Space Management integration module activation and information

• 1. Space Management integration in general
• 2. What is this module about
• 3. Why use this module
• 4. How to activate this module
  • Enabling this module when the customer is not on Asset Baseline
  • 4.1 Prerequisites before activating this module
  • 4.2 Module activation
  • 4.3 Data imports
  • 4.4 System groups
  • 4.5 Navigation menu and startboard options
• 5. Additional reports
• 6. Additional settings and options after enabling
• 7. Additional information
• 8. User manual
• 9. Q&A

1. Space Management integration in general

The Space Management application is designed to centralize all building-related master data and serves as the primary data source for other Spacewell applications, such as Asset, Workplace, and Energy. By using a single source of truth, it eliminates the need to maintain the same master data across multiple applications

2. What is this module about

This module enables the integration between Asset and the Space Management application. Building-related master data maintained in Space Management is synchronized to Asset, where it can be used across various modules.

For more information on the related master data module in Asset, see:

• Master data: Buildings and areas module

3. Why use this module

If Space Management (as a product) is used and master data like buildings, floors, and areas is also used in Asset (e.g., for use in other modules like Maintenance), it is relevant to set up this integration such that space data only needs to be maintained in one location (Space Management) and is kept up to date in Asset as well.

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 level 3 admins). For more general information about these 'Module activation' options, see Module activation

The Space Management integration has a configuration guide for the Space Management application, the Integration Platform and Asset. This configuration guide can be found via: Configuration guide Space Management integration. This module activation is only 1 step in the complete configuration guide for the Space Management integration.

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 (Space Management integration) manually via Client settings → Authentication. Set it to active, and make sure incoming web services are allowed.
2. This integration uses an FTP connector for importing the buildings and areas from Space Management for every update in Space Management. To determine the correct category for every type of location, a field map item can be added on client level to the root field maps, via which the relevant custom category can be determined. If this is not done, the first available category will be used per object (Property or Area), which might not be the desired behaviour.

This is already done on the Asset Baseline for Asset Baseline customers. This FTP connector is found via the API connector:

This will contain a list of field maps:

In each linked field map that relates to a Property or Area object, a field map item can be added (by copying an existing one). It is best to use an example from an Asset Baseline customer to see how to do this per field map.

Below is an example for the building field map:

Once the above steps are done, the rest of the setup and integration can follow the steps related to setting up this integration in the integration guide Configuration guide for the Space Management integration.

4.1 Prerequisites before activating this module

The Space Management integration requires the master data: buildings and areas module to be activated.

For more information on this module activation, see:

• Master data: Buildings and areas module activation and information

4.2 Module activation

For this specific module activation the external app is automatically generated and configured properly. The additional configuration steps in the Integration Platform and in the Space Management application are described in the configuration guide.

There are currently no settings to be determined.

4.3 Data imports

When the external app is automatically generated and configured during module activation, an FtpConnector is also automatically linked to it. This FtpConnector includes several import mappings that are used to synchronize data from the Space Management application to Asset.

The automatically generated FtpConnector 'Import Space Mgmt, Location' contains the following import mappings:

For more information on data imports in general, see: Data imports

4.4 System groups

For this module activation, no additional system groups are relevant. Since this module is about the Space Management integration, the system groups relevant for the master data: buildings and areas module are applicable.

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

The system groups for the related module can be found here: Master data: Buildings and areas module activation and information | 4.4 System groups

Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.

4.5 Navigation menu and startboard options

No additional navigation menus become available when activating the Space Management integration. The navigation menu of the master data: buildings and areas module is applicable in this case.

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

5. Additional reports

No additional reports are applicable when activating the calendar integration.

6. Additional settings and options after enabling

For most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.

To navigate to all Space Management integration settings, go to ‘Modules settings’ → ‘Integrations' tab → 'Space Management integration’ tab. More information on the configuration and settings in the External App of the Space Management integration see: Configuration guide for the Space Management integration

7. Additional information

No additional information currently

8. User manual

No user manual is applicable for the Space Management integration.

9. Q&A

Waiting for questions to answer