Admin Installation

• Installation Desc – Required field that contains the name for the installation. Do Not Modify
• From Email Name – Value that defaults as the "From" name for all outbound email messages generated by the system.
• Session Timeout – Minutes – The number of minutes of inactive time before the login session will timeout and a user will be required to log back in
• Logo File Name – The name and location of the logo file used at the top of the main Sign In page as it is stored on the file server. This file should be a .png, .jpg, or .gif file that is no larger than 60 pixels (height) by 400 pixels (width).
• Pg Footer Logo File Name – The name and location of the logo file used at the bottom of all pages as it is stored on the file server. If no value is specified, the 360Facility logo is displayed.
• Inbound WO Create-Requestor Confirmation emails always on? –  This value is only set when Webservices is enabled. When set to Yes, the requestor email associated with the request will be notified when a new work request is sent in from an external system. By default, this is set to No (to not send out an email to the requestor) since the original notification is typically completed by the originating system. This has no impact on the assigned to user notifications or subsequent updates.
• Reactive WO Default External System ID – This value is only set when Webservices is enabled. It indicates the unique external system ID (non-360Facility) to send work orders to.
• Date Format Options – These settings determine how dates are presented within the user interface and how entered date values will be validated. These are installation level values. It is recommended that you do not modify the default date format (M/D/YYYY) unless specifically requested by a customer as there are several issues with email and print tokens.
  • Default Date Format – This value determines the date format, for example, M/D/YYYY or YYYY-MM-DD, that is used on the full browser user interface.
  • Default Mobile Date Format – This value determines the date format, for example, M/D/YYYY or YYYY-MM-DD, that is used on the Mobile user interface.
  • Allow User Override of Date Format – This value determines whether the installation-wide default date format can be overridden on a user account level. If this value is set to Yes, two new fields, Date Format and Mobile Date Format, will appear on the Edit User page, allowing the default date format to be overridden. If this value is set to Yes and no values are specified at the user level, the installation default date format is used.
• Show Close Request (Non-Integrated) User Security Right – This value determines whether external vendor control functionality is enabled allowing certain users to be restricted from closing work orders that are integrated with an external system. If set to Yes, the Close Requests security right is replaced with two security right options:
  • Close Requests (All) – Allows a user to close any work order.
  • Close Requests (Non-Integrated Only) – Restricts a user from closing any work order that is flagged as external, but allows the user to close non-external work orders.

  The Close Requests (Non-Integrated Only) security restriction is only applied to requests where the request type has the Push WOs to External System flag set to Yes.

• JDE PO Validation – This value determines whether the system performs validation on values entered on purchase orders to ensure that they conform to JD Edwards data constraints. If enabled, inline error messages are displayed to users when nonconforming data is entered. This value should only be enabled if Purchasing 2.0 and JDE PO Integration are both set to Yes.
• Logo Web Site Address – The URL to the web site that should be displayed when a user clicks the system logo graphic.
• From Email Address – Value that defaults as the "From" email address for all outbound email messages generated by the system. When a user responds to an email message generated by the system, this is the address the email is sent to. Do Not Modify
• Secure Site – Indicates whether SSL security is in use for the site. Once set up, this value should not be changed. Contact support for more information. Do Not Modify
• Logo Page File Name – The name and location of the logo file used at the top of all pages other than the main Sign In page as it is stored on the file server.
• Pg Footer Logo URL – The URL to the web site that should be displayed when a user clicks the system logo graphic at the bottom of the page. If no value is specified, clicking the logo opens the Accruent web site.
• SSO Installation – Determines if Single Sign On is used within the installation. If set to YES, additional options for users will show up on the EDIT user page to enforce specific users to logon via SSO and not via standard logon settings. This value is also validated and reviewed during the user loads that may occur nightly on each installation.
• Enabled Webservices 1st Response Only – This value is only set when Webservices is enabled, and even then, is rarely used. When set to Yes, a Webservices update goes to an external system only on the very first update. All subsequent updates are not sent to that system via Webservices .
• Enable Integration Security – If set to Yes, additional security restrictions are placed on Admin and Logbook pages when the system is integrated with an external, third-party system.
• Enable User Reassignments from external System Users – When webservices is enabled and work orders are assigned to external systems and this flag is set to No, the Assigned To person cannot be changed on a work order assigned to an external system. This also prevents changes to status via email response codes. It is uncommon to set this value to Yes because then the Assigned To person can be changed, effectively taking away work orders that may be in progress on the external system.
• PO Payment Details – This feature is not currently implemented and will be more fully defined in a future release.

