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Exporting Space and Occupancy Data to Excel and Word

You may want to share data that you access with the Space Console with others who do not have access to Archibus. With the Space Console's export features, you can export data to an Excel or Word document. You can email this document to your colleagues, or print it out and bring it to a meeting.

To export data, you use the arrow-shaped icons, located at various places on the Space Console, such as the Floors list or the Rooms tab. Clicking on this arrow-shaped icon presents a menu of export options.

export_but.png

You can export the following data:

Data to Export Location of Icon
Floors Floors pane
Room Categories and Room Types Room Categories tab
Divisions and Departments Organization tab
Rooms

Rooms tab

Selected Room and Employees form, which is presented by the View/Edit Selected Rooms button.

Employees

Employees tab

Selected Room and Employees form, which is presented by the View/Edit Selected Rooms button.

Teams Teams tab
Room Standards Room Standards tab

For organizations, the system exports both the divisions and departments data, listing the department data beneath its appropriate division. The system does the same for room categories and room types.

So that you can easily identify the exported data, Archibus provides a title for the report or spreadsheet and labels the fields of data.

Note : The number of records which you can export at one time is controlled by the record limit specified in the \WEB-INF\config\context\compatibility\afm-config.xml file.

Procedure

  1. Optional: Use the filter or the Smart Search restriction . If you set a restriction with the filter, Archibus notes this on the resulting document.
  2. Optional: Show or hide fields of data .
  3. In the appropriate part of the Space Console for the data that you want to export, click the Export (arrow-shaped) icon.
  4. Choose the Export to DOCX or the Export to Excel command.
  5. The system generates the document. This may take a few seconds.
  6. Once the system generates the document, it presents a message prompting you to open it or first save it to a location and then open it.

Procedure: Select Rooms from the Floor Plan and Export Rooms or their Occupants

Sometimes, you do not want to export a specific set of data that meets a filter restriction. For example, you may be considering a new configuration and want recategorize a variety of rooms that do not have common criteria. In this case, you cannot set a restriction for the rooms in question and then export this set. However, you can select the rooms in the floor plan and then export this selection. Similarly, you can export the set of employees that occupy the rooms you have selected.

In this case, you are not making a formal restriction so the resulting Word and Excel documents do not state this. Also, you do not have the ability to control the fields of data included in the export.

  1. Load the floor plans for the rooms you wish to export or for the rooms occupied by the employees that you wish to export.
  2. In the floor plans, select the rooms that you wish to export or the rooms occupied by the employees that you wish to export.
  3. Choose the View/Edit Selected Rooms button above the floor plan.
  4. In the resulting Selected Room and Employees form, the Rooms tab lists information on the rooms you have selected. The Employees tab lists the employees who occupy the rooms you have selected. Review these lists to be sure that you have selected the desired set of rooms.
  5. Choose the Employees or the Rooms tab.
  6. Click the Export button, and choose the Export to Word or the Export to Excel command.
  7. The system generates the document and includes all items listed in the tab. This may take a few seconds.
  8. Once the system generates the document, it presents a message prompting you to open it or first save it to a location and then open it.
  9. Review the Word or Excel document.
  10. When you return to Archibus, click Close to close the Selected Room and Employees form.

Next steps

You may wish to export a drawing. See Exporting Floor Plans to Word or PDF.

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Space Console Overview