Mapping employees to their designated workspaces

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Mapping employees to their designated workspaces

    This guide focuses on mapping employees to their designated workspaces within the Workplace Core module. By creating this mapping, you can automate the filling of workspace details in reservation requests and enable the auto-assignment of workspaces, streamlining the reservation process for employees.

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    Key Features

    • Automatic Workspace Details: Mapping links employee profiles to designated workspaces, so details are auto-filled in reservation requests.
    • Auto-Assignment of Workspaces: If enabled, the system automatically reserves the employee's designated workspace, or if unavailable, it finds an alternative based on a hierarchy (Area > Floor > Building > Campus > Site > Region).
    • Workspace Profile Management: New features include the ability to set a primary location and track anomalies within workplace profiles.
    • Anomaly Reporting: A scheduled job allows Workplace managers to receive detailed reports of anomalies via email, helping to address issues related to workspace assignments.
    • Allocation Type Updates: The new allocation type, Workplace entity, replaces Department and cost center in version 2.16.1, offering better management capabilities.

    Key Outcomes

    By mapping designated workspaces to user profiles, ServiceNow customers can ensure a seamless reservation experience for employees, reduce manual input, and enhance workspace management efficiency. The introduction of primary location settings and improved anomaly tracking helps maintain accurate workspace assignments, thereby optimizing workplace utilization and safety activities.

    Map your employees to their designated workplace locations in Workplace Core to automatically fill in that detail in reservation requests and to take advantage of auto-assignment of workspaces if that feature has been enabled.

    For employees who had a designated workspace before they started working remotely, create a mapping between the user profile and the designated workspace details. This mapping populates the workspace details on reservation request forms so employees don't have to provide these details manually.

    If your system administrator has enabled the auto-assign feature, mapping workspaces for all employees also means that designated workspaces are automatically assigned when employees make a reservation request.

    The data from the User Workplace Profile [sn_wsd_core_workplace_profile] table is used to automatically assign the designated workspace to the employee.
    • If the user's designated space is available, this space is reserved for the employee.
    • If the designated space is unavailable for the requested date or time, the application searches for and reserves an available space in the employee's workplace in the order of Area > Floor > Building > Campus > Site > Region.

      For example, if no spaces are available in the designated area of the employee, the application finds and reserves an available space from the floor of this area.

    Note:
    From Workplace Core version 2.16.1, the workplace user profiles are created in the Workplace Profile Location Assignment [sn_wsd_core_workplace_profile_location] table. A new field Is Primary is added in the table so that you can specify if a location is the primary location when there are multiple locations. In case of existing user profiles created in the User Workplace Profiles [sn_wsd_core_workplace_profile] table, a fix script will run and will automatically consider the latest workplace location added to the profile as the primary workplace location.

    If you have installed Workplace Space Management application, as a Workplace manager, you can also view the reason for an anomaly in a workplace profile if there are any. A schedule job will also enable you to view a detailed report of all the anomalies logged in the application via an email. Navigate to Workplace Core > Administration > Workplace profiles and switch to the Space Management view, a Reason for anomaly column appears as a glide list. An anomaly can happen due to a mismatch in the allocation or assignment type. For more information about anomalies, see Workplace location assignment anomaly types.

    From Workplace Space Management 1.12.0, only open spaces from the user's allocation type that are within the allocation start and end dates are listed. After an allocation expires, the anomaly is recalculated to the appropriate value.
    Important:
    Starting from Workplace Core version 2.16.1, the allocation type Department and cost center is no longer available. A new allocation type, Workplace entity is introduced that provides more advantages.