Create records for your workplace data
Create individual records of your workspaces, floors, office buildings, and workplace locations within the Workplace Core application. Either insert new data or add records to the existing workplace data.
Before you begin
Ensure that you have the following details:
- Workplace data for your organization.
- Data of workspaces that can be marked as available.
Role required: sn_wsd_core.admin
About this task
If you have a small number of workspaces, you can enter information individually for each workspace down to the Spaces level.
If you have many work sites, you might want to do the following:
- Create a skeleton of repeated global information.
- Add the individual spaces information in a spreadsheet.
Import the spreadsheet into the application.
For more information on importing, see Configuring spreadsheets to import workplace data.
If you have floor plans, you can create records of data until the Buildings level. Uploading the floor plans loads the data of floors and of the spaces associated with these floors.
Procedure
Navigate to All > Workplace Core > Space Administration.
Select the applicable module.
Create the records in the following order:
- Regions
- Sites
- Campuses
- Buildings
- Floors
- Areas
- Spaces
- Order For example, if you want to create locations of your offices, select Sites.
On the form, fill in the fields.
Note:
- The visibility of some of the following fields depends on the module that you selected.
- You can leave a field that does not apply to your organization empty. The fields on the form differ based on what module you selected. For example, the following form is for Building.
| Field | Description |
|---|---|
| Name | Name of the workplace. Ensure that you enter a unique name. For example, if the Building field is set to 1C, and if the Space field is set to WST 1C 1601, then an appropriate value for the Name field can be 1C-16 Note: Do not use workplace locations with the same name because it affects the reservation process. |
| Region | Region where the office is located. If your organization is located at several regions, select that region where the office that you are adding is located. |
| Site | Location of the office campus. If there are several sites in a region, select that site where the office that you are adding is located. |
| Campus | Name of the campus where the office operates. If there are several campuses in a site, select that campus where the office that you are adding is located. |
| Building | Name of the office building for this workspace. If there are several buildings in a region, select that building where the office that you are adding is located. |
| Floor | Name or number of the floor where this workspace is present. |
| Area | Name of the area on the office floor. |
| Managed by group | Group that manages the entire workplace-related operations. |
| Managed by | Workplace manager who manages all the workplace-related operations. |
| Time Zone | Time zone of the location where the building is located. |
| Active | Option to indicate that this space is active. |
| Is reservable | Option to indicate that the spaces for this workplace entity are available for reservation.For example, if you do not mark a Building as reservable, then none the floors, areas, and spaces of this building would be available for reservation. |
| Street | Street details of the location where the building is located. |
| City | City where the building is located. |
| State/province | State/province where the building is located. |
| Zip/Postal Code | Zip/postal code of the location where the building is located. |
| Space type | Type of the office space. To configure a new space type, see Add a space type configuration. |
| Latitude | Latitude of a campus or a building. The latitude is displayed in the Workplace Service Portal Location directory map. |
| Longitude | Longitude of a campus or a building. The longitude is displayed in the Workplace Service Portal Location directory map. |
| Enable employee location privacy and preference | Location privacy preference for the building. The following options are provided:- None: Select this option if you don’t have any particular privacy preference on the building. When you set this option, the privacy preference that is set by your organization is considered. The field is set to None by default. - No privacy: Select this option if you don’t have any privacy requirement. - Workplace profiles only: Select this option to set privacy on workplace profiles. - Reservations only: Select this option to set privacy on workplace reservations. - Reservations and workplace profiles: Select this option to set privacy on both workplace profiles and workplace reservations. |
| Allow employees to override location privacy on reservations | Specify if you want to let employees override the location privacy while reserving spaces that belong to this building. The field provides the following override options:- None: Select this option if you don’t have any particular privacy requirement. When you set this option, the location privacy override preference that is set by your organization is considered. The field is set to None by default. - Yes: Select this option if you want to let employees override the privacy preference that is configured for the location that they want to reserve. - No: Select this option if you want to restrict employees from overriding the privacy preference that is set on the location that they want to reserve. |
- Click Submit.
Result
The workplace location record is added.
What to do next
- If you have floor plans for your workplace, you can upload them to create and display floor and workspace data. For more information, see Upload a workplace floor plan.
- If you are using a spreadsheet to enter and import bulk data for workspaces, see Configuring spreadsheets to import workplace data.
- If you have added all of your workplace data, you can define employee shifts. For more information, see Define shifts for your workplace.
Parent Topic:Providing your workplace data