Asset Baseline (25.3)

AXX-5341

Assets – Additional Fields in Overview

The Assets overview—both in general and within a specific building—has been enhanced to display more relevant fields. Newly added columns include Manufacturer, Trade Name, Model, and Purchase/Installation Date.

These additions provide a more complete overview of asset data at a glance, reducing the need to open individual asset records.

AXX-4074

Compliance – New Assets Automatically Marked as Compliance Applicable

A new setting has been added to the Compliance module: "All new assets are compliance assets".

When enabled, all newly created assets will automatically be marked as compliance-applicable, making the Compliance tab immediately visible on the asset detail screen.

To reduce menu clutter and avoid confusion, the "Compliance Assets" navigation menu will be hidden when this setting is active. Since all newly created assets are now compliance applicable, the general Assets menu already provides access to all relevant data.

⚠️ Note: Access to the general Assets menu is still controlled via the system groups View Assets and Edit Assets. If existing compliance users need to access assets via the default navigation, they will now also require the View Assets system group.

AXX-4070

Compliance: Link Multiple Legislations to an Asset via Default Import

Previously, the compliance asset import only allowed linking a single legislation to an asset. However, since the system supports linking multiple applicable legislations, the import functionality has been enhanced accordingly.

A new tab has been added to the import template, allowing users to specify multiple legislations per asset. Additionally, a new import connector is now available for importing these legislation-to-asset links.

AXX-5262

Maintenance Schedules: Improved Labels and Permissions

In the Maintenance Schedules section, authorized users can search, create, and generate work orders from maintenance schedules. However, the options for generating work orders included terminology that caused confusion. To enhance clarity, we have updated the labels and help texts of these options:

• Work order scheduler → Automatic period work order generators

This new label better reflects the functionality of this option, which provides a list of— and the ability to create — automatic generators. These generators create work orders from applicable maintenance schedules based on a defined time interval.

• Generate work orders → Generate work orders for selected maintenance schedules

This change clarifies that the action applies specifically to the maintenance schedules selected in the list. If nothing is selected, a clear error will follow.

Additionally, the Generate work orders for selected maintenance schedules option is now correctly authorized and available to users in the Preventive work order manager system group.

AXX-4819

Organizations: Minor Optimizations:

Several small improvements have been made to the organization pages:

• The layout of fields on the Supplier Organization page has been adjusted to better align with the Own Organization page.
• A shortcut icon to create departments is now available on the Own Organization page, next to the existing option to create sub-organizations.
• The Supplier Organization page now also includes an icon to create sub-organizations and includes the 'Departments' tab to display related sub-organizations and departments, similar to the 'Own organizations' page.
• The 'Organization type' field (Organization or Department) is now shown as a column in the organizations overview.

AXX-4944

Requests Module – Overview Optimizations

Several improvements have been made to the request overviews to enhance clarity and consistency:

Building and Address Display Setting

A new module setting has been introduced to control the visibility of the building and address fields in request overviews. When enabled (default for new tenants), the building and its address will be shown across all relevant request overviews, including the service desk dashboard.

Servicedesk Dashboard – Subject Length Limitation

To improve readability, the Subject field is now limited to 350 characters in the Servicedesk dashboard. Longer subjects are truncated and can be expanded by clicking the "+" icon. The same logic is applied to both the Subject and Description fields in the 'All Open Requests' overview.

Servicedesk Dashboard – Work Orders Requiring Approval

The “Corrective work orders for me or my team handled, but not yet closed” section now also includes work orders that require approval after the work has been completed. These were previously not shown in this overview.

Request Navigation Menu – Field Order Alignment

The field order in the request list accessed via the request navigation menu has been updated to better align with the field layout used in the Servicedesk dashboard overviews.

AXX-5120

User Interface: Column Editor Option

The ability to customize columns in overviews—such as showing, hiding, or reordering them during the current user session—has been available as an experimental feature for some time. As of this release, it is now enabled by default for all users, without the need to activate or option to deactivate it through general settings. The column editor is enabled via the 'Ʌ' icon on the far right side of the columns in a list.

AXX-5119

User Interface: Message Viewer

The improved message viewer—displaying multiple message types (e.g. error messages, workflow task instructions, and script logs) at the top of a page in a clear tabbed interface rather than a single long list—has been available as an experimental feature for some time. As of this release, it is now enabled by default for all users, without the need to activate or option to deactivate it through general settings.

AXX-5121

User Interface: Toggle page include to full screen option

The ability to expand a Page Include to full screen has been available as an experimental feature for some time. As of this release, it is now enabled by default for all users, without the need to activate or option to deactivate it through general settings. This toggle is done via the 'expanding arrows' icon on the top right side of a page include.

AXX-1565

User Management – User License

The 'User license' field on a user will now only display license types that are still available for assignment. Previously, all potential license types were shown, which could result in an error if an unavailable license was selected. This change helps prevent such errors by limiting the selection to valid, assignable licenses only.

AXX-5047

Administrator: User license 'Special' changes to 'Light user'

The user license 'Special' has been changed to 'Light user' to align with the intended use in our new pricing. This change is only a textual change, it does not impact the functionalities and use of this user license type.

