(s)” option may not be automatically available. In that case, it might need to be added manually by an administrator. Since the startboard overviews depend on this selection, all overviews will otherwise display data for all locations.

AXX-6453

Reservations startboard – Hand out / take in overview optimized:

The “Hand out and Take in” overview on the Reservations dashboard has been improved. Previously, resources linked to multi-day reservations were not correctly shown for the hand out.
This has been optimized so that resources to hand out are now displayed based on the reservation’s start date, rather than also on the end date.

AXX-5548

Restriction on the number of custom fields for new customers:

Starting from the 25.5 release, new customers using the Asset Baseline are limited to a maximum of 15 custom fields per object type.

This restriction helps prevent performance issues and excessive deviations from standard configurations. It only applies to new customer environments created after the 25.5 release; existing customers are not affected.

If, for valid reasons, more than 15 custom fields are required, this can be reviewed and approved by the product team on a case-by-case basis.

AXX-6195

Search view optimizations:

The search view screens (used for keyword searches) have been optimized and aligned with the general Spacewell design system. In addition to visual improvements, some options have been reorganized:

• The additional search options (e.g., Find exact phrase) have been moved from the button before the keyword search input to the drop-down in the “Search” button after the input field.
• The “Only open” option (used to include or exclude closed items) is now displayed as a toggle. This toggle is shown directly—when applicable to the object type—upon opening the search view.

AXX-4180

Supplier Reviews – New functionality added:

A new “Supplier Reviews” feature has been introduced in the Asset Baseline, allowing organizations to define, evaluate, and monitor supplier performance.

This functionality enables users to:

• Define Objective Types that determine the score format (e.g., numeric, amount) and evaluation logic (e.g., whether higher values represent positive or negative results).
• Manage objectives per supplier or per supplier contract.
• Create evaluations to record supplier performance scores for each defined objective.
• Access a dashboard providing an overview of objectives, scores, and trends over time, including visual indicators to track supplier performance.

This feature supports organizations in tracking agreed objectives with suppliers and using this data for performance monitoring and contract negotiations.

For more details, please see: Supplier reviews - Workplace Knowledge Base (support.spacewell.com) - Confluence

AXX-6512

User Interface – Wider large startboard buttons are now enforced:

As mentioned in the previous release, the grace period for reverting to the previous (square) button style has ended. The wider design now applies permanently to large startboard buttons. The temporary setting to disable this style has been removed.

AXX-6175

User management – User licenses:

User licenses are now always displayed in English (e.g., Full user, Light user) to avoid confusion and inconsistent license names in other languages.

AXX-6404

WCAG - Dropdown fields now usable via keyboard:

To ensure the software complies with the Web Content Accessibility Guidelines (WCAG), dropdown fields can now be operated using the keyboard, instead of only by mouse or touchscreen.

AXX-6178

WCAG – Improved accessibility for profile settings:

To ensure the software complies with the Web Content Accessibility Guidelines (WCAG), the profile settings — accessible via the top-right corner — will continue to display all relevant options, even when the interface is significantly zoomed in.

AXX-6779

Administrators - Enhanced search filters for areas linked to the Workplace Experience external app:

When using the advanced search filter for areas linked to the Workplace Experience external app — for example, to check whether certain areas are already linked — previously, only the Area name field was available. This filter has now been extended to include additional fields such as Building, Category, Reference, and Reservable.

AXX-6485

Administrators – Optimized Cache Configuration overviews related to Workplace Experience:

To support data synchronization between Asset and Workplace Experience, certain data is cached on the WPM side. Details about this could already be found via the external app's “Cache configuration” include.

The overviews within this include have been optimized to display the most relevant information, both in the list views and when opening the cache configuration or a specific cache configuration item.

Additionally, names have been added to individual cache configuration items to provide better insight into which cache entries relates to specific types of data.

