Assign Survey

A space survey allows a set of users to examine, verify, and potentially update stored space information. The specific details that are surveyed is defined by the survey type. Once a surveyor has completed his survey, he can submit it so that the space can be modified with the updated information. Approvals can be required to ensure that the suggested updates are appropriate. If all approvers approve the changes, the space is updated. If any of they changes are rejected, the survey is reopened for further editing.

The Assign Survey page is used to start a space survey. This is done by selecting the type of survey to perform, the spaces that should be surveyed, and the departments, surveyors and approvers who should complete the work.

To assign a new survey:

1. Access the Space Survey module by clicking the Space Survey link at the top of the page.

2. Select the Assign Survey tab.

   The Assign Space Survey page appears.

3. In the Survey Type field, select the type of space survey.

   The type selected determines what space information will be examined and updated with the survey.

4. In the Schedule For field, specify the date when the survey should start.

5. In the Completed By field, specify the date when the survey must be complete.

6. In the Special Instructions field, enter any instructions needed to complete the survey.

7. Select the spaces that will be surveyed in the Location Details pane.

   1. Click the Add Spaces button.

      The Add Multiple Locations for Survey dialog box opens.

   2. Use the criteria at the top of the page to help you locate the spaces you want to include in the survey.

      For example, if you want to locate all the spaces allocated to the Physics department, you could select Physics as the allocated group.

   3. Click Find.

      All of the spaces that match the criteria you defined appear in the Search Results pane. If your search results in 300 spaces or more, an error message displays directing you to narrow your search criteria.

   4. Select the check boxes to the right of the spaces you want to include in the survey.

      Selecting the top check box selects all spaces.

   5. Click Add.

      The selected spaces move to the Selected Locations pane.

      You can find additional spaces using different criteria and add them to the list. You can click the Remove button to remove a space from the list.

   6. When all of your spaces are selected, click OK to add the spaces to the survey.

      The selected spaces are displayed in the Location Details pane of the Assign Space Survey page.

8. Specify who will perform the space survey.

   You have two options to assign the survey:

   • Assign to a Department – Assigning a survey to a department allows any user associated with the selected department to complete the survey. Users within the department are also responsible for reviewing completed surveys before submitting them for approval.

     You must have department-based security enabled to assign surveys by department.

   • Assign to an Individual Surveyor and Approver – Assigning a survey to a particular user makes that user solely responsible for either performing the survey or approving the survey. You must pick both a surveyor and an approver if approvals are required.

   You can assign all the spaces listed in the Location Details pane the same way by selecting the assignee(s) and the ASSIGN ALL. After clicking ASSIGN ALL, you can still modify individual assignments in the list.

9. Click OK.

   The survey is assigned and a confirmation message displays.