Asset Baseline (25.4)

AXX-5837

Upcoming Change in the next release: Automatic cleanup of bin contents

In the next release (25.5, end of November), we will introduce 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.

Currently, this value is left empty by default, which results in objects never being permanently removed. Over time, this causes unnecessarily large databases, which can negatively impact system performance and storage efficiency.

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 default will be applied in release 25.5 [end of November] for:

• New clients
• Existing clients where the setting is currently empty

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

This release note serves as an early heads-up to allow time for configuration adjustments if a different policy is preferred.

AXX-5894

Assets – New related objects in pulldown:

In the ‘Related objects’ tab of an asset, you can now also view related work activities and maintenance schedules.

These options are shown only when the corresponding modules are enabled for users with the relevant authorizations (‘Preventive work order manager' and ‘LTMP’-related system groups).

AXX-5762

Buildings and Areas – Cascade delete:

When deleting or archiving a building, all associated areas are now automatically deleted or archived as well. This behavior was already in place for areas when a building was deleted or archived.

However, previously, when deleting or archiving an area that had sub-areas (e.g., a floor with rooms), the sub-areas were not affected, resulting in “floating” areas and potential future issues. The same applied to buildings with sub-buildings: deleting or archiving a parent building did not impact its sub-buildings.

This behavior has now been improved. Cascade deletion or archiving is also applied to parent areas and buildings. This ensures data consistency and aligns with the behavior of the upcoming Space Management product (planned for a future release).

AXX-5468

Compliance – Automatically add building-related legislation when changing the building of an asset:

When an asset is reassigned to a different building, any building-related legislation documents are now automatically generated for the new building. This works similar as assigning a new legislation to an asset with building related documents, which are also automatically added to the building.

Please note: this update does not remove the legislation assigned to the original building. That legislation may still be relevant due to other assets or for historical record-keeping. Therefore, removing such legislation and its documents remains a manual action.

AXX-5721

Compliance – Expiring documents on dashboard:

The ‘Documents that expire in 90 days’ overview has been moved from the include section to a dedicated button on the Compliance dashboard.

This button uses the same authorizations and now includes filter options (similar to the filters available in the ‘Compliance documents’ menu option).

AXX-5720

Compliance – New filter options in Compliance dashboards:

Two additional filter fields are now available on dashboards that already support filtering on Upload document responsible:

• Organisation of Upload document responsible

Enables filtering based on the organisation or department linked to the selected Upload document responsible. This makes it possible to show all documents related to all users of a supplier or internal department.

• Supplier of Asset

When a legislation document is linked to an asset, this filter makes it possible to filter by the supplier of that asset.

These new filter fields are available in both:

• Compliance graphs
• Compliance documents

AXX-5497

Compliance – Show related building of the asset on a legislation document:

The page of a legislation document related to an asset previously did not show in which building the asset was located. This has now been improved: a legislation document related to an asset will also display the ‘building’ field. This ensures that it is clear for which building the legislation document applies.

AXX-5741

Compliance: Improved handling of initial reference dates for legislation documents:

When creating legislation documents linked to assets, the system now only copies the purchase/installation date of the related asset to the initial reference date if the legislation document is marked as applicable and the initial reference date is still empty.

Additionally, when a previously non-applicable legislation document is marked as applicable again, the initial reference date will now also be set—if still empty—based on the purchase/installation date of the related asset or building.

These changes prevent errors and ensure more consistent and automated data population in the compliance workflow.

AXX-5818

Deleting or archiving objects via a list – Confirmation message:

The confirmation message that appears when a user attempts to archive or delete object(s) via a list, was no longer being displayed. As a result, objects were being archived or deleted immediately without confirmation.

This confirmation message (e.g., ‘Are you sure you want to...?’) has now been restored. This ensures that objects cannot be archived or deleted by mistake, providing users with an extra layer of protection.

AXX-5505

Implementation consultants – Module activation for SCIM integration:

While a SCIM (System for Cross-domain Identity Management) integration—used for user provisioning in Asset—was already available, there was not yet a module activation for it. This has now been added, making it easier to set up a SCIM integration.

The addition of a dedicated module activation helps clarify the required steps and makes the setup process more straightforward and easier to follow.

AXX-3477

Implementation consultants – Updated module activation for WPE ticketing integration:

In preparation for the upcoming release of the more advanced ticketing integration with Workplace Experience (WPE), the module activation for this integration has been updated:
-The module is no longer referred to as ‘Simple ticketing’.
-It now includes the option to tag Service types (previously labeled as Problem types) to the Workplace Experience external app.
-Additionally, via a setting, newly created service types can be automatically added to the Workplace Experience external app, ensuring they become automatically available to end users in WPE.

These changes help streamline configuration and ensure smoother alignment between the Asset and Workplace Experience ticketing integration.

AXX-5892

Maintenance planning integration - Related overview optimizations:

The following overviews, applicable when using the Maintenance Planning (O-Prognose) integration, have been optimized:

• Elements → Search Screen:

Labels have been updated for greater clarity, a multi-select option has been added to filter by multiple buildings, and several filter fields deemed irrelevant have been removed.

