Providing your workplace data

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Providing your workplace data

    The Workplace Core application in ServiceNow enables you to manage workplace location data effectively, facilitating efficient shift assignments and workspace designations for employees. This includes detailed records for workspaces, floors, buildings, sites, and regions, all using unique identifiers to maintain clarity and avoid duplication.

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    Managing Workplace Data

    You can create and maintain individual records for each workspace element such as regions, sites, campuses, buildings, floors, and specific areas. To ensure uniqueness, identifiers like "7-4" for the fourth floor of building 7 are recommended. For large organizations, handling this data via spreadsheets is advisable to avoid manual repetition.

    Using Spreadsheets for Bulk Data Entry

    To streamline data management, you can export existing workplace data from the application or use your own spreadsheets for bulk import. When importing, ensure that your spreadsheet’s column headers and data align precisely with ServiceNow’s record names and unique identifiers. This alignment is critical for accurate data mapping and importing. If you do not have a spreadsheet prepared, you should manually input global workspace data into the application and export it to generate a template for further space-specific data entry.

    Floor Plans and .dxf File Support

    The application supports importing floor plans using Drawing eXchange Format (.dxf) files, allowing you to visualize and configure workspaces for reservation and assignment. Prior to upload, coordinate with your AutoCAD designers to ensure the .dxf files use block references with clear, human-readable attribute tags rather than text objects. Uploading a floor plan automatically creates a floor record and populates the associated workspace records within the application.

    Practical Benefits for ServiceNow Customers

    • Centralized and structured management of workplace location data with unique identifiers to avoid confusion.
    • Efficient bulk data import capability via spreadsheets, saving time and reducing manual errors for large organizations.
    • Integration with AutoCAD-generated floor plans (.dxf) to support space visualization and reservation workflows.
    • Automated creation of floor and workspace records from floor plan uploads, simplifying data maintenance.

    Next Steps

    To fully leverage workplace data management, you should configure spreadsheets to align with ServiceNow’s data schema for import and consider uploading floor plans to enhance workspace visualization. Additionally, activating related features like the Virtual Agent for Workplace Service Delivery can enhance your workplace management experience.

    In the Workplace Core application, provide data related to your workplace locations so you can efficiently assign shifts to employees and designate workspaces for these shifts.

    Workspace Record

    The information available for each workspace record is:

    • Region
    • Site
    • Campus
    • Building
    • Floor
    • Area
    • Space

    Each designation should use a unique identifier. For example, if you are indicating the fourth floor in building 7, you would name the floor "7-4" rather than just "4".

    Entering data for several work sites

    If you have a large organization, you might want to consider using a spreadsheet to contain the more global record information such as regions, buildings, and sites so you can avoid having to manually input repeated information for each workspace record. You can either export the information you've already entered into the application into a spreadsheet or use that information in an existing workspace spreadsheet. You would then import the spreadsheet that contains the full workspace data into the application in bulk form.

    • If you have an existing spreadsheet, you would first manually convert the column headers and data of the global information to match the ServiceNow record names and identifier numbers. You would then do a bulk import of that data into the Workplace Core application so you can assign workspaces.

      For example, say your organization's spreadsheet uses the name "Location" for Sites or "Bldg 1" for every building 1 on every site. You would have to change the spreadsheet column header "Location" to "Sites" and change each "Bldg 1" to the unique identifier from the Workplace Core application records.

    • If you don't have an existing spreadsheet, you would enter the repeated global information that you don't want to have to input manually for each space. The data for each field should have a unique identifier. You would then export the information from the application into a spreadsheet where you would have to input only the space information manually.

    Floor plans

    The ServiceNow AI Platform supports Drawing eXchange Format (.dxf) files for floor plans. You can select the layers you need for end-user floorplans and configure the attributes (tags) you want assigned to fields. For information about how to export an AutoCAD .dwg file to a Drawing eXchange Format (.dxf) file, see the documentation for your version of AutoCAD.

    Prior to uploading a .dxf file, work with your AutoCAD designers to ensure the following:
    • The file uses block references and not single-line or multi-line text for space labels.
    • The blocks attributes have human-understandable tags.
    • The block references have attribute values appropriately set.
      Note:
      Using blocks is highly recommended. Do not use text objects.

    Uploading a floor plan creates a floor record. All the workspaces of the floor are automatically added to the Spaces related list of the floor record.