For more information on how the data cache works and how to trigger a cache refresh, see:
Cache configuration - Workplace Knowledge Base (support.spacewell.com) - Confluence

AXX-6558

Implementation consultants – GoCanvas integration relabeled to Asset App:

In the previous release, we introduced the GoCanvas integration. Starting from this release, the term ‘GoCanvas’ is replaced with ‘Asset App’. This change reflects the integration’s purpose as part of the Asset product, which will be used to manage work orders.

AXX-1113

Implementation consultants: Module activation for SSO setup:

A new module activation has been added to simplify the setup of an SSO integration for a client.
Root access is no longer required — implementation consultants can now enable the integration through the module activation, which guides them through all necessary configuration steps.

AXX-4361

Implementation consultants – Setting up SSO on client level:

When configuring an SSO (single sign-on) integration for a client, certain settings could previously only be set and enabled via the Root layer. These settings (related to the SamlSetting object) can now be edited at the client level by an administrator.

AXX-6470

Implementation consultants – User profile dashboard:

The process of creating a new user profile via the User Profile dashboard has been optimized and now completes much faster.

AXX-5506

Customization administrators – Comments object added:

A new object, Comment, has been added to the database. This object is similar to the existing objectNote object and will be used for future integration purposes with Workplace Experience.

In addition, logic has been implemented to automatically create a Comment object for every text entered in the request.textClob field.

AXX-6428

Context loss when using a bookmark:

When opening an object directly via a bookmark, the context was lost in some cases, causing incorrect or missing data. This issue has been resolved, and opening pages via bookmarks now correctly retains the context.

AXX-6399

Context lost when using a function within a page include on a tab:

When executing a function (e.g. adding a line) within a page include while viewing a tab, the page would reload and lose its context — returning to the first page instead of staying on the active tab. This issue has been resolved.

AXX-6448

Contract management – Archiving contracts:

In some cases, contract managers were unable to archive contracts due to insufficient rights. This has now been resolved.

AXX-6715

Focus on the operator field when opening (advanced) filter page:

In the previous release, a bug caused the focus to be set on the first operator field (e.g. "contains", "=", ">") instead of the first actual filter field when opening a filter. As a result, users couldn’t immediately start typing in the first filter field. This issue has now been resolved — the focus is once again correctly set on the first filter field.

AXX-6422

Requests – Advanced search issue resolved:

An issue was fixed where the advanced search on requests did not work correctly for the fields Log date, Planned due date, and Handled date. Filtering on these fields now functions as expected and returns the correct results.

AXX-6486

Requests – Update seen flag:

The 'Update seen' flag, shown to service desk employees when a requester updates a request, could not be cleared in certain statuses (such as 'Awaiting work orders' status). This has been fixed, and the flag can now be switched off in any status once the update has been reviewed.

AXX-6215

Reservations – Double booking issue resolved:

An issue was identified where simultaneous reservations for the same room or workplace — created directly via Asset — could result in a double booking. This has now been resolved. It is no longer possible to create overlapping reservations for the same resource. If a second reservation is attempted, an error message will indicate that the resource is already occupied.

This behavior was already correctly handled for reservations created via Workplace Experience.

AXX-6774

Reservation Schedule – Reserve in advance setting now correctly applied:

When generating occurrences from a reservation schedule, the system now correctly takes into account the Reserve in advance until setting defined on individual reservables.
Previously, only the general client-level setting was considered when determining the latest possible reservation date, which could result in too many or too few generated reservations.

For single reservations, Axxerion already evaluated this setting correctly when determining whether a reservable was available to reserve — first checking the reservable-level value and only falling back to the general client-level setting if none was defined. This same logic now also applies when generating occurrences from a reservation schedule.

AXX-5125

Swapping columns via drag and drop:

After swapping columns via drag & drop, fields with a hyperlink did not work anymore. This has been resolved.

AXX-6554

User management – Advanced search on users fixed:

The advanced search for users has been improved. Some filter fields, such as System group, did not work correctly; this has now been fixed.
Additionally, the page has been optimized regarding the available fields and labels.