Asset Baseline (25.2)

AXX-4336

Compliance: Additional unit codes added

The following additional unit codes have been added and can be used in the Asset module per asset, as well as in the compliance asset import sheet:

• kVA (Kilovol Ampere)
• m3/h
• m3/s
• tCO2 eq (ton co2 equivalent)

AXX-4068

Compliance: Bulk Upload Optimizations

The Bulk Upload feature—used to upload and link multiple documents to relevant legislation documents—has been further optimized, specifically in the second step, where documents are processed:

• You can now select multiple documents and set them to Final in one action, instead of updating each line individually
• The Asset field can now also be set in bulk for a selection of documents

AXX-4698

Compliance: Overview for documents that expire within 90 days

The compliance startboard tab now also includes an overview of documents that expire within 90 days.

AXX-4069

Compliance: Option to link Multiple Legislations via Legislation Suggestions

When using legislation suggestions (based on asset code/NL-SfB), it was previously only possible to select one suggested legislation per asset.

With this update, the legislation suggestion overview now displays a separate line for each applicable suggestion. This allows you to accept multiple suggestions per asset, making it possible to link an asset to multiple legislations directly from the suggestions—just as was already possible when linking manually.

AXX-4073

Compliance: Update legislation documents in Bulk

It is now possible to update multiple legislation documents at once in the legislation documents overview. You can select multiple documents and mark them as Not Applicable in one action—along with providing the mandatory reason—saving time and improving efficiency when managing large sets of documents.

AXX-943

Invoice runs: Automatic Restart After Server Reboot

Previously, when using invoice runs to generate invoices based on contracts, the process would stop if the server was rebooted—and would not resume automatically.

This has now been fixed. The automatic invoice generation process will now restart after a server reboot, ensuring continuity without manual intervention.

AXX-4513

Login screen: Removed option to switch to the old user interface

In the login screen of the adaptive user interface, the option to switch to the old user interface was still available. This option has now been removed.
For clients still working in the old user interface, nothing has changed, as the login screen for the old user interface remains accessible.

AXX-4280

QR codes for assets: Option to print QR codes

A new report is added that shows an overview of all OR codes related to assets. This overview can be used to print the QR codes. This report can be found via reports → Folders → Masterdata: FMB-REP-1086 QR codes for assets.

AXX-4447

Recurring reservations navigation menu search screen

The reservation module setting 'Initially show reservations in searchpage' now also applies to searching for recurring reservations via the navigation menu, based on the following options this setting can have:

• Reservations taking place today: For recurring reservations: This will show all recurring reservations created today
• My future reservations: For recurring reservations: This will show all open recurring reservations from the user
• No reservations: For recurring reservations: Nothing is loaded initially, a user can directly start searching for recurring reservations

AXX-4294

Reservations: Skipping Workflow Emails for Participant Updates

To reduce unnecessary email notifications, we’ve refined how participant updates are handled in reservation workflows.

Previously, every update to a participant—such as adding someone (via Workplace Experience or Outlook) or accepting an invite (via Outlook)—would cause the Reservation workflow to pass through the Change and Submit connectors. This often led to an overload of identical "Your reservation has been changed" emails, especially for reservations with many participants (e.g., created via Outlook), even though the reservation itself hadn’t changed.

With this update, participant-related changes will no longer trigger reservation change emails.

AXX-4503

User interface: changes

To align Asset more closely with the Spacewell Design System and create a more unified product suite, we are implementing several UI updates in this release:

• New Icons:
  The icon library has been updated to match the Spacewell Design System. Most icons have only minor visual adjustments to maintain familiarity while ensuring consistency across applications.
• Startboard Buttons (Non-Admin Users):
  As a first step toward adopting the new design system, startboard buttons have been updated in terms of look and feel. While the long-term goal is to introduce wider buttons (similar to those used in Studio), we have preserved the current button size to avoid disrupting carefully aligned customer layouts. As part of this transition, icons on button bars are now aligned to the left.
• Startboard icon colors:
  If the corporate identity does not have a highlight color, the color of the icons on startboards is determined based on the ‘second color' in the corporate identity (same color as the navigation menu), instead of being black.
  For more information on the corporate identity, see: Corporate identity.
• General UI Improvements:

  • The top bar now includes an ‘X’ icon when the navigation menu is expanded, making it more intuitive to collapse the menu. The icon also adopts the navigation menu color for visual consistency.

  • Minor adjustments such as rounded corners in includes contribute to a cleaner and more cohesive interface.

