Asset Baseline (26.4)

AXX-9152

Buildings and Assets – New fields added and page layout improvements:

The following fields have been added to the building page:

• Decommission date

• Renovation date

These are now grouped together with the existing construction date under a new "Dates" heading. The area size fields have also been grouped under a dedicated "Area" heading. All fields on the page have been given a consistent width for a more uniform look and feel.

The following fields have been added to the default asset page:

• Decommission date

• Estimated useful life

• Warranty date

• Replacement value

These fields are relevant for the Maintenance Planning integration but are also useful for general asset management purposes.

AXX-9151

Long-term maintenance planning – O-Prognose asset category page optimized:

The asset category page for O-Prognose has been slightly optimized to include all relevant fields, including those related to the new Maintenance Planning integration. Any impact on the existing O-Prognose integration is expected to be limited and beneficial.

AXX-2905

Long-term maintenance planning – Work activity and asset page updates:

The work activity page have been updated to better reflect the active integration version. Fields specific to the O-Prognose (1.0) integration are now hidden when the Maintenance Planning (2.0) integration is in use. Fields that are managed and updated by Maintenance Planning are now shown as read-only, preventing unintended manual changes.

In addition, the commission date field has been added to the asset page, alongside the existing purchase date field.

AXX-8947

Long-term maintenance planning – Work activity close time set when all related work orders are closed:

When all work orders linked to a work activity are closed, the close time of the work activity is now automatically set. If a work order close time is later removed, the work activity close time is also cleared accordingly.

This is used in the Maintenance Planning integration to process the work activity in Maintenance Planning, but also applies to customers not using the integration, where it serves as informational tracking.

AXX-2904

New integration – Maintenance Planning integration (2.0):

A new, bi-directional integration with Maintenance Planning (the successor to O-Prognose) is now available. This integration is built from the ground up and replaces the existing one-directional O-Prognose (1.0) integration for customers using Maintenance Planning.

The integration covers synchronization of the following data between Asset and Maintenance Planning:

• Buildings: Buildings can be created in Asset and synced to Maintenance Planning. Relevant fields such as name, address, construction year, renovation year, decommission year, and building area are kept in sync bi-directionally.

• Assets (building elements): Assets can be created and updated bi-directionally between both systems. Relevant fields such as name, description, model, serial number, estimated useful life, replacement value, and warranty date are synchronized.

• Work activities: Work activities are created in Maintenance Planning and synced to Asset. When a work activity is completed or updated in Asset (for example, when the linked work order is closed), this is synced back to Maintenance Planning.

Customers currently using the O-Prognose (1.0) integration who are upgrading to Maintenance Planning will also need to migrate to this new version of the integration. A new module activation is available in the Asset Baseline to enable this integration.

For more information, see the Asset – Maintenance Planning integration article in the Knowledge Base: Maintenance Planning integration module – Help Center

AXX-8702

Projects – Checklist work order page and workflow improvements:

The checklist work order page and workflow have been improved. Key changes include:

• The workflow status 'Assigned' has been renamed to 'Work in progress', ensuring checklist work orders are now shown in the work order executor dashboard.

• A cancel option has been added to the workflow, available to the creator and work order executor. Cancelling a checklist work order also automatically expires any related checklists that are still in draft status.

• The page layout has been optimized, including consistent field widths and general usability improvements.

AXX-8451

Projects – Checklist work orders can now be created for project phases:

It is now possible to create checklist work orders directly from the ‘Work orders’ tab of a project phase, in the same way as checklist work orders can already be created for areas and assets. Checklist templates can be defined for project phases, allowing them to be reused across different projects.

The generated checklist work orders are shown on the ‘Work orders’ tab of both the project phase and the project itself. This option is only available when the checklist functionality is enabled.

AXX-8712

Projects – Optional financial administration step added to project workflow:

The 'Close' task in the project workflow has been renamed to 'Finish project'. In addition, a new setting has been added in the project module settings: 'Financial administration task in workflow'.

