Space Management integration module

• 1. What is this module about
  • 1.1 Data sync direction
    • 1.1.1 Space Management to Asset
    • 1.1.2 Initial master data sync from Asset
  • 1.2 Import connector
    • 1.2.1 Import log
  • 1.3 Restricted access in Asset
    • 1.3.1 Fields
    • 1.3.2 Functions
    • 1.3.3 Hierarchy

1. What is this module about

The Space Management integration module is about the master data sync (regions, sites, buildings, spaces and sub spaces) between the Space Management application and Asset.

1.1 Data sync direction

1.1.1 Space Management to Asset

The Space Management application is always the source of the master data. Data is synchronized in a single direction, from Space Management to Asset. There is no synchronization from Asset to Space Management, nor is there a bi-directional synchronization where updates are exchanged between both applications.

Information synchronized from the Space Management application to Asset is also protected against manual updates in Asset. This ensures that master data remains consistent and can only be maintained in the Space Management application.

For more information, see 1.3 Restricted access in Asset below.

1.1.2 Initial master data sync from Asset

If an existing customer already uses Asset to manage master data, this data can be exported from Asset and imported into the Space Management application as part of the initial migration.

The required export reports are available via the administrator startboard Integrations → Space Management → Export Reports.

The reports are designed to match the import templates used by the Space Management application, allowing the exported data to be imported directly without requiring any manual modifications.

When exporting master data from Asset, an automatic validation check is performed to ensure that the data is registered according to the defined rules. For example, a building cannot directly be a child of a region.

An overview of the validation checks:

• A region can only be part of another parent region or not part of anything at all
• The start date of a region is required (if there is no parent region)
• A region cannot have a start date before the start date of the parent region (if region is part of another parent region)
• A site can only be part of a region or not part of anything at all
• A site cannot have a start date before the start date of the parent region
• A building can only be part of a site or not part of anything at all
• A building cannot have a start date before the start date of the parent site
• A floor can only be part of the main area of a building
• A space can only be part of a floor
• A sub space can only be part of a building section (general area)

1.2 Import connector

The master data maintained in the Space Management application is synchronized to Asset through an import connector (FtpConnector). This import connector is automatically linked to the Space Management API Connector.

The import connector contains several import mappings that are used to synchronize master data from the Space Management application to the corresponding objects within Asset. More details on which objects and fields are synchronized via the import can be found via the import connector.

The Space Management import connector is a little bit different from the default Asset Baseline imports. In a default Asset Baseline import, the General tab shows general information about the specific import and buttons are available to download the import template and upload the CSV file. The Space Management import connector provides a more technical interface. Within this connector, imports are processed through an intermediate object (FtpConnectorRun), which tracks the execution of each import (sync).

1.2.1 Import log

Several tabs are available in the import connector to monitor the import process, including overviews of recent runs, queued runs, and failed runs.

As the tab names indicate, import runs (FtpConnectorRuns) are categorized based on their status. Separate tabs are available to view successful, pending, and failed import runs.

A FtpConnectorRun provides detailed information about the processed data through various fields, such as the number of objects created, updated, and the number of errors encountered during the import.

Each FtpConnectorRun also includes the associated import file (CSV) and a log file. These files can be used to review the imported data in detail and to investigate any errors or issues that occurred during the import process.

1.3 Restricted access in Asset

1.3.1 Fields

Several fields in Asset are not editable if the object is managed in Space Management. Below is a list of fields that cannot be updated in Asset.

• Area.areaTypeCode
• Area.capacity
• Area.description
• Area.name
• Area.parentAreaId
• Area.propertyId
• Area.reservable
• Property.constructionDate
• Property.description
• Property.name
• Property.parentPropertyId
• Property.propertyTypeCode 

Other fields can be managed in Asset, but will not sync back to Space Management.

1.3.2 Functions

Several functions of a master data object managed in the Space Management application are restricted in Asset. An error is shown when using the following functions in Asset:

• delete
• archive
• template
• duplicate
• close

1.3.3 Hierarchy

It is currently still possible to create new objects (e.g. buildings) in Assets next to buildings synced from the Space Management application, but there are some rules regarding the hierarchy.

• It is not possible to set the parent building of a building managed in Asset with a building managed in Space Management. An error if presented.
• It is not possible to set the parent area of a area managed in Asset with a area managed in Space Management. An error if presented.
• It is not possible to set the building of an area managed in Asset to a building managed in Space Management. An error if presented.