Edit Sub-Space

The general information pane at the top of the page displays basic information about the subSpace. You cannot change the property a subSpace is associated with

To modify this information:

1. In the Floor field, select a value to indicate the floor the subSpace is on.

2. In the Space field, select a value to indicate the space that contains the subSpace.

3. In the Sub-Space Name field, modify the name of the subSpace.

4. In the Sub-Space Description field, modify the description of the subSpace.

   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.

5. In the External Sub-Space ID field, modify the value to indicate a subSpace ID that is used in conjunction with an external system.

6. In the Active field, select a value to indicate whether the subSpace is active.

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

7. In the Tab Order field, modify the 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.

8. In the Telephone field, modify the contact telephone number for the subSpace.

9. Click UPDATE to save all modifications.

The Categorization pane contains information about the categories used to classify this subSpace and indicate how the subSpace is owned and allocated. To modify this information:

1. Under the Allocations & Ownership heading, modify any of the following values:

   1. To define the Allocated Individual, click the Select link and select a user.

      The allocated individual is the user who the subSpace is allocated to for charge back and reporting purposes, such as the manager of the subSpace.

   2. To define the Allocated Group, click the Select link and select a department.

      The allocated group is the department that the subSpace is allocated to for charge back and reporting purposes.

   3. To define the Owning Group, click the Select link and select a department.

      The owning group is the department that owns the subSpace.

   4. To define the Billing Group, click the Select link and select a department.

      The billing group is the department that expenses for the subSpace should be billed to.

   5. In the Ownership Status field, select a value indicating the terms under which the subSpace is occupied, for example, Owned or Long-Term lease.

2. Under the Functional Usage heading, modify any of the following values:

   1. In the Functional Status field, select a value indicating whether the subSpace is currently being used, for example, In Use, Vacant, or Under Renovation.

   2. In the Space Functional Category field, select a value indicating the type of activity that occurs in the subSpace, for example, Research, or Student Services.

   3. In the Space Functional Sub-Category field, select a value indicating a secondary classification of the activity that occurs in the subSpace.

      For example, if the functional category is Student Services, the subCategory might be Financial Aid.

3. Under the Categorization heading, modify any of the following values:

   1. In the Space Category field, select a value indicating the general purpose of the subSpace, for example, Office or Manufacturing.

   2. In the Space Sub-Category field, select a value that further defines the purpose of the subSpace.

      For example, if the category is Manufacturing, the subCategory might be Biomedical or Technology.

   3. In the Space Type field, select a value that further defines the purpose of the subSpace.

      For example, if the category is Manufacturing and the subCategory is Biomedical, the type might be Clean Room.

   4. In the Space Standard field, select a value that indicates the subSpace standard that this subSpace matches.

      Space standards are used to identify types of subSpaces, based on their size, categorization, and capacity. For example, the standard for Executive Office might be 300 to 500 square feet, categorized as Office/Executive, and with a capacity of 1 person. Space standards are most often used to help locate an appropriate subSpace to assign to a worker in a particular position.

      Space standards are used solely to identify subSpaces and are not enforced. For example, a subSpace can still be classified as an Executive Office even if it is slightly smaller than the standard.

   5. In the Space Standard Approval field, select value to indicate that is appropriate to use the selected space standard, even if the subSpace does not completely confirm to the standard.

      Selecting Yes prevents the subSpace from being flagged as non-conforming in searches and reports.

4. Click UPDATE to save all modifications.

The Occupancy pane provides information about the type and number of occupants that a subSpace can hold and currently does hold. To modify this information:

1. In the Occupancy Status field, select a value indicating the occupancy status of the subSpace.

2. Under the Occupying Individual heading, the name of the assigned occupant of the subSpace is displayed.

   • If no occupant is assigned, click the Add Occupying Individual link to locate and add an occupant.

   • To change the occupant, click the Change Occupying Individual link to locate an select a different occupant.

   • To remove the current occupant, click the Remove link.

3. Under the Occupying