Edit Survey

The Space: General Information pane contains the following information about the space:

• Property – the property where the space is located

• Space – the name of the space

• Description – a description of the space

• Last Updated – indicates the date and time when the space was last updated

• Floor – the floor within the property that the space is on

• Last Updated By – indicates the name of the user who last updated the space

The Survey Details pane displays a tab for each type of information that can be updated on a space survey.

• Current Space Allocation – The left side displays the information that is currently stored for the space. It does not reflect any updates that have been made in the current survey.

• Current Survey – The right side displays fields that allow you to enter changes to the space information. While you work on the survey, changes that you save are displayed here.

Depending on the type of space survey you are working with, one or more of the following tabs display to allow you to update the space.

Complex Allocations

The Complex Allocations tab allows you to edit complex allocations – definitions of how a space is allocated to multiple categories, individuals, groups, and/or functions for defined periods of time. When you select this tab, you must select whether you want to:

• Copy from Current Allocation – Click this button to create a new complex allocation using the current complex allocation as a template for the new allocation. For example, you might select this option if you want to create a nearly identical allocation for next semester, but specify a different time frame or allocated group.
• Create New From Blank – Click this button to create a completely new complex allocation. For example, this option might be a good choice if the space will be used for an entirely different purpose next year.
• Edit Current Allocation - Click this button to modify the complex allocation that is being used right now. For example, you might need to make a change if a different allocated individual should be specified or if you need to add another method layer.

After selecting one of these options, UDF groups appear for the allocation header and allocation layers along with the standard allocation fields.

To edit UDFs for a complex allocation header, select the arrow button next to a UDF group label and edit the UDFs that appear. To edit UDFs for a complex allocation method layer, select the heading label for the layer; then, scroll down to the editable UDFs and edit. To edit UDFs for a new method layer added in the survey, select the method layer heading label after saving the new layer; then, scroll down to the editable UDFs and edit.

For more information about defining complex allocations, see Complex Allocations.

Categorization

The Categorization tab allows you edit the fields that define the categories used to classify this space and indicate how the space is owned and allocated.

• Allocations & Ownership – Specify values for the allocated individual and allocated group.
• Functional Usage – Specify values to indicate the functional category and sub-category.
• Categorization – Specify values for the space category, sub-category, and type.

For more information about defining categorization, see .Edit Space: Categorization.

Occupancy

The Occupancy tab allows you edit the fields that define the number and type of occupants that a space holds.

• Capacity – Specify the number of occupants the space can hold.
• Occupancy Breakdown – Specify the number and description of unnamed occupants.
• Occupying Individuals – Specify information about the individuals that occupy this space.
• Occupying Groups – Specify information about the groups (departments) that occupy this space.

For more information about defining occupancy, see .Edit Space: Occupancy

UDFs

The UDFs tab allows you to edit user-defined fields associated with the space. Because these fields are user-defined, they may vary across different systems. For more information on creating and using UDFs, see the Application UDFs page.

When working on a survey, a surveyor can click any of the following buttons:

• Save – Saving the survey saves the information you have entered. You can come back and modify these values if needed.

• Save & Submit – Once you have completely finished working on the survey, you can save your changes and submit them. Once you click this button, you can no longer edit the survey.

  • Once submitted, you are redirected to the Find Survey page.
  • If space survey approvals are enabled for your system, submitting the survey routes the survey to an approver to approve or reject the changes you have made. If the changes are rejected, the space survey becomes editable again so that additional changes can be made. If the changes are accepted, the space is updated and the survey is complete.

  • If space survey approvals are not enabled for your system, submitting the survey updates the space.

• Return to Find Survey – Discards any information that you have entered on all panes since the last time you saved and returns you to the Find Survey page

• Cancel – Only appears for those with Space Survey Admin security rights; moves the survey to a canceled status; once canceled, a survey admin must reassign the survey if they want it to be completed

Approvers can view the changes submitted for approval and make changes, if needed. The page only displays the tabs that contain updates and will display the modified information in the Current Survey pane. You can click through the tabs to examine the submitted changes and make modifications, if you feel they are warranted. Once you have finished, you can click any of the following buttons:

• On Hold – Places the survey in an On Hold status to indicate to other approvers that you are is currently examining the changes. This will help prevent other approvers from interfering with your work.

• Approve – Indicates that you approve of the changes made to the space. Once all the required approvals are complete, the space is updated.

• Reject – Indicates that you do not approve of the submitted changes and sends it back to the surveyors for modification. If your survey includes a complex allocation, a dialog box opens allowing you to reject only the information submitted by specific allocated groups (departments). When a survey is rejected, it becomes editable again. The surveyors can then modify the information and re-submit it for approval.

• Return to Find Survey – Click to discard any updates you have made and close the page.