Review Sample Users

In the Sample Users for Archibus Foundations topic, review the self-service user (guest), user AFM-EM (self-service manager) and the Foundations Manager (AFM-FDN). The schema for all new projects already contains these sample users.

To explore the Archibus Foundations, you can sign in as these users.

Note : User AFM-EM has a VPA restriction to work with only certain buildings. Your system administrator can remove this VPA restriction using Smart Client. If they have not done so, the AFM-EM user can sign in as a guest in the below procedures.

Review Service Providers and Notifications (SLAs) for Self-service Requests

1. Sign in as user AFM-FDN.
2. Navigate to Foundations / System Administration / Manage Service Providers and Notifications .
3. You will see that the SLAs needed for Archibus Foundations already exist in your project.
4. If you want to change to whom (which manager) these requests are assigned, you can edit one of the existing SLAs to change the Internal Service Provider

Define your Locations and Room Inventory

For Workplace functionality (reserving rooms, booking workspaces, requesting moves, requesting maintenance) and for space management, you must have a location and room inventory.

1. Sign in as user AFM-FDN.
2. Load Background Data / Define Geographic Locations and define a city.
3. Navigate to Background Data / Define Buildings and Floors . A site pop-up will allow you to add a site. Next, add a building and floor.
4. Navigate to Background Data / Define Room Types
   • You can import a set of standard room categories and types.
   • Or, create your own room category and its room types. For example, so that you can later reserve a conference room, you can create a room category for conference rooms. Both room category and room type are required for rooms. Therefore, if you do not want to further classify the category, just create a room type with the same properties as the category.
5. Navigate to Background Data / Define Locations
   • Enter a room, and complete room category and type, and upload a photo. This ensures that the room appears properly in Workplace.
   • In order to have rooms for employees, add a couple of rooms that are offices and set employee capacity.

6. Navigate to Background Data / Define Departments and enter a division and a department within that division.

7. Navigate to Background Data / Define Employees to enter user AFM-EM as an employee. Associate AFM-EM with a room. Make sure to put in an email address that connects the employee to user AFM-EM.

Set Up Rooms to be Reserved (if you have license for Reservations module)

If you have a license for the Reservations module, your version of Workplace includes features to reserve working spaces and meeting spaces. Follow this procedure to designate rooms as reservable and document the features that the rooms provide.

Note : These are the minimum steps for the purpose of quickly getting started to explore Workplace. For an actual deployment, you would want to define room arrangements and amenities for meeting space reservations, and configure the application for working space reservations.

1. Sign in user AFM-MOD.
2. Navigate to Reservations / Background Data - Facilities / Define Reservable Rooms task .
   • Set at least one room as Reservable Meeting Space. For details, see Define Reservable Rooms and Configurations .
3. Navigate to Reservations / Background Data - Reservations / Define Hotelable Rooms task In order to book workspace, set one room as reservable working space by setting Is Hotelable? to Yes. For information, see Define Hotelable Rooms .

Create a Request

1. Sign in as user AFM-EM, or sign in as a guest.
2. Archibus Workplace loads. If you signed in as a guest, choose a building from the list that you created above.
3. In Archibus Workplace, create a request by choosing a problem type.
   • The problem types you can choose from already exist in the project so you did not need to create these.
   • Since you have not yet entered an equipment inventory, do not request service on equipment as you have no equipment items to work with.
   • Enter one of the rooms you created above as a location.
4. Submit the request.
5. You will receive email confirming your request.

Reserve a Meeting Room (if you have license for Reservations module)

1. Sign in as user AFM-EM, or sign in as a guest.
2. Archibus Workplace loads. If you signed in as a guest, choose a building from the list that you created above.
3. On Archibus Workplace, choose Book a Meeting Space.
4. Enter a date and optionally a meeting time. Do not search for a room with amenities, unless you defined the amenities. Click Search.
5. Archibus Workplace presents rooms for which you have set Reservable Meeting Space to Yes and which match your desired amenities, if set.
   • Note that once you develop floor plans with rooms and connect them to your room list, Archibus Workplace can highlight the available rooms on a the floor plan so you can see the location. You can then choose the room from the floor plan.
   • Select a room from the list.
6. If you have not yet set a time, you can do so now. You can also specify if you want to make this a daily, weekly, or monthly meeting using by setting the recurrence pattern.
7. Click Next and enter a meeting name.
8. The Meeting Organizer field will be automatically filled in with user you signed in as. This user must have a site. If you are organizing the meeting on behalf of someone else, select a department and meeting organizer from the lists of departments and employees that are associated with the site of the selected room.
9. You can optionally add attendees from your employee list, and they will receive email about the meeting.
10. Click Next to finish.
11. You will receive email confirming your request.

Likewise, you can search for working space. In Workplace, choose the Book a Working Space option. Archibus Workplace presents rooms for which you have set Is Hotelable? to Yes.

Review the Request and Reservation (if you have license for Reservations module)

The manager can review and manage the requests made by self-service users.

1. Sign in as user AFM-FDN.
2. Load the Facility Services / Service Console .
3. In the list of requests, locate the request created above.
4. Click on this request to see its details. Use the buttons in the left corner to process this request.
5. Locate the reservation request. Click on it to see its details. You can approve or cancel this reservation request.

Next

To become familiar with the Archibus Foundations, you can continue making requests from Archibus Workplace as user AFM-EM or as guest, and then sign in as user AFM-FDN to review and manage the requests using the Service Console.

Once you finish exploring the Archibus Workplace and Service Console, managers can continue with the Archibus Foundations Getting Started Path to develop your initial space inventory and then manage it using the Space Console.