B1 - existing Asset + Workplace tenant

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Laura CARBO

In this scenario we are dealing with an existing tenant that uses Asset and Workplace.

When in doubt, go back to Space Management activation playbooks

Step

Component

Action

Who

1

PREPARATION

These steps must be done in the days before the actual migration

1a

Asset

Location hierarchy preparation

This step may take considerable time. We recommend doing this in the days/hours before the actual migration.

1/ Before you can export the location master data from asset, verify that this hierarchy of “Location classes” is respected everywhere:

Region >Site > Building > Floor > Space > Subspace

2/ Workplaces and Parking places are “Subspaces” that must be part of a Space (=Room). They cannot be directly under a Floor.

3/ Space Management does not support “Building sections”

4/ Pay attention to the Start Date of locations. The rule is that a child location cannot have a Start Date which is older than the Start Date of its parent.
Start Dates can be left blank, except for root level locations (Regions or Buildings).

Manual

Implementation consultant

1b

Asset

Perform a quality check on the rules above

Manual

Implementation consultant

1c

Asset

Export location master data from Asset to Excel

In Asset there’s a set of purpose-built reports that allow exporting location data in XLSX files that are compatible with Space Mgt.

9 XLSX files must be exported:

  1. Building Types
  1. Space Types
  1. Subspace Types
  1. Regions
  1. Sites
  1. Buildings
  1. Floors
  1. Spaces
  1. Subspaces

These export files contain a special column “asset_unique_reference”.

This will become the unique location_id in Space Management, Cobundu and Asset after the whole migration is completed.

The first column “Id” must always be left blank.

Manual

Implementation consultant

1d

Excel

Do a quality check by opening the exported XLSX files.

1/ For the “Types” files: there must be a column with class values.

  • Building Types: add column “Building Class” and specify one of these values per row:image-20260821-095148.png

     

  • Space Types: add column “Space Class” and specify one of these values per row:image-20260821-095315.png

  • Subspace Types: add column “Subspace Class” and specify one of these values per row:

    image-20260821-095429.png

2/ Start Date of locations can be left blank except for root-level locations (these could be regions or buildings).
Ensure that values are filled in according to the YYYY-MM-DD format.

3/ Pay attention to Time Zones!
These are essential for Sites and Buildings.
Values must be filled in properly before importing, because the Time Zone information from Space Management will be used everywhere on all Workplace touchpoints.

Manual

Implementation consultant

2

REQUEST

Plan ahead so that all involved teams can organize

2a

Zendesk

Request: Space management module

image-20260811-083338.png

https://support.spacewell.com/hc/en-001/requests/new?ticket_form_id=26787978277532

Note that “Tenant identifier” is important – this is the official technical name of the tenant (from Asset).

This procedure will deploy space management for an existing Asset + Workplace combo.

Manual

Implementation consultant

2b

Zendesk

Create Jira item in the QUEEN project

+ specify “Cobundu Core” as team
+ assign to Ihor Korolkov
+ notify requester after the demand
+ notify requester when done
+ notify Kurt Demeulemeester

Manual

Support team

2c

Teams

Share Jira item and details in Teams channel Space Management activation

+ agree on a date for activation

Manual

Implementation consultant

2d

Communication

Send notification to all end users.

On the agreed date for activation, there will be some downtime and impact on various touchpoints!

Manual

Implementation consultant and/or support team

3

DEPLOYMENT

These steps must be done in the days between the request and the actual migration

3a

Space Mgt + storage app

Enable space management for tenant (db schema + roles) via script

Automation

Cobundu Core team

3b

Integration platform

Deploy new tenant

https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4522999812/Integration+platform+tenant+creation+SW+internal

Manual

Integration team

3c

Studio

For the specific tenant, create or edit an account with role “space.admin” who will perform the data import.
Check that this role has all the necessary rights to import location master data.

Manual

Implementation consultant

4

ACTIVATION

These steps must be done in the days between the request and the actual migration

4a

Asset

Activate the “Space management integration” module in Asset

Global assistance page:

https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4834983937/Space+Management+integration

Activation instructions:

https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4642701313/Space+Management+integration+module+activation+and+information

Manual

Implementation consultant

4b

Integration platform

Login to https://integration.spacewell.com/

Space Sync – Setup connectors to Asset and to Space Management

Instructions:

https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4834983937/Space+Management+integration

Manual

Implementation consultant

4c

Integration platform

Activate Space Sync for the tenant

Manual

Implementation consultant

5

DATA MIGRATION

These steps should be executed outside business hours

 

5a

Teams

There is a Teams channel for “Space Management activation”:
Space Management activation

Notify Cobundu core, Mobile, Axxerion core teams when the actual migration will take + coordinate the next steps

It’s important that the next steps are executed in close collaboration between implementation consultant and dev teams.
The whole process may take 1h or more and causes interruptions in Workplace, so best to plan this outside normal business hours.

 

Implementation consultant
+ support team

5b

Asset

Location hierarchy preparation

This repeats the preparation steps!

Ensure that the location hierarchy is prepared for use in Space Management, else the subsequent steps will fail.

Implementation consultant

5c

Cobundu

Run pre-processing script

(The script will flush locations in Cobundu because they still use old-style numerical location ids from Asset at this point. The script will perform data cleanup tasks: Updating old location_ids (from Asset) in settings, timeslots, kiosks etc)

Cobundu Core team

5d

Space Management

Import location master data in Space Management.
Use the export files created in step above.

Execution sequence:

  1. Building Types

  1. Space Types
  1. Subspace Types
  1. Regions
  1. Sites
  1. Buildings
  1. Floors
  1. Spaces
  1. Subspaces

Implementation consultant

5e

Back-end

Run post-processing tasks

  1. Restart the GO servers to invalidate their local caches
  2. Run the COB-AXX sync job for reconciliation of the reservable objects
  3. Run script to update location_ids in Device Control (mobile apps)
  4. Populate spc_<tenantname> data set in raw data project (prod-sw-dwh-raw-data)
  5. Refresh cloud state (Terraform refresh)

Cobundu Core team + mobile team

 5f

Integration platform

Execute a manual data sync from Space To Asset:

image-20260821-100342.png

Integration team

5g

DWH
  1. Update tenants.yaml → is_space_enabled : true
  2. Populated BIT/BIX pipeline with space tables

BI team

6

Quality assurance

Checking all integrations

 

6a

Space Mgt

Check if locations are all available in Space Explorer

Implementation consultant

6b

Studio

Check if locations are visible
(refresh the page)

Implementation consultant

6c

Asset

Check if locations are under control of space management.
When space management is activated, there will be some level of restricted access in Asset.

Implementation consultant

 6d

Impact

 Check normal behaviour of various touchpoints (if in use):

  • kiosks
  • meeting room displays
  • mobile apps
  • (etc)

Implementation consultant

6e

Communication

7

Floor plans

 

 

 

There’s currently no automation in place for floor plans from MCS, from Axxerion (if any) or from Studio to Space Management

7a

Prepare drawings

See guidelines:
https://onespacewell.atlassian.net/wiki/spaces/KB/pages/4961894421/Addendum+A+-+Preparing+CAD+Files

Customer

7b

Space Management

Import floor plans

Use the normal procedures in Space Management:

  • Import drawing
  • Prepare drawing
  • Create Layout
  • Activate Layout

Implementation consultant or customer

7c

Floor plans in Studio

Configure Space Mgt layouts in Studio

Implementation consultant or customer

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