Managing Spaces

Owned by Lamont Eddins
Last updated: Jul 06, 2022
10 min read

Spaces Manager page provides a list of all the floor plans that were uploaded into Service Automation. The information includes:

  • Floor plan name
  • Floor plan ID
  • Floor plan last updated

You are able to view and determine if a floor plan has been assigned and link to a location by looking at the status. When a floor plan has been linked, a green circle icon displays with the word Linked and when a floor plan is unlinked, a grey circle icon displays with the words Not Linked. You can modify the floor plan at any given time based on a variety of reasons. This is done by using the Options feature which is available for each individual floor plan. Within the Options feature, you can:

Using the Plotting Tool

The Plotting tool gives you the capabilities of adding information that is visible on the floor plan and helps users submit work orders from the floor plan. There are three options where users can select from in order to set up the floor plan. The options are:

  • Assets
  • Areas
  • Labels
⦿ How to Access the Plotting Tool
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window

Controlling Assets

You are able to place a specific asset anywhere on the floor plan. Placing assets designated on the floor plan lets users know of their location and the ability to submit work orders in relation to an asset. If the floor plan changes at a location or assets are moved at a location, assets on the floor plan can be moved at any time. You can also remove an asset from the floor plan. 

⦿ How to Place an Asset
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click on the Assets link to access the assets
  5. Select an asset from the list and click on the Place link to access the ability to add the asset onto the floor place
  6. Select and click anywhere on the floor plan to add the asset
⦿ How to Move an Asset
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click on the Assets link to access the assets
  5. Select an Asset and click the three vertical dots to open a new modal window
  6. Click the Change Placement link to move the asset
  7. Drag the movable PIN with the asset to a new location
  8. Click the Done Placing link when finalizing the new location
⦿ How to Remove an Asset
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click on the Assets link to access the assets
  5. Select an Asset and click the three vertical dots to open a new modal window
  6. Click the Remove from Map link to remove the asset from the floor plan

Searching for Assets 

When assets are added into the floor plan, you can find assets by using the filter or search bar. Each method offers a way for you to locate assets whether they have been added onto the floor plan or not. The filter allows you to search for assets based on specific criteria. There are 3 different filter options to select. Each option filters the assets list according to its meaning. When selecting one of the criteria, the assets will appear on the list. The options are:

  • Placement Notes: A note that is added onto the the asset in regards to placement of the asset
  • Asset Types: The various types of assets that can be added onto the floor plan for that location.
  • Map Placement: Assets that were placed or not placed on the floor plan but are in the floor plan manager.
⦿ How to Search for Asset(s) with the Filter
  1. Click the Filter link to open a new modal window
  2. Select a criteria to find asset(s) by selecting the one of the following:
    1. Placement Notes
    2. Asset Types
    3. Map placement
      1. Placed on map
      2. Not placed on map
  3. The list of assets displays

When using the search bar, you are typing in keywords of the asset until it recognizes the asset being searched. As you are typing keywords, the floor plan manager will highlight the words if they match any assets that are added.

⦿ How to Search for Asset(s) with the Search bar
  1. Click on the search link to open the textbox
  2. Type-in the keywords until the asset(s) is found from the list

Controlling Areas

You can add areas on the floor plan that would normally be selected from the drop-down when creating a work order from the dashboard. The areas are coming from the issue list. Therefore, when a user drops the movable pin onto a certain area, depending on what area was created onto the floor plan, it will automatically populate the area drop-down during work order creation. For example, if one of the areas on the issue list is a Dining Room and you create an area on the floor plan and select Dining Room. When the users drop the pin, in forming a work order, area populates as Dining Room. You can modify areas on the floor plan at any given time. When doing so, you can:

  • Change the area from the issue list
  • Expand or Minimize the drawn area on the floor plan
  • Update Note

You can also delete an area from the floor plan at any given time.