• When set to No (default), completing the 'Finish project' task moves the project directly to the 'Closed' status.

• When set to Yes, completing the 'Finish project' task first moves the project to a 'Financial administration' status, adding an additional step before the project can be closed.

Note: This functionality is purely procedural and does not provide or enable any financial management features within the project itself.

AXX-8311

Requests – Priority field added to asset and area pages:

The ‘Priority’ field has been added to asset and area pages. This field is only shown when Service Level Agreements (SLAs) are enabled for requests and/or corrective work orders.

When a request is created with both a service type and an asset and/or area, the highest priority value across the asset, area, and service type is automatically applied to the request.

AXX-8516

Reservations – Location restrictions for catering and services:

It is now possible to restrict reservable catalog items (catering/services) to specific locations. When location restrictions are configured for a reservable catalog item, it can only be reserved in combination with a room or workplace that falls within the allowed locations.

Location restrictions are managed on the reservable catalog item page via a new ‘Location restrictions’ include, available to administrators and reservation coordinators. One or more areas can be linked as allowed locations — this can be a specific room, a floor, or a higher-level area. When a parent area is linked, all child areas are automatically included.

When no location restrictions are configured for a catalog item, no restrictions apply and it can be reserved in combination with any room or workplace (subject to other existing restrictions).

When submitting a reservation that includes a restricted catalog item in combination with a room that is not within the allowed locations, an error is shown and the reservation cannot be submitted. These restrictions also apply to Workplace.

AXX-8436

Reservations – Option to restrict catering (services) from being reserved without a room:

A new field, ‘Reserve without area’, has been added to reservable catalog items (catering/services). By default, this field is set to Yes, preserving the existing behavior.
When set to No, it is no longer possible to create a reservation for that catalog item without also reserving a room or workplace in the same reservation. An error is shown in Asset when this is attempted.

This setting also applies to Workplace.

AXX-8308

Service Desk – Service level agreement improvements for requests:

Several improvements have been made to service level agreements (SLA) functionality for requests, including:

• Better insights directly on a request, such as the remaining time before the SLA deadline

• Improved SLA-related field labels for clarity (for example, ‘Handle time’ is now ‘Time to complete’)

• A dedicated 'Service Level Agreements' tab on a request, providing a clear overview of SLA details and any manual deviations to SLA-related date and time fields

• A new ‘Service Level Agreements’ navigation menu option for administrators, to manage SLAs, priorities, and dashboards

• More SLA-related insights directly in the service desk startboard overviews

For more information, see the Service Level Agreements for requests and corrective work orders article in the Knowledge Base: Service Level Agreements for requests and corrective work orders – Help Center

AXX-9149

Service Desk – Service level agreements now available for corrective work orders:

Service Level Agreements (SLAs) can now be enabled for corrective work orders via the corrective work order module settings. SLAs for corrective work orders are based on the time between sending the work order and completing it.

When enabled, the following is available:

• SLA insights directly on corrective work orders, including time left to complete, and a dedicated ‘Service Level Agreements’ tab showing a clear overview of SLA details and any manual deviations to SLA-related date and time fields

• SLA insights in the relevant work order overviews on the service desk startboard and the work order executor startboard

• A dedicated SLA dashboard for corrective work orders, available both via the Service Level Agreements navigation menu option for administrators and in the service desk dashboard tab

In addition, supplier-specific SLAs can be enabled, allowing the time to complete to be configured per priority per supplier. A dedicated ‘Service Level Agreements’ tab is available on supplier pages when supplier SLAs are enabled, including access to the SLA insights dashboard for that supplier.

When SLAs are enabled and the end date on a corrective work order is left empty, it is automatically set to the calculated time to complete, ensuring the correct deadline is reflected in notifications and communications.

For more information, see the Service Level Agreements for requests and corrective work orders article in the Knowledge Base: Service Level Agreements for requests and corrective work orders – Help Center

AXX-9146

Service desk and Assets – Updates to default search views and pages:

Several improvements have been made to the default search view overviews and the asset page.