• Enable AR Invoice for Peoplesoft Integration – If set to Yes, enables AR Invoicing integration with Peoplesoft.

• JDE PO Integration – This value determines whether the system integrates purchase orders with an external JD Edwards system. If set to Yes, the system sends PO data to JDE as well as accepts PO updates from JDE. If set to Yes, the External Payment Processing and PO Warehouse Required flags are available when creating purchase order types on the administrator's PO Types page. This value should only be enabled if Purchasing 2.0 is set to Yes and JDE PO Validation is enabled.

The Applications pane controls which modules or other functionality are enabled at an installation. In most cases, modules that are enabled and used for a period of time are not subsequently disabled since doing so can cause unexpected results. Disabling any module removes the corresponding Security rights pane from the User Security page, preventing rights to the module from being granted to users.

• 360Logbook – Enables on the Logbook base module that allows the processing of work order requests. Since the Logbook is the core module of the system, it is very rare to disable it.

• 360Asset – Enables the Asset base module that allows equipment to be tracked in the system.

• 360Visitor – Enables the optional Visitor module that allows users to manage visitors to properties.

• 360Timecard (Crew) – This module is not currently implemented. Enabling or disabling it has no effect.

• 360Project – Enables the optional Projects module that allows work requests to be grouped into projects and allows budgets and costs to be tracked on a per-project basis.

• 360Provisioning – Enables the optional Provisioning module that allows requests for groups of standard services, such as new employee configuration, to be managed as a single request.

• 360Purchasing – Enables the optional Purchasing module that allows user to create and manage purchase orders and vendor invoices. In the 360Purchasing 2.0 field, select Yes to enable Purchasing 2.0 functionality. In the Blanket PO field, select Yes to enable Blanket PO functionality.

• 360Property – Enables the optional Property module that allows end-users to perform specific property management tasks that would otherwise be solely performed by the system administrator.

• 360Approval – Enables the approvals functionality within the Logbook module that enables specific workflows for authorizing work based on costs.

• 360LoginSecurity – Enables the Advanced Login Security features providing more stringent login security.

• Work Order Forms – Enables the ability to create and utilize custom forms for work order requests, allowing custom user-defined fields to be included.

• 360GIS – Stores Geographic Information System (GIS) data for properties and users. GIS data appears as latitude/longitude coordinates. This setting effects the Edit a User, Edit a Property, Property – Run Reports, and Administration User Reports.

• 360Assessment(FCA) – Enables the optional Assessments module that allows complex persistent facility assessment plans to be managed in the system.

• HC Only thru (6/1/2014)– Enables optional functionality within the Asset module to support the healthcare industry.

• 360NPFA – Enables the Non-Profit Fund Accounting functionality that allows for complex, segment-based accounting. Do not enable this feature unless you are certain you want to change from corporate/for-profit accounting to non-profit accounting.

  Note:

  Disabling this feature once it has been in use is not recommended.

• Project Management – Enables Project Management functionality. This feature is not currently implemented and will be more fully defined in a future release.

• Crews – Enables the Crews functionality within the Logbook module, thereby replacing User Groups.

  Note:

  If the Crews functionality is enabled and requests are assigned to a crew, disabling this module may put those requests in a potentially unworkable state where they are still assigned to a (now inaccessible) crew. Disabling Crews after it has been enabled and used may require requests that were originally assigned to crews to be re-created.

• Work Order Estimates – Enables the ability to create and bill by labor, material cost, and other cost estimates within the Logbook module.

• Employee Dashboard – Enables the user-configurable My Dashboard page in the Dashboard module. If enabled, the Employee Dashboard page can be set as the user's default page on the Edit User page.
• Request Hub – Enables the Request Hub page in the Logbook module.
• 360Bulk Uploader - Enables the Bulk Upload functionality.
• Keys - Enables the Keys module. When this flag is set to Yes, a Keys Security Rights pane is added to the User Security page.
  