AXX-3961

Administrators – New Default Username Format: 'email'

A new option, 'email', has been added to the default username format settings for new users (this setting can be found via module settings -> users).

When this option is selected, the username is automatically generated based on the email address of the associated contact.

AXX-5353

Administrators – New Object Search Options:

Two improvements have been made to simplify object search for administrators:

• A new menu option, ‘Find objects by object type’, has been added to the Admin navigation menu. This allows administrators to search for any available object type (e.g., Requests, Reservables, Areas) based on object type and creation time. This is particularly useful for object types that do not have a dedicated menu option, such as technical or background (sub)objects.
• The ‘Find object by reference’ feature, previously only available on the administrator startboard, is now also accessible directly from the Admin navigation menu.

These additions help administrators quickly locate and manage a wider range of objects across the system.

AXX-3142

Administrators – Security hardening:

Multiple improvements have been implemented to strengthen the platform’s security posture. These changes are part of our ongoing efforts to enhance system integrity and protect against potential vulnerabilities.

AXX-5081

[Customization - Administrators] - Unique Reference added:

The Survey object has gotten a uniqueReferences field added.  This field will be used for integration purposes in the future.

AXX-5253

[Customization – Administrators] –  Renaming of ‘Glyph’ to ‘Icon’:

The page option previously labeled ‘Glyph’, which allows you to specify the name of an icon, has been renamed to ‘Icon’. Similarly, the overview of available icons (accessible via Settings → Interface) has also been updated to reflect this new naming.

This change was made because ‘Glyph’ referred to an older icon format that is no longer accurate or relevant.

🔹 Note: This update only affects naming. The underlying functionality remains unchanged.

AXX-5163

[Customization - Administrators] - WorkOrder.resolution field added

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

AXX-5351

[Customization – Administrators] Limiting the Available Object Types

Many core object types are not used in Asset or by any of its customers. As a result, these objects have been hidden and can no longer be used in future customizations.

This change is intended to:

• Prevent potential issues caused by non-standard or undocumented objects,
• Simplify the customization process by reducing the number of available object types, and
• Improve overall product stability and maintainability.

For a complete list of the hidden objects, please refer to the following internal documentation (accessible to Spacewell employees only):
https://spacewell.atlassian.net/wiki/spaces/WM/pages/1209139221/Limited+Object+Types+Available+in+WPM#Current-situation-and-next-Steps

AXX-4976

[Implementation consultants]- GoCanvas integration module activation

A first version of the GoCanvas integration* is now available as a module activation. However, this first version is only for early access testing and demos.

In the next release, the full MVP functionality will be released.

For further details, see: https://support.spacewell.com/space/KB/1263435785/GoCanvas+integration+module+activation+and+information

(Documentation will be available at the release date.)

*GoCanvas will be used as a work order app, allowing users to handle work orders in a dedicated mobile application with offline support. This setup is particularly suited for field users who need reliable access regardless of connectivity.

AXX-5169

[Implementation consultants] - Technical release notes available:

The technical release notes (CFCs created by Development) are now accessible via the following path: Navigation menu → Admin → Release Notes for level 3 administrators.

On the Release Notes page, a new button labeled Technical Release Notes has been added. Clicking this button will display an overview of the technical release notes currently available. This feature allows you to verify whether a specific change is already present on the server — for example, when testing recent updates on a test server.

AXX-2939

Export to Word error

When exporting a page or overview to Word, the resulting document would give an error message "Word has found unreadable content in..".
This has been fixed.

AXX-5133

Navigation Menu Text Display Issue Resolved

An issue where navigation menu items with text spanning two lines would have the second line partially cut off has been resolved. The text now displays correctly across multiple lines.

AXX-5377

Project Module – Fix for Project Creation via Template

An issue could occur when creating a new project from a template. In specific cases, an error was triggered due to the hierarchy of project phases defined in the template. This has now been fixed to ensure reliable project creation from templates.

AXX-5083

Project Module: Budget Approval Workflow Fix

Previously, when budget approval was not enabled in the Project module settings, but a budget was still added to a project, the workflow could get stuck at the “Awaiting budget approval” task. This occurred because no users were available to assign the approval task to.

This issue has now been resolved.

If budget approval is not active, any additional budget requests will now be automatically approved, ensuring the workflow continues without manual intervention.

AXX-2280

Reservations: Double Booking Issue Resolved

An issue was identified where simultaneous reservations for the same room or workplace, created via Workplace Experience, 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 be displayed indicating that the resource is already occupied.

AXX-5072

Reservations: 'Reserve in Advance' check fixed for catalog items with linked regimes

An issue was identified when using 'Reserve in advance' settings on reservable catalog items (e.g., catering), in combination with a regime linked directly to the item. In this scenario, the system did not correctly validate whether the user was allowed to make the reservation, which could lead to incorrect error messages, while it should have been allowed based on the settings.

This has now been resolved, ensuring that reservation rules are enforced as expected.

AXX-5073

User Interface – Tab Text Colors

In the previous release, several updates were made to align the user interface more closely with Spacewell's general branding. However, this caused the text color in tabs to sometimes become difficult to read, as it followed the navigation menu color while the background remained white.

This has now been corrected: tab text will always appear in black, ensuring consistent readability regardless of the surrounding UI elements.