• Maintenance Planning Asset page: (Assets/Elements created via the Maintenance Planning integration)

Irrelevant fields such as Ownership, Product Group, Inspection Date, and others have been removed. Several labels were adjusted for improved clarity.

• Activities → Search Screen and Overview:

The fields Fundcode and Budgetcode, previously visible only to admin users, are now visible to all users.

• Activity Screen → Include with Related Work Orders:

The section previously labeled ‘Activities’ has been renamed to ‘Related LTMP Work Orders’, with relevant fields added or updated.

AXX-5698

Requests – Demarcations in navigation menu:

When using demarcations in the Requests module, the overview of demarcations and their related roles are now also shown directly in the navigation menu under the 'Requests' header for the relevant system groups. Previously, they were only accessible through a specific report.

AXX-5893

Requests – Extended resolution field:

The 'Resolution' field in the Requests module has been extended from 255 characters to 4000 characters. This change allows users to enter more detailed information when resolving requests.
The existing content of the field is not affected.

AXX-5530

Requests – Problem types renamed to service types:

To better reflect actual usage and ensure consistency across products, the terms ‘Problem types’ and ‘Problem type schemes’ have been renamed to ‘Service types’ and ‘Service type schemes’.

This change aligns naming conventions between the Asset and Workplace Experience modules.

Note: This change is purely visual and does not affect the underlying technical object name (problemType). The update applies only to the terminology seen by regular users.

AXX-2783

Reservations: Creating reservations in Asset – Optimized labels

When a reservation is created directly in Asset, the following pages have been updated with improved label wording:

• Reservable items → relabeled to "Reservable catering/services"
• Reserved catering → relabeled to "Reserved catering/services"

AXX-5711

Reservations: Reservation type inheritance from a baseline:

When using a client baseline (e.g., for staging purposes), the reservation types created on that baseline were not inherited by the data layer. This has now been resolved, and the reservation types will also be available in the (child) data layer.

AXX-5764

Translations – Translation added for country 'USA':

When searching for the country 'USA', it was not possible to search using 'United States of America'.

Translations have now been added (English, Dutch, and German), making it possible to find the country using the full name as well.

AXX-5888

User interface – Experimental settings removed:

Several experimental settings have been removed, as their intended effects were already active or had minimal impact. These settings are now enabled by default:

• Sticky headers: Headers reappear when you scroll back up slightly, without needing to scroll all the way to the top.
• Large top bar: Makes the top bar slightly larger.
• Elevated panels: No longer had any effect.
• Burger icon next to logo: The navigation menu toggle icon is now shown next to the logo by default, instead of underneath it.

AXX-5168

User Interface – Large startboard buttons are now also wider:

To further align Asset with the Spacewell product design system, the large startboard buttons—intended for non-admin users—have now also been made wider. This marks the final step in ensuring consistency across Spacewell products regarding the buttons used by regular users.*

It remains possible to revert to the previous size (square buttons) via:

Client settings → Interface → Experimental settings → Large tiles also wider.

However, this setting will only be available until the next release. This grace period gives administrators the opportunity to adjust button bars on custom startboards in case the wider buttons do not currently fit well. As of release 25.5 (29-11-2025), the wider style will be enforced for the large buttons, and the option to disable it will be removed.

*Admin users often have a large number of buttons. Making these wider would not result in an optimized user experience.

Note: Whether large or regular buttons are shown depends on the user profile configuration. By default, administrator profiles use regular (non-large) buttons, but this can vary depending on the custom profile setup per client.

AXX-5895

Work activities – Create LTMP work orders directly via work activities:

It is now possible to create an LTMP work order directly from a work activity or from the list of work activities.

On a work activity page, a new button allows you to create an LTMP work order for that activity (if there is still quantity available to assign).

From the list of work activities, you can also select multiple activities and create one LTMP work order for them.

These options can be accessed by users with the ‘LTMP editor’ and ‘LTMP work order manager' access rights.

AXX-5846

Work Orders – Optimization of WorkOrderObject and WorkOrderItem pages:

The detail pages for individual work order objects and work order items have been streamlined. Previously, these pages displayed fields and functions that are not used in the standard Asset baseline. To enhance clarity and usability, these non-applicable elements are now hidden by default.

Note: These fields and functions can still be re-enabled on a per-client basis if needed.

AXX-5931

Workflows – Generate standard emails per connector:

It is now possible to generate standard workflow emails not only for a full workflow version, but also directly within a specific connector.

When opening a connector, you can use the ‘Email’ button to generate the relevant standard emails for that connector. If no standard emails exist, an error message will be shown.

This makes it easier to create the specific emails needed when a new connector is added in a baseline workflow, without having to regenerate all workflow emails.

AXX-5939

Workplace Experience integration - Access checking improvement:

In the past, if access to certain resources (e.g., rooms, equipment, or services) needed to be restricted, you had to restrict access on the object itself rather than on the ‘reservable’ object.

As a result, users who were not allowed to reserve certain resources were also unable to access the object itself (e.g., to view certain settings via Asset). This has now changed, so that access is checked against the reservable object instead.