• 360WorkOrder – Enables the Work Order Financial functionality of the Logbook module, allowing costs to be tracked in the system. In the Work Order Financials 2.0 field, select Yes to enable Work Order Financial 2.0 functionality.

  Note:

  If the Work Order module was ever enabled and rights were granted to any users, disabling this module will not remove the rights from users to whom they were granted. To completely disable the module, you must first remove the Word Order security rights from all users and then disable the module.

• 360Inspection – Enables the Inspection base module that allows equipment to be inspected and user satisfaction surveys to be created. Setting Advanced to Yes enables the Advanced Inventory functionality, providing additional inventory options such as inventory security, item transfers, and advanced transaction processing.

• 360Incident – Enables the optional Incident module that tracks and manages incidents, such as accidents or natural disasters, or that occur at properties.

• 360TimeCard (TE) – Enables the Time Card base module that allows employee work hours to be tracked in the system. In the Time Card 2.0 field, select Yes to enable Time Card 2.0 functionalility.

• 360Inventory – Enables the basic Inventory module that allows materials and their costs to be tracked using the system. In the ADV Inv & PR field, select Yes to enable Advanced Inventory and Purchase Requisition functionality.

• 360EP – Enables the Emergency Preparedness module that allows properties to create and manage plans for responding to emergencies.

• 360Event – Enables the optional Event module that tracks and manages planned events that take place within a property.

• 360Property Billing – Enables functionality within the Property module that assists properties that bill for fixed fees on a standard schedule. When enabled, the Property Billing tab is displayed in the Property module.

• 360Reservation – Enables the optional Reservations module that allows users to reserve resources such as conference rooms, vehicles, or shared equipment.

• 360Company Email Service – Enables the functionality that allows automatic email notifications to be sent when company documents are set to expire.

• 360FCA – Enables the optional facilities condition assessment functionality within the Inspection module. FCA is intended to provide more detailed information about the condition of assets so that repair/replace analysis can be easily performed.

• 360Multiple Currency – Enables the ability for currencies other than the default US Dollar to be used within the system.

• 360Business Intelligence – Enables the optional Business Intelligence module that allows the system to interface with Tableau, a third-party data analytics tool. This module was implemented as an add-on for a specific client.

• 360Utility – Enables the optional Utility module, allowing utility systems, such as electrical, gas, and heating systems, to be managed.

• 360Space – Enables the optional Space module that manages properties and locations within a property – floors, spaces, and subSpaces. If this option is set to Yes, you must open the Location Hierarchy Settings pane and set Create Hierarchy:Floor to Yes.

• Visual Map – Enables the Visual Map feature of the Space module, allowing for the dynamic web presentation of CAD image of spaces. To enable Visual Map, 360Space must also be enabled. If this option is set to Yes, you must open the Visual Map Settings pane and configure Visual Map.

• Route Based Task Schedule – Enables the route-based task scheduling functionality within the Schedule module. This feature is not currently implemented and will be more fully defined in a future release.

• Maintenance Projects – Enables the ability to create parent/child work orders and establish maintenance project type request types within the Logbook module. For more information, see Request Types and Subtypes.

• View Assessment Details External Project Info - This feature is not currently implemented and will be more fully defined in a future release.

• 360Space Survey–Enables the optional Space Survey module that allows for the creation of surveys for managing properties and locations within a property. To enable 360Space Survey, 360Space must also be enabled. In the Survey Approval field, select Yes to allow for Approvals to be set up in the Space Survey module.

• 360Mobile – Enables the mobile browser experience for the system. If set to Yes, mobile device users are defaulted to the mobile view of the application. If set to No, mobile device users are defaulted to the standard full user interface. All standard computer users are defaulted to the standard full view of the application. Regardless of the value of this flag, manually overriding the default and choosing the alternate view of the application will always be an option for any user on either version of the Sign In page.

  Note:

  Users who use Single Sign On to access the application do not have the option to select the non-default view of the application since that choice only appears on the Sign In page, which is bypassed when using Single Sign On.

• API Document Site - Enables a developer to access the interactive API Documentation web site by manually typing the address to the doc site into the browser's address bar. The address to the doc site is entered by appending /MobileWebServices/docs/index to the standard URL used to access the 360Facility/FAMIS site. Once at the doc site, a developer must enter her standard username and password to access the site.