AXX-4643

User interface: Default workflow button color

In the previous release, the default workflow button color was updated. We will change the color again to have better alignment with WCAG guidelines. The new default color will be #00b3bc.

AXX-671

[Administrator] Calendar integration insights

When the calendar integration (Outlook Exchange or Google) is enabled, a new button bar—Calendar Integration—will appear on the administrator starboard.

Similar to the Workplace Experience button bar, this overview is designed to help manage and troubleshoot the integration. It includes the following sections:

• Information – Direct link to the knowledge base page for calendar integration
• External Apps – Quick access to the calendar integration external app(s)
• Event Logs – Search event logs for specific reservation integration updates
• Debugging – Several overviews to support troubleshooting:

  • External app mappings missing required values (e.g., client secret)

  • Reservables linked to an external app but not mapped in the integration platform (no observation)
  • Reservables with “Reserve in advance until” settings (to validate alignment with Exchange)

AXX-4381

[Administrators] Recurring reservations now include a create-timezone field

When recurring reservations are created via Workplace Experience, the timezone used to generate the occurrences is important, as it may differ from the user's own timezone. To support this, a new field has been added to the schedule object: createTimezone.

This field is automatically set based on the context. When created directly in Asset, the user's timezone is used; when created via Workplace Experience, the building's timezone is used.

The createTimezone field ensures that occurrences are generated in the correct timezone and has also been added to the Technical Details tab of a recurring reservation.

This is mainly a technical change and should not affect the current behaviour of recurring reservations in Asset.

AXX-4149

[Administrators]  User profile management dashboard

The User profile management dashboard also showed, per profile, how many users had a given profile. Since this lookup caused long load times for larger clients, this insight has been removed and the 'Available user profiles' thus no longer shows the total number of users that have each of the profiles assigned. This information can still be obtained by opening a user profile and using the 'users' button.

AXX-2181

[Administrators] Workflows page and overview per module setting

The main pages for workflows and workflow versions have been slightly updated. They now display only the most relevant settings by default, while other settings are grouped under a "Show advanced settings" toggle. This improves usability by making frequently used and important settings easier to identify.

In addition, the module settings page now also displays the related workflow versions for that module. This makes it easier to view all relevant workflows in the same place as the general module settings.  Any client-specific workflow versions based on baseline workflows are also shown here.

AXX-4278

[Administrators] Workplace Experience integration External App

From now on, when creating a new Workplace Experience external app, the related Access-ID value will follow a unique reference pattern instead of a more generic text pattern. This value is automatically generated and no longer editable.

This change ensures the Access-ID is unique per client and server, reducing the risk of configuration issues and improving integration reliability.

AXX-4663

[Customization – Administrators] – New Icons Overview

When configuring a new button on a startboard, a glyph (from the icon set) is used to define the icon for that button. Previously, a PDF document was required to look up the corresponding glyph names. To improve usability and accessibility, the complete list of available icons (including a lot of new icons) is now integrated into Asset. You can find it under Client Settings → Interface → Icons (top right in the icon bar).

AXX-4677

[Customization - Administrators] - WorkOrder.uniqueReference added

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

AXX-4279

[Implementation consultants] MCS migration employee import

For the MCS migration employee import, two additional fields have been added. These will now also be taken into account based on the default MCS export file:

• Language (Code)
• Manager (Key Field Value)

AXX-4289

[Implementation consultants] Removed the option to switch to the old user interface

Even though all customers on the Asset baseline work in the adaptive user interface, it was still possible to use the userInterfaceCode field (either in general, on a profile, or on a user) to switch back to the old user interface. This is no longer possible — the setting for this field can no longer be changed to the old user interface.

This change was made for security reasons, as the old user interface does not meet modern security standards.

AXX-4612

Cost centers: Advanced search no longer gives error

When searching for cost centers, the advanced search screen previously resulted in an error. This has been fixed, and the advanced search screen is now available when searching for cost centers.

AXX-4504

[Customization – Administrators] – HTML Color Formatting on Page Restored

It is possible to use certain HTML tags in page fields to display fixed text in a different color (e.g., red). However, due to security updates related to HTML sanitization in the previous release, these color styles were no longer being displayed as intended. We’ve now updated the HTML sanitizer to allow specific, secure HTML tags, restoring support for basic color formatting.

However, be aware that to display a text in another color, the 'style' attribute in the HTML should be used instead of the Color attribute, as the color attribute is deprecated and should be avoided in browsers.
For example, to show text in red, use <font style="color: #FF0000;">Example text</<font> instead of <font color="#FF0000">Example text</FONT>