Mapping employees to their designated workspaces

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

    This feature in Workplace Core enables ServiceNow customers to map employees to their designated workplace locations, streamlining workspace reservation and allocation processes. By linking user profiles to specific workspaces, employees can have their workspace details auto-filled on reservation requests, reducing manual input and improving user experience.

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    When the auto-assign feature is enabled by the system administrator, this mapping allows designated workspaces to be automatically reserved for employees. If the assigned workspace is unavailable, the system intelligently searches for an alternative available space following a hierarchical order from Area to Region.

    Key Features

    • Workspace Mapping: Connect existing designated workspaces to employee user profiles to automate workspace assignment and reservation.
    • Auto-Assignment Logic: Uses data from the User Workplace Profile table to reserve designated spaces or find alternatives if unavailable.
    • Primary Location Setting: For users with multiple workplace locations, a primary location can be defined to prioritize workspace allocation.
    • Anomaly Detection and Reporting: Workplace managers can identify and review anomalies in workplace profiles arising from allocation mismatches, with detailed reports delivered via email.
    • Updated Data Model: From version 2.16.1 onwards, workplace profiles are managed in a new table with enhanced features like the “Is Primary” field, and a new allocation type called Workplace entity replaces Department and cost center types for better flexibility.
    • Integration with Workplace Space Management: Enables detailed anomaly tracking and ensures only valid open spaces within allocation dates are listed for users.

    Practical Benefits for ServiceNow Customers

    • Automates workspace reservations, saving employee time and reducing errors in manual input.
    • Ensures employees have appropriate and consistent workspace assignments, even as availability changes.
    • Improves administrative control and visibility over workspace allocations and anomalies.
    • Supports efficient management of workplace profiles and locations with enhanced configuration options.
    • Facilitates compliance with workplace policies by managing allocation types and location priorities.

    Next Steps

    To leverage this functionality, customers should:

    • Map existing designated workspaces to employee profiles within Workplace Core.
    • Set primary locations where multiple locations exist for a user.
    • Enable and configure auto-assignment features if applicable.
    • Monitor workplace profile anomalies using the Space Management view and related reports.
    • Review related configurations such as workplace entities, allocation types, and reservation approval workflows.

    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.