Requests overview:

• Building is now always shown and displayed as a hyperlink

• Area is now shown and displayed as a hyperlink

• Asset field is shown when assets are in use, also as a hyperlink

• Service type is now shown

• Service Level Agreements fields are shown when SLAs are used

• Address is no longer shown to keep the overview manageable

Work orders overview:

• Building, area, and asset are now always shown, including hyperlinks to directly open the related objects

• (new) Send date field is now always shown

• When SLAs on corrective work orders are used, priority, planned handled date, and time to complete are also shown

The work order search now also returns work orders with an end date planned for today, in addition to those with a start date today. This is clarified via a help text in the search view.

Asset page:

• A construction year field has been added. 

AXX-8150

Spacewell Scan – QR code-based ticket creation without a user account:

Spacewell Scan is a new feature that allows anyone to create a request by scanning a QR code with their phone, without needing a user account or authentication. QR codes can be linked to a room or asset and configured with relevant service types and custom branding.

Administrators can generate and print QR codes in bulk, add custom text below each code, and optionally enable AI-powered features:

• Automatic suggestion chips based on historical insights

• Description cleanup

• Automatic subject and best-fitting service type determination

• A quick notification when a similar issue has already been reported

Spacewell Scan can be enabled via a new module activation and managed via the ‘Spacewell Scan’ option under the ‘Requests’ navigation menu.

For more information, see the Spacewell Scan article in the Knowledge Base: Spacewell Scan – Help Center

AXX-9000

User interface – Column header tooltips now shown on hover:

Tooltips for list column headers are now displayed when hovering over the header label, instead of being shown via a separate question mark icon. This reduces visual clutter in list overviews and aligns the behavior with other Spacewell products and standard design patterns.

AXX-8803

User interface – Column sorting icons updated:

The sorting icons in list column headers have been updated to align with the Spacewell design system.

AXX-9166

User interface – Login screen updated to align with Spacewell design:

The login screen has been updated with a modernized design that aligns with the general Spacewell look and feel, consistent with other Spacewell products.

AXX-9061

User interface – Navigation menu icons now consistently shown in small size:

For the default user profile configurations in the Asset Baseline, the navigation menu options and icons are now always displayed in the small size, consistent with the administrator user profile configuration. This is based on the default user profile configuration setting and can be adjusted via a custom user profile configuration, if needed.

AXX-8804

User interface – Row selection icon and color aligned with design system:

The icon and highlight color used when selecting rows in lists have been updated to align with the Spacewell OneUI design system.

AXX-8873

User interface – Startboard dashboard overviews now load asynchronously:

Overviews on startboard tabs, including the front desk and reservation dashboard startboards, now load asynchronously where applicable. This improves the perceived loading speed of startboards, as each overview loads independently after the startboard itself has loaded. Most startboards already used this approach — this change primarily impacted the visitor front desk startboard.

AXX-9159

User interface – Yes/No fields now displayed as toggles by default:

All Yes/No fields on non-filter pages are now displayed as toggles by default. This is part of the ongoing effort to modernize the user interface and align it with the Spacewell OneUI design system. This applies to existing page fields as well as newly created ones. Administrators can revert individual fields back to the regular Yes/No display type at (custom) page field level, if needed.

AXX-8986

User interface – Yes/No toggle updated to align with Spacewell branding:

The appearance of Yes/No toggle fields has been slightly updated to align with Spacewell branding colors, replacing the previous bright green color.

AXX-8309

Work orders – Send date automatically set when a work order is sent to a contractor:

The send date field on a work order is now automatically set when the work order is sent to a contractor. This field is informative in most workflows and is used as the starting point for SLA time-to-complete calculations in corrective work orders when SLAs are enabled.

AXX-9119

Work orders – Start and end time no longer set automatically when defaults are not configured:

When creating a new work order, the start and end time fields are no longer automatically populated with default values when no default times have been configured in the work order module settings. Previously, the system would default to 08:00 and 18:00 even when these settings were left empty. Customers who want these fields to be set automatically can configure the desired default times via the work order settings.