Note: Since access restrictions on the object itself also restrict access to the object’s reservable, this change does not impact existing customer access restrictions. It does, however, make it possible to restrict only the reservable part of the object instead of the entire object.

AXX-5726

Administrators – Updates to the Workplace Experience external app page:

To improve usability, tabs have been added for reservation and request settings.

Relevant includes and settings have been moved to these tabs, with only the general settings remaining on the main tab.

AXX-2084

Administrators: Default import for Reservations:

A default import template and connector have been added for reservations and related reservation items. Using this import, reservations (both historical and future) from another system can be imported into Asset. This ensures that customers can continue working in Asset when migrating from another reservation system. The import connectors become available when the Reservations module is enabled.

AXX-3011

Administrators: Duplicate reservation coordinator 'Cancel' task removed:

The reservation workflow previously included two identical tasks for the reservation coordinator to cancel a reservation. One of these duplicates has now been removed to simplify the workflow and improve clarity.

AXX-5825

Administrators: Technical details tab on requests, corrective- and preventive work orders page:

Similar to the technical details tab on a reservation, a technical details tab has also been added to the requests, corrective-, and preventive work orders pages. This tab is only visible for administrators and shows more technical details related to the object, which can be used for debugging purposes.

Note: Certain technical fields on the request page that were only accessible for the administrator have been removed from the main page, as these can now be found on the technical details page

AXX-5857

Customization - Administrators - Contact.FilterObjectReferences field added:

The Contact object now also has a FilterObjectReferences field. This field will be used for custom dashboard filtering purposes in the future.

AXX-6047

Customization – Administrators - Expanded icon library:

The icon library is extended with around 50 new icons to provide more flexibility when creating custom (startboard) buttons.

The new icons can be found under Client settings → Interface tab → Icons in the ‘General’ category, starting from ‘coffee-machine’ onwards.

Examples of the newly available icons include:

• Coffee machine
• Phone booth
• Locker
• Cafeteria
• Training room
• Gym

These additions give more options to visually represent features and functionalities in custom startboards and pages.

AXX-5630

Customization - Administrators - WorkOrder.workOrderDocumentId field added:

The WorkOrder object now also has a workOrderDocumentId field. This field will be used for integration purposes in the future.

AXX-5802

Advanced Search – Address filter update:

The latitude and longitude fields have been removed from the advanced search screen for addresses. These fields were previously defaulted to 0, which caused valid addresses to be excluded from results. With this change, search results now behave as expected when filtering on address data.

AXX-5467

Compliance – Legally required filter not applied in Compliance graphs menu:

The ‘Legally required’ filter in the Compliance graphs menu was not taken into account in the 'Total overview of documents (applicable)' section. This issue has now been resolved. Using this filter will now correctly impact the results shown in the overview.

AXX-3933

Customization – Administrators: Default value selection for object filters on report filter pages:

It is now possible to set a default value for an instanceId filter field on a report filter page when the objectNameId is specified.

Previously, setting a filter field with both objectNameId and instanceId caused an error when trying to define a default value (e.g., objectNameId = Asset, default value = AST-1234). This has now been fixed ,and a default value can be correctly selected and saved without error.

AXX-5442

Logout – Logout URL did not trigger after timeout:

When configuring a logout URL in the client settings, this URL is automatically opened when a user logs out. However, this did not work correctly when a user was automatically logged out due to inactivity after a predefined timeout period.

This issue has now been resolved. The logout URL is correctly triggered even after an automatic timeout.

AXX-5855

LTMP work order quotation - Quotation approval optimization:

Approving a quotation related to an LTMP work order could previously lead to timeouts. This process has now been optimized.

Additionally, the system no longer updates the prices of related work activities. Instead, it correctly updates the prices of the work order items based on the accepted quotation.

AXX-5795

Projects – Available budget in project phases:

In the project phases overview, the "leftover budget" was previously displayed in green or red, depending on whether the budget was positive or not. However, this approach caused issues with rounding and displaying too many decimals. To resolve this, the leftover budget column no longer uses color. Instead, a second column has been added that shows a green or red traffic light, providing a clear indication of whether a project phase is still within budget.

AXX-5700

Recurring reservation – Fix for start/end date reset in recurring template:

When creating a recurring reservation from an existing reservation, the copied template previously reset the start and end date to today. This has been corrected:

• If the original reservation has a future start/end date, these values are preserved in the recurring reservation.
• If the original reservation is in the past, the behavior remains unchanged (date/time reset to today).

AXX-5295

Reservations: Setup and tidy-up times in seating arrangements:

When using specific seating arrangements in reservable rooms, it is possible to define seating arrangement-specific setup and tidy-up times that are added to the start and end of the reservation.

Previously, if the reservable itself also had default setup and tidy-up times configured, these were used instead of the ones defined in the seating arrangement. This has now been corrected—setup and tidy-up times from the seating arrangement will take precedence when applicable and not empty.

AXX-4514

User interface: Date/time picker positioning fixed:

Under specific circumstances, the date/time picker for a date/time field was partially hidden behind the page header. This has now been resolved: if this situation occurs again, the picker will be correctly positioned below the date/time field to ensure full visibility.