C1 - existing MCS + Workplace tenant (without Asset)

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Laura CARBO

In this scenario, we are dealing with an existing MCS + Workplace tenant for which no migrations to Asset have taken place yet.

When in doubt, go back to Space Management activation playbooks

Step

Component

Action

How

Who

1

PREPARATION

1a

MCS

Make preparations

When you want to migrate UDI fields of locations from MCS to space management:

1/ in the UDI Designer screen, indicate which UDI fields must be migrated by keeping its control on a UDI tab (if you want to migrate the field) or removing it from the tab (if you no longer need it).

LIMITATION: we can only migrate a maximum of 99 UDI fields per Location Class.

2/ ensure that there is an active MCS account with all Admin rights

3/ verify that this account can view all necessary UDI fields (i.e. no restrictions on UDI tabs).

Manual

Implementation consultant

1b

MCS

Perform a quality check on the rules above

Manual

Implementation consultant

2

REQUEST

2a

Zendesk

Request new tenant via support.spacewell.com

image-20260804-140809.png

Note that “Tenant identifier” is important – this is the official technical name of the tenant (in all our applications).

Good examples: nordea, ameriprise, toyota, dachser, etc

Poor examples: cw, cf, vo, ntt, etc (too short)

Manual

Implementation consultant

2b

Zendesk

Send notification of the request to support team and 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

Manual

Support team

2c

Teams

Share Jira item and details in team 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

3a

Cobundu

Deploy new tenant

Automation

Cobundu Core team

3b

Space Mgt + storage app

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

Automation

Cobundu Core team

3c

Asset

Deploy new tenant

Automation

Support team

3d

Integration platform

Deploy new tenant

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

Manual

Integration team

3e

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

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

4d

Studio

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

Manual

Implementation consultant

5

DATA MIGRATION

 

 

 

5a

Teams

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

Notify Cobundu core and Axxerion core team 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 Cobundu core team.
The whole process may take 1h or more and causes interruptions in Workplace, so best to plan this outside normal business hours.

 

Manual

Implementation consultant
+ support team

5b

MCS

Run script to migrate UDI field definitions

(using the MCS admin account, the script will authenticate to the MCS Webportal of the customer, retrieve UDI field definitions, and convert these to corresponding custom attributes in space management, using the account with role space.admin)

This script will also create a custom attribute “asset_external_reference” in space management.

Automation

Brahmaji

5c

Asset

Migrate MCS data to Asset
(MCS to Asset migration: Workplace Experience only customers - Knowledge Base (support.spacewell.com) - Confluence)

This is the normal migration workflow to migrate a tenant from MCS to Workplace, which has been used many times already.

Manual

Implementation consultant

5d

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 mgt, Cobundu and Asset when the whole migration is completed.

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

Manual

Implementation consultant

5e

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

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

5f

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)

Manual

Cobundu Core team

5g

Space Management

Import location master data in Space Management.
Use the export files created in step 3c.

Execution sequence:

  1. Building Types

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

Manual

Implementation consultant

5h

Cobundu

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)

Manual

Cobundu Core team

5i

MCS

Run script to migrate UDI field values

(using the MCS admin account, the script will authenticate to the MCS Webportal of the customer, retrieve UDI field values for locations, and convert these to corresponding custom attribute values in space management, using the account with role space.admin)

Automation

Brahmaji

5j

MCS

Optional: migrate Lands and Outside Locations to space management

Lands and Outside locations cannot be migrated to Asset or Cobundu, but can be migrated to space management.

If a customer needs these data, another migration script can be executed:

  • Outside Location Categories are migrated to Subterrain Types
  • Lands are migrated to Terrains, using the Default Terrain type of space management
  • Outside Locations are migrated to Subterrains

Automation

Brahmaji

5k

Integration platform

Execute a manual data sync from Space To Asset:

image-20260821-100342.png

Manual

Integration team

5l

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

Manual

BI team

6

Quality assurance

Checking all integrations

 

 

6a

Space Mgt

Check if locations are all available in Space Explorer

Manual

Implementation consultant

6b

Studio

Check if locations are visible
(refresh the page)

Manual

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.

Manual

Implementation consultant

6d

Cobundu

Reconcile integrations with Space and asset

Automation

Cobundu Core

 

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

Manual

Customer

7b

Space Management

Import floor plans

Use the normal procedures in Space Management:

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

Manual

Implementation consultant or customer

7c

Floor plans in Studio

Configure Space Mgt layouts in Studio

Manual

Implementation consultant or customer

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