⦿ How to Create an Areas
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Areas link to access areas
  5. Click the +New Area button to create a new area on the floor plan
  6. Click anywhere on the floor plan to start creating a new area and a black dot appears
    1. Continue to click on the floor plan until you connect all the black dots
  7. Once the black dots are connected, the area appears on the floor plan
  8. Use the drop-down arrow on the right-hand side of top line to select an area and finalize the creation of the area on the floor plan
    1. Optional: Add a note to associate with the area
⦿ How to Edit an Areas
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Areas link to access areas
  5. Select the area and click on the three Vertical Black Dots on the right-hand side to open the modal
  6. Click the Edit Area link to edit the area
  7. Edit the area to:
    1. Change area from the issue list
    2. Change area dimensions
    3. Update Note
  8. Click the Done link to save the changes

⦿ How to Delete an Areas
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Areas link to access areas
  5. Select the area and click on the three Vertical Black Dots on the right-hand side to open the modal
  6. Click the Delete Area link to remove the area from the floor plan

Controlling Labels

You can create and add labels allowing the floor plan to be better identified for work order creation. The labels are visual and help users recognize the layout of the floor plan. You can also create labels to support where assets are placed on the floor plan. Modifying a label can be done at any given time where you can:

  • Change the label name
  • Move the label
  • Update Note

You can also delete a label at any given time. 

⦿ How to Create a Label
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Labels link to access labels
  5. Click the + New Label button to create a new label
  6. Click anywhere on the floor plan to select the location of the label
  7. Create a name for the label
    1. Optional: You can add a note to associate with the label
⦿ How to Modify a Label
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Labels link to access label
  5. Select the label for editing from the list to:
    1. Use movable pin to change label location
    2. Edit the label name
    3. Update Note
⦿ How to Delete a Label
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Plotting Tool link to open the plotting tool page in a new window
  4. Click the Labels link to access label
  5. Select the area and click on the three Vertical Black Dots on the right-hand side to open the modal
  6. Click the Delete Label link to delete the label from the floor plan

Using the Viewer Tool 

The Viewer Tool is a standalone tool for viewing the floor plan that was uploaded. You can view the floor plan from the exterior or interior. This allows for potential adjustments to be made on the floor plan based upon the display with the viewer tool.

⦿ How to View the Floor Plan from Viewer Tool
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Viewer link to open the plotting tool page in a new window

Editing Floor Plan Name

You can edit the name of a floor plan at any given time. This allows you to identify the floor plan with a unique name of your liking. You can also keep the name of the floor plan that was provided.

⦿ How to Edit a Floor Plan Name
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Edit Name link to edit the name
  4. Change the name of the floor plan in the textbox and click the green check icon to save the changes
    1. To cancel the edit, click the black x icon to keep the current name

Linking Multiple Locations to a Floor Plan

An individual floor plan can have multiple locations attached to it. For example, 4 locations have the same exact layout in regards to their floor plan, one floor plan can be uploaded and linked to those 4 locations. This supports users having to update the floor plan only one time and those locations linked to that floor plan will see the updates. You can always unlink a location from a floor plan if a particular location decides to change the layout and requires a different floor plan.

⦿ How to Link Locations to a Floor Plan
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Link Locations(s) link to access the Link Locations page
  4. Select your locations by clicking the checkbox to the left of the location
    1. You can deselect a location by clicking the checkbox to remove the check and location from the list
  5. Click the Apply Changes button to save the changes

Duplicating a Floor Plan

An individual floor plan can be duplicated and used for another location link. The duplicate creates a copy of the selected floor plan along with creating a new name and floor plan ID. When the floor plan is duplicated, it is Not Linked to any location.

⦿ How to Duplicate a Floor Plan
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Duplicate link to make a copy of the floor plan

  4. A new floor plan is added to the list.

Deleting a Floor Plan

An individual floor plan can be deleted at any time given time. When deleting a floor plan from Spaces Manager, it is:

  • Removed from the list
  • Not linked to any locations
  • No longer able to load into the dashboard
⦿ How to Delete a Floor Plan
  1. From the Locations page, click the Linked Space ID link to access the Options menu
  2. Select a floor plan from the floor plans list and click the Options button to open the menu
  3. Click the Delete link to delete a floor plan
  4. Click the Delete button to remove the floor plan

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