  Important!

  This feature should only be enabled for clients that currently have a signed NDA (Non-Disclosure Agreement) on file. Contact Accruent's legal department for more information.

• Accruent Analytics - Enables access the Accruent Analytics web site. Once enabled, individual access to Accruent Analytics must be granted, on a per user basis, by granting the Accruent Analytics security right in the Dashboard Security Rights pane of the User Security page.

  If Accruent Analytics is enabled, the super administrator will see an Accruent Analytics Security drop-down menu on the Edit User page, allowing him to set the user's access level. All other administrators will see the Accruent Analytics Security value as a non-editable text field. Super administrators can grant the following levels of access to Accruent Analytics:

  • Consumer – basic access that allows a user to run reports and dashboards, but not create or edit them

  • Business Author – advanced access that allows a user to create, edit, and run reports and dashboards

  • Professional Author – for internal Accruent PS team only

  • Administrator – for internal use only

  • Business Author Pro – advanced access that allows a user to create, edit, and run reportsand dashboards, and upload data from external sources (this feature is not currently implemented)

The Billing Settings pane allows you to establish billing settings.

• Max Properties – More information will be provided as it becomes available

• Office Cost SF – More information will be provided as it becomes available

• Manufacturing Cost SF – More information will be provided as it becomes available

• Residential Cost SF – More information will be provided as it becomes available

• Full User Cost Monthly – More information will be provided as it becomes available

• Property Quantity – More information will be provided as it becomes available

• Billing Type – More information will be provided as it becomes available

• Request Email Required – More information will be provided as it becomes available

• Max Full Users – More information will be provided as it becomes available

• Warehouse Cost SF – More information will be provided as it becomes available

• Retail Cost SF – More information will be provided as it becomes available

• Other Cost SF – More information will be provided as it becomes available

• Full User Restricted Cost Monthly – More information will be provided as it becomes available

• Property Unit Cost – More information will be provided as it becomes available

• Terms of Service Page – More information will be provided as it becomes available

• SFDC Client ID – Creates an association between the SalesForce (SFDC) client records and client database installation.

The Location Hierarchy Settings pane allows you to establish which space hierarchical levels are enabled in each module. The space hierarchy consists of:

Region

Property

Zone

Floor

Space

Subspace

Regions, properties, and spaces are included in every module. By setting these flags to Yes or No, you can define whether zones, floors, and subSpaces are used in each module.

If zones are enabled, two types of zones can be defined:

• Zone – A standard zone is a grouping of spaces used to manage similar spaces or report on similar spaces. For example, an Executive Suites zone could be created to group the top five floors of a building or a Restroom zone could be created to report on the maintenance schedules of all restrooms in an entire building. These types of zones are not part of the location hierarchy.

• Tower/Wing Zone – A tower/wing zone is used to represent a property that may consist of multiple towers or wings, for example, a building that contains connected East and West wings. Tower/wing zones are part of the location hierarchy.

  Note:

  Do not enable tower/wing zones if the Space module is enabled. These two features are incompatible.

If Create Hierarchy Zone is set to Yes, two additional flags can be set:

• Auto Create Tower/Wing Zone– Setting this flag to Yes causes a General tower/wing zone to be created whenever a new property is created. Every floor created must be associated with a tower/wing.

• Require Tower/Wing Zone – Setting this flag to Yes makes selecting a tower/wing zone required when creating a floor or space, adding the tower/wing zone as a fixed part of the location hierarchy. If this flag is set to Yes, the Auto Create Tower/Wing zone flag must also be set to Yes.

  If this flag is set to Yes, then a Tower/Wing field is added to other system pages, for example, the Property Floors and Property Spaces Admin pages, and the Create Request, Create Schedule, and Create Asset pages.

The Document Settings pane defines the paths where documents for each listed module are stored. These values are established by the Operations team and should not be modified.

