Providing your workplace data

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Providing your workplace data

    The Workplace Core application enables ServiceNow customers to manage workplace location data efficiently for shift assignments and workspace designations. By organizing detailed workspace records and leveraging bulk data import methods, customers can streamline workspace management across multiple sites and floors.

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    Workspace Records

    Each workspace record includes key details such as Region, Site, Campus, Building, Floor, Area, and Space. Unique identifiers should be assigned to each designation to avoid confusion—for example, naming a floor "7-4" to indicate the fourth floor of building 7.

    Managing Multiple Work Sites

    For large organizations, managing data via spreadsheets is recommended to reduce manual data entry. Existing workspace data can be exported, adjusted to match ServiceNow record names and identifiers, and then imported back into the Workplace Core application in bulk. This approach saves time and ensures consistency across records.

    Floor Plans

    The ServiceNow AI Platform supports uploading floor plans in Drawing eXchange Format (.dxf) files. Before uploading, collaborate with AutoCAD designers to ensure the files use block references with clear attribute tags rather than text objects. Uploading a floor plan automatically creates a floor record with associated workspace entries.

    Key Actions for Customers

    • Create individual records for workspaces, floors, buildings, and workplace locations within the application.
    • Upload and update floor plans using .dxf files to enable space reservations for employees.
    • Configure and import workspace data in bulk via spreadsheets to avoid redundant manual entry.
    • Add space type configurations to categorize different workspace types on a floor map, improving employee understanding of available spaces.

    Benefits for ServiceNow Customers

    By applying these practices, customers can efficiently manage complex workplace data, reduce manual workload, and provide clear workspace designations for employee shift planning and space reservations. The integration of floor plans and bulk data import enhances operational efficiency and user experience within the Workplace Core application.

    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.