Spacewell Scan module activation and information

• 1. Spacewell Scan in general
• 2. What is this module about
• 3. Why use this module
  • 3.1 Choices to be made within the module
• 4. How to activate this module
  • Enabling this module when the customer is not on Asset Baseline
  • 4.1 Prerequisites before enabling this module
  • 4.2 Module activation
  • 4.2.1 Workflow emails
  • 4.3 Data imports
  • 4.4 System groups
    • 4.4.1 Relevant system groups from other modules:
  • 4.5 Navigation menu and startboard options
• 5. Additional reports
• 6. Additional settings and options after enabling
• 7. Additional information
  • 7.1 Printing QR codes
• 8. User manual
• 9. Q&A

1. Spacewell Scan in general

In most buildings, a large share of issues never reach the facility team. The people who notice them, visitors, patients, students, or employees who are only occasionally in the building, are usually not registered system users. They have no easy way to report what they see, so the issue simply goes unreported until it becomes a bigger (and more expensive) problem.

Public, no-login reporting via QR codes is a known way to close this gap: a code is placed directly on a space or an asset, anyone with a phone camera can scan it, and a short report is submitted without needing an account, an app, or any training.

Spacewell Scan brings this capability natively into Asset. QR codes are generated directly from your existing Areas and Assets, and every submitted report becomes a regular service request in Asset, handled by the same service groups and the same workflow already used for other requests. There is no separate system to maintain and no data to reconcile.

2. What is this module about

For more information on the content of this module, including detailed descriptions of some of the core components, see: Spacewell Scan module in the 'Application Managers' section.

3. Why use this module

Spacewell Scan turns every person present in a building into a potential reporter, not just the people who are already logged into Asset or the Workplace app. Because there is nothing to install and nothing to log into, the barrier that normally stops occasional occupants from reporting an issue is removed.

Requests submitted via Spacewell Scan land directly in the existing Requests queue, so there is no second system for the service desk to monitor. If AI features are enabled, incoming reports are also cleaned up, classified, and checked for likely duplicates before a human ever looks at them, which keeps the extra volume from becoming extra noise for the service desk.

3.1 Choices to be made within the module

Apart from the basics that are always available in this module (generating QR codes for areas and/or assets, and having those scans create requests), the most relevant additional choices that can be made when using this module are the following:

1. Which areas and/or assets will get a QR code? Spacewell Scan requires at least the Buildings and areas module and/or the Assets module to be activated, depending on what the customer wants to make scannable (e.g. only assets such as coffee machines and printers, only areas such as meeting rooms and toilets, or a combination of both).
2. Should the AI features be used? AI is enabled by default and can be switched off at any time via the 'Disable AI features' option on the Spacewell Scan landing page. Consider the value of automatic description cleanup, smart suggestion chips, automatic problem type and subject determination, and AI Insight against the customer's appetite for AI-assisted features and the languages used on-site (AI features are available in all 6 supported form languages).
3. Which fallback and additional service types should be linked per QR code? Every QR code requires exactly one fallback service type, used as the default (and, if AI is enabled, as the fallback when AI cannot confidently determine a service type). Additional service types can optionally be linked to broaden what a reporter (or the AI) can select for that specific object. Since AI suggestion chips show a maximum of 4 options at a time, it is not necessary (and not useful) to link a very large number of service types to a single QR code.
4. Should a custom corporate identity be used? By default, the form uses Spacewells default corporate identity. Alternatively, a QR-specific corporate identity can be linked to a QR code configuration to show a different logo and colors on that particular form.
5. How will the QR codes be printed and placed? Codes can be printed directly from Asset in two sizes, or the QR code URL can be exported for use in any other (online) print service. Agree with the customer which print format and label material will be used (see chapter 4.3 and 7).

4. How to activate this module

As for every new module, use the 'Module activation' option on the administrator startboard (only available for level 2 and 3 admins). For more general information about these 'Module activation' options, see Module activation.

Enabling this module when the customer is not on Asset Baseline

Enabling this module when the customer is not on Asset Baseline

For customers who are not on the Asset Baseline, there is no module activation process that automatically creates the relevant objects and settings. Please make sure to take care of the following:

1. Create the API Connector (QR code ticketing) manually via Client settings → Authentication. Set it to active, and make sure incoming web services are allowed.
2. Make sure requests created via Spacewell Scan are created in the correct category, by manually setting up the required WorkflowControl object. Look for the WorkflowControl object named 'RequestGeneric' (the easiest way to find it is to temporarily create an import connector, since these have a field to select a WorkflowControl, letting you locate 'RequestGeneric'; the FTP connector itself can be deleted afterwards). Copy this WorkflowControl, keep the name exactly the same, and set the correct request category on the copy (it does not need to be linked to the API connector):

3. Optional: Photos uploaded via the Spacewell Scan form get uploaded in the first available document category. This can be influenced by looking for the WorkflowControl object named 'AttachmentSpacewellScan' and setting the ‘Category’ field to the desired document category.