• Asset – Indicates the location of internal and external documents associated with assets such as user manuals or parts lists
• Property – Indicates the location of internal and external documents associated with properties
• Request – Indicates the location of internal and external documents attached to work orders
• Project – Indicates the location of internal and external documents associated with projects
• Safety – Indicates the location of internal and external Emergency Preparedness documents
• Company – Indicates the location of internal and external company documents such as COIs and contracts
• Provision – Indicates the location of internal and external documents associated with provisions
• Procedure – Indicates the location of internal and external procedures stored in the Knowledge module
• Visitor – Indicates the location of visitor photos. If valid values are not specified, the Visitor functionality on the Visitor Configuration Options page cannot be enabled.
• Customer - Indicates the location of other system internal and external documents.
• File Extension Whitelist - Indicates a list of the types of files (by file extension) that can be uploaded to any of these folders.

The Custom Email Settings pane allows you customize the content of system-generated email messages.

More information will be provided as it becomes available.

The Other Settings pane allows you to establish other settings.

More information will be provided as it becomes available.

The Survey Settings pane allows you to establish survey settings.

More information will be provided as it becomes available.

The SAML Settings pane allows you to establish Security Assertion Markup Language/Single Sign-On settings.

• Service Provider URL – Enter a value to specify the URL to the installation's login page. This value is required.

• Default Service Consumer URL – Enter the URL to an alternate page that a user is redirected to if SAML authentication fails. This value is required.

• SAML 1.1 Certificate Name – Enter the full file name of the X509 Certificate that the client will be using to sign its SAML 1.1 assertions (for example, mycert.cer). A valid certificate file of this name must be deployed by Accruent hosting to the installation's SAML directory on all web servers. This value is required for SAML 1.1.

• SAML Debug Mode – Production environments should set this value to No. If set to Yes, a failed login will redirect to an informative error page instead of redirecting to the Service Consumer URL. This value should only be set to Yes when working in a QA/Development environment.

• SAML Node/Attribute Name – Enter a value to specify which node or attribute of the SAML Message contains the External Employee ID of the user that should be logged in. This value can be left blank; the SAML service will then try to parse the first Node/Attribute of the SAML message as an External Employee ID.

• SAML Validation – Select the type of SAML validation to use:

  • User Only – All users may optionally be set as SSO users by setting the SSO Required flag on their User Security page.
  • Admin Security Only – All admin users (users who have System Admin security rights) are set as SSO users and all other users use the standard login page.
  • User Or Admin Security – All admin users (users who have System Admin security rights) are set as SSO users. All other users may optionally be set as SSO users by setting the SSO Required flag on their User Security page.

• SAML 2.0 Signing Certificate – For SAML 2.0, the signing certificate is stored directly in the database instead of being deployed to the web servers. This field is used to enter the certificate data. This value is required for SAML 2.0.

• Custom Login Error Message – Enter a value to define the error message displayed to users who are attempting to sign in using SAML/SSO. If this field is left blank, the default login error message will appear.

  Note:

  This value is not translated since the user has not selected a language before signing in.

The SAML Certificates pane allows you to enter SSL certificates to identify secure connections. To enter a new certificate, enter the following information about the certificate and then click the ADD button.

• Certificate Description - Enter a value, up to 70 characters long, to identify the certificate.
• Service Consumer URL - The URL to direct a user to if the secure login fails.
• Node/Attribute Name - Enter a value if you need to indicate the node or attribute that is sent with the login ID so that the user's login can be identified and validated.
• SAML Signing Certificate - The contents of the SSL certificate data file that verifies the identity of the website the user logged in from. The system validates that the value entered a valid base-64 string and is less than 4000 characters long.

The Certificate Description and the SAML Signing Certificate values must be unique to prevent duplicate certificates from being entered. Every certificate entered is listed in the SAML Certificates pane, identified by description and fingerprint.

The Login and Input Validation Settings pane allows you to establish input validation settings and login security settings (some of which not available unless Advanced Login Security is enabled).

Input Validation Settings

Input validation settings are used to prevent certain characters from being entered in data entry fields throughout the system. Any characters specified will be stripped from the values users enter into a field. This feature was added for a specific client so that they could prevent users from entering Javascript into fields. This was done by specifying "<>" as the input validation values.

• Input Validation Enabled – Select a value to enable or disable input validation.

• Input Validation Values – Specify the validation characters. The characters specified will be stripped from the values users enter into data entry fields anywhere in the application. Characters should not be separated by spaces as that would causes spaces to be stripped. To add or remove characters the entire set of characters must be added at one time. For example, if the field contains the %&?<> characters and you want to remove the question mark, enter %&<> into the field and click Update.

  Note:

  If Input Validation is enabled, you must enter at least one input validation value.

Base Security Settings

• Password Minimum Length – This value sets the minimum number of characters required in a password.
• Password Requirements – Select a value to enforce any of the following password requirements:
  • None – No password requirements are enforced.
  • Alpha – Passwords must contain at least one alphabetical character, but can also contain numeric characters or symbols, for example abcd or AB4#.
  • Alpha Numeric – Passwords must contain at least one alphabetical character and at least one numeric character or symbol, for example, abc123 or x!y!z.
  • Advanced – Password must contain at least one alphabetical character, at least one numeric character, and at least one special character, and the user ID can not be part of the password
• Password Expiration Days – This value sets the number of days that it takes from the last password change for users' passwords to expire. If set to 0, passwords never expire. For example, if a user's password was set on 1/1/2010, setting this value to 45 would cause that user's password to expire on 2/15/2010. When the users sign in for the first time after the expiration date, they will not be locked out of the system, but they will have to go through the password change process. For installations using SAML/SSO, this value must be set 0.

Advanced Login Security Settings

The following features are added to the Base Security settings if Advanced Login Security is enabled.

• Forgot Password Enabled – This feature is not currently implemented and will be more fully defined in a future release.
• Min Password Repeat – This value sets the number of previous passwords that cannot be reused. For example, if this value is set to 3, then when users change their passwords, they cannot reuse any of their previous three passwords.
• Max Consecutive Login Attempts – This value sets maximum number of failed login attempts that are allowed before a user's account is locked. If a user's account becomes locked, it can be unlocked by a system administrator who has Login Admin security rights.
• Number of Hours to Freeze Password – This value establishes the number of hours that user must wait before making anther password change once he has successfully changed his password.
• Customized Password Error Text – These values can be used to specify the messages displayed to users when their accounts become locked (due to entering an invalid password) or when they are forced to change their passwords. Since screen sizes can vary greatly on standard and mobile devices, different values can be specified for each.
• Password Locked Error Text – This value specifies a custom message to display to users when their accounts become locked. If no value is specified, the following message is displayed: "ALERT: Your login has expired or been locked due to incorrect logins. Contact your system administrator."
• Force Password Change Text – This value specifies a custom message to display to users when they are required to change their passwords. If no value is specified, the following message is displayed: "ALERT: You are required to change your password prior to logging in."

The LeaseAdmin Settings pane allows you to establish settings required to run the Lease Admin module.

• Web Site URL – The server location for the Lease Admin web site. Do Not Modify

• Web Service URL – The server location for the Lease Admin web service. Do Not Modify

• Accruent Config Key – The name of the registry entry for Lease Admin at the specified web site. Do Not Modify

• Lease Wizard Enabled – Set to Enabled to enable the Lease Wizard functionality for lease creation.

• Notifications Enabled – Set to Enabled to enable key dates notifications functionality.

• FASB 842 Enabled – Set to Enabled to enable the new FASB 842 accounting functionality.

• FASB 842 Tracking – Set to Enabled for FASB audit tracking functionality. To enable FASB Tracking, FASB 842 Enabled must also be enabled.

• FAS 13 Enabled – Set to Enabled to enable the pre-existing FASB accounting functionality.

• FASB Type A Leases – Set to Enabled to enable the use of Type A Leases for the new FASB 842 accounting module.

• FASB Analysis Enabled – Set to Disabled by default. This enables the additional FASB Analysis module for the FASB 842 accounting functionality. To enable FASB Analysis, FASB 842 Enabled must also be enabled.

The Visual Map Settings pane allows you to establish settings required to run the Visual Map feature within the space module.

• Content Path – The server location where the SDF files will be stored. Do Not Modify

• Agent URL – The path to the webservice that the SDF Generator uses. Do Not Modify

• Map Guide Username – The map guide username. Do Not Modify

• Map Guide Password – The map guide password. Do Not Modify

Bulk Tool Installation

Dead Letter Notifications

External Systems

Logbook Request Status