AXX-8912

Administrators – Improved administrator startboard performance for large environments:

The ‘Deactivated users’ overview on the administrator startboard now loads asynchronously. In environments with a large number of users, this overview could cause the startboard to take significantly longer to load. The startboard now loads without delay, with the deactivated users overview loading in the background.

AXX-8514

Administrators – Option to restrict ticket creation per building:

A new setting has been added that allows request/ticket creation to be restricted at the building level.

A general client setting, ‘Determine ticket creation per building’, controls whether this restriction is applied. When enabled, an additional setting becomes available on each building to allow or disallow ticket creation. If a building has no value configured, the system checks the parent building, continuing up the hierarchy until a value is found. If no value is found, ticket creation is considered not allowed for that building.

When a user attempts to create a request/ticket for a building where ticket creation is not allowed, an error message is shown. These settings apply to both Asset and Workplace.

AXX-8971

Customization administrators – Configurable QR code size added for display and exports:

Two new settings have been added to the page field configuration of QR code fields, allowing the size of QR codes to be configured:

• QR code display size: Controls the size of the QR code in the application. Options are small (default), medium, or large.

• QR code export size: Controls the size of the QR code in export templates, such as PDF exports. Any value can be entered in pixels. The default remains 100 pixels, matching the previous behavior.

AXX-8733

Customization administrators – Contact field added to work order objects:

A Contact field has been added to the work order object link (WorkOrderObject). This allows a specific contact to be assigned to each object linked to a work order, which is useful when (in custom situations) the work on a work order is divided among multiple contacts, each responsible for specific objects.

AXX-8820

Customization administrators – External reference field added to problem types:

An external reference field has been added to problem types. This field can be used as a key value when importing problem types or for linking them to external systems.

AXX-8932

Customization administrators – Option to disable help text on page field level:

It is now possible to disable the hover help text (tooltip) for a specific page field. Previously, it was only possible to configure an alternative help text at page field level, but not to disable it entirely. This is useful when the help text defined at field level is not relevant in a specific page context.

To disable the help text for a page field, enter a space as the help text value on the page field. When (only) a space is set, no tooltip will be shown, even if a help text is configured at object field level.

AXX-8887

Customization administrators – Send date field added to work orders for supplier SLA tracking:

A ‘Send date’ field has been added to the workOrder object. In the Asset Baseline, this field is automatically set when a work order is sent to a contractor (supplier or internal handyman) and can be used as the starting point for supplier SLA calculations, replacing the log date, which does not accurately reflect when the supplier received the work order.

The value of this field can be adjusted via the override option (the pencil icon next to the field), similar to other SLA-related fields, allowing changes to be tracked along with the reason for the adjustment.

AXX-8310

Customization administrators – SLA schedules can now be based on custom fields:

Previously, Service Level Agreement (SLA) schedules could only be defined per priority. It is now also possible to specify a field on the workflow object (for example, a supplier field on a work order, or a building field on a request) as an additional SLA determination factor. When configured, SLA schedules can include a value for this field, and if the object matches that value, the planned response or handle date is set based on that specific SLA schedule.

This allows SLAs to be defined in more detail — for example, per supplier, per contract, per building, or based on a custom field.

AXX-8523

Customization consultants – Late change field added to reservations:

A ‘Late change’ field (Yes/No) has been added to the reservation object. By default, this field does not contain any business logic. In the next release, the Asset Baseline will use this field to indicate when a reservation was changed via an external calendar (e.g. Outlook) after the allowed change period has passed.

AXX-9202

Compliance – Legislation suggestions now generated in the background:

Generating legislation suggestions in the compliance module is now handled as a background task. Previously, this could result in a system error when a large number of suggestions needed to be generated. Users no longer need to wait for the process to complete and can continue working in the application while suggestions are being generated.

AXX-8598

Customization administrators – Import of CodeType instance references resolved:

An issue has been resolved where importing code types with a value set for the instance reference field would result in an error, as the system was unable to determine the correct object to look up. This now works correctly.