Space Categories and SubCategories

Space categories and subCategories are used to classify a space or subSpace according to the general purpose it was designed to serve, for example, Laboratory, Manufacturing, or Office. The values you define populate the Space Category and Space SubCategory drop-down menus on the Categorization pane of the View Space, Edit Space, View SubSpace, Edit SubSpace and Find Location pages.

Space can be further classified using to a two-tiered system (category and subCategory), or a three-tiered system (category, subCategory, and type). To simplify the user interface, Space Types are defined on a separate page.

Some installations may implement industry-standard space classifications, for example, BOMA, IFMA, FICM, or OSCRE, however, an installation-specific, custom space categorization system can also be defined.

Spaces can be assigned space categories and subCategories as well as functional categories and subCategories. The main difference between the two is that the space category defines the designed purpose of the space while the functional category defines the activities that occur in the space. For example, at a university, a laboratory space that is used for researching alternative cancer therapies might have the following classifications:

  • Space Category = Laboratory
  • Space SubCategory = Research/Non-Classroom
  • Functional Category = Clinical Trials and Drug Studies
  • Functional SubCategory = Oncology

When you define a space category, you not only give it a name and a description, but you also can select the aggregate reportable space classifications that spaces in this category will be included in. For example, you can designate whether Offices, Laboratories, or Building Services spaces should be included when calculating the total Interior Gross, Rentable per Contract, or Assignable Area.

To open the Space Categories and subCategories page:

  1. Open the Administration Menu page.

  2. Under the SPACE ADMIN heading, click Space Categories and subCategories.

ClosedCreate a Category

A category defines the top-level classification of a space. To create a space category:

  1. Click the Add Category link.

    The Add Category dialog box opens, allowing you to define the new value.

  2. In the Name field, enter the category name.

  3. In the Description field, enter a description of the category.

    This field can be used to provide more information about the category. This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

  4. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  5. In the Active field, select Yes to make this category active.

    Inactive values remain in the system, but are not displayed to users.

  6. In the Number field, enter a numeric value to assign a numeric code to the category.

  7. Select the check box for each aggregate reportable space classifications that spaces in this category will be included in.

    For example, if you want all spaces in this category to be included in the calculation of the total Building Rentable area, select that check box.

  8. Click ADD.

    The category is added to the system. The category parameters are displayed, including the name of the user who added the category and the date and time it was added.

ClosedEdit a Category

Categories can be modified. For example, if you want to change the category's aggregate reportable space classifications, you can edit it and select different check boxes. To edit a category:

  1. In the Space category field, select the category you want to edit.

  2. Click the Edit Category link.

  3. Modify any of the following values:

    • Name – the value that users see
    • Number – the numeric code associated with the category
    • Description – information about the category
    • Tab Order – the position in which the category will be displayed in drop-down menus
    • Active – Yes indicates that the category is active (displayed to the user)
    • Aggregate Reportable Space Classifications – select the check boxes corresponding to the classifications you want this category of space to be included in

  4. Click UPDATE.

    The modified category parameters, including the name of the user who edited them and the date and time when they were edited, are displayed.

ClosedDelete a Category

Categories that have not been used can be deleted from the system. You can delete a category if it has not been assigned to any spaces or subSpaces and it does not have any subCategories associated with it. If an unused category has subCategories beneath it, you must first delete the subCategories before you can delete the category.

If a category has been used but is no longer needed, you can edit it and make it inactive to prevent it from being displayed to users.

To delete a category:

  1. In the Space category field, select the category you want to delete.

  2. Click the Edit Category link.

  3. Click the Delete link in the upper right corner of the dialog box.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

ClosedCreate a SubCategory

A space subCategory defines a second-level classification of a space below a category. To create a space subCategory:

  1. In the Space category field, select the category you want to add the subCategory to.

    The detail fields for the category and a list of all the defined subCategories appear

  2. Click the Add Sub-Category link.

    The Add SubCategory dialog box opens.

  3. In the Name field, enter the subCategory name.

  4. In the Number field, enter a numeric value to assign a numeric code to the subCategory.

  5. In the Description field, enter a description of the subCategory.

    This field can be used to provide more information about the subCategory. This value can be up to 1000 characters long. As you type, the character count updates indicating the number of additional characters that can be entered.

  6. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  7. In the Active field, select Yes to make this subCategory active.

    Inactive values remain in the system, but are not displayed to users.

  8. Ignore the Default Space Standard drop-down menu.

    This feature is not currently implemented and will be more fully defined in a future release.

  9. Click ADD.

    The subCategory is added to the system. The name of the user who added the subCategory and the date and time it was added are displayed. A Types link appears to the right of the subCategory. Clicking this link opens the Space Types page, allowing you to add a type below the subCategory.

ClosedEdit a SubCategory

SubCategories can be modified. For example, if you want to change the value that users see, you can modify the subCategory name. To edit a subCategory:

  1. In the Space category field, select the category containing the subCategory you want to edit.

  2. Click the Edit link next to the subCategory you want to edit.

  3. Modify any of the following values:

    • Name – the value that users see
    • Number – the numeric code associated with the subCategory
    • Description – information about the subCategory
    • Tab Order – the position in which the category will be displayed in drop-down menus
    • Active – Yes indicates that the subCategory is active (displayed to the user)

  4. Click UPDATE.

    The modified subCategory parameters, including the name of the user who edited them and the date and time when they were edited, are displayed.

ClosedDelete a SubCategory

SubCategories that have not been used can be deleted from the system. If you want to delete an unused category, you must first delete the subCategories below it.

If a subCategory has been used but is no longer needed, you can edit it and make it inactive to prevent it from being displayed to users.

To delete a subCategory:

  1. In the Space category field, select the category containing the subCategory you want to delete.

  2. Click the Edit link next to the subCategory you want to delete.

  3. Click the Delete link in the upper right corner of the dialog box.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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