Once the first step is completed, the 'Spacewell Scan' navigation menu option under 'Requests' becomes available automatically to administrators, provided the customer uses the standard navigation menu, since its visibility is tied to the presence of the API Connector. If the customer uses a custom navigation menu, this option must be added to it manually.

4.1 Prerequisites before enabling this module

Spacewell Scan requires the Requests module to be activated, since every scan results in a regular request. In addition, at least one of the following master data modules must be activated, depending on what the customer wants to make scannable:

• Masterdata: Buildings and areas module activation and information (required if QR codes need to be linked to areas)
• Masterdata: Assets module activation and information (required if QR codes need to be linked to assets)

4.2 Module activation

For this specific module activation, there are no settings to be determined. Starting the module activation is enough: the module is enabled and the 'Spacewell Scan' API Connector is automatically generated and configured in the same step. No manual API Connector setup is needed.

4.2.1 Workflow emails

Spacewell Scan does not introduce its own workflow or workflow emails. Requests created via a QR code scan follow the standard request workflow, including its existing workflow emails. For more information, see: Requests module activation and information | 4.2.1 Workflow emails.

One difference to be aware of: since reporters using Spacewell Scan are anonymous, the requestor of the resulting request is automatically set to the admin user linked to the Spacewell Scan API Connector (by default a user named 'Spacewell integration'). As a result, any workflow email that would normally be sent back to the requestor (e.g. a confirmation email, or a request for more information) is sent to noreply@spacewell.com instead of the actual reporter, who remains unknown to the system and cannot be reached.

4.3 Data imports

For this module activation, no data imports are available as there is no bulk import for QR code configurations. Instead, QR codes are generated directly from existing master data overviews. For more information about this, see: Generating and printing QR codes in the application managers section.

4.4 System groups

Spacewell Scan does not introduce any new system groups. Access to the 'Spacewell Scan' navigation menu option, and therefore to creating and managing QR code configurations, is available to administrators via the request navigation menu. No user account or system group is needed to scan a QR code and submit a request; this is by design, as anyone can do this without logging in.

Handling the requests that result from a scan uses the same system groups as regular requests.

4.4.1 Relevant system groups from other modules:

For more general information on user profiles, system groups, users, and the user profile dashboard, see: Authorizing users.

4.5 Navigation menu and startboard options

When this module is activated, the navigation menu option 'Requests' → 'Spacewell Scan' becomes available. This opens the Spacewell Scan landing page, which gives administrators access to:

The page also shows the automatically generated 'Spacewell Scan' API Connector (under 'API Connector(s)') and a 'Recent errors (event log)' panel for basic monitoring.

No separate startboard tab is available for this module; all configuration is done via the Spacewell Scan landing page described above.

For more general information on the navigation menu and startboard, see: Navigation menu and Startboard.

5. Additional reports

No additional reports or management dashboard are currently available specifically for Spacewell Scan. Basic monitoring of technical issues is available via the 'Search in event log' and 'Recent errors (event log)' options on the Spacewell Scan landing page. Reporting on the requests themselves (volume, handling times, etc.) is available via the standard Requests reports, since Spacewell Scan requests are regular requests.

6. Additional settings and options after enabling

Unlike most modules, Spacewell Scan does not have a separate 'Module settings' page on the administrator startboard. All configuration and settings, including enabling or disabling the AI features via 'Disable AI features', are managed directly via the navigation menu option 'Requests' → 'Spacewell Scan' (see chapter 4.5).

7. Additional information

7.1 Printing QR codes

QR codes can be printed directly from Asset via the 'Print QR codes (large)' or 'Print QR codes (small)' options on the Spacewell Scan landing page. For more information about this, see: Generating and printing QR codes in the application managers section.

8. User manual

There is no traditional end-user manual for Spacewell Scan, the public reporting form requires no login and is intentionally self-explanatory for anonymous reporters. Employees handling the resulting requests can use the existing manual: Requests.

9. Q&A

Q: Is it safe to expose these QR codes publicly?
A: Yes. No login is required, and no personal data is collected from the reporter. AI Insight is designed to be public-safe: it never reveals ticket counts, names, or other internal details, and shows nothing at all when there is no relevant history.

Q: Do the 6 supported form languages also apply when AI is disabled?
A: Yes, the reporter can still choose their language. However, without AI, the reporter sees the service type dropdown in that language only if a translation for the relevant service type is available in Asset. With AI enabled, suggestion chips are always generated directly in the form's selected language.

Q: Can the actual reporter identify themselves on the form, for example via an email field?
A: No. This is not possible by design. The resulting request is always registered under the admin user linked to the Spacewell Scan API Connector, and the identity of the actual reporter is not captured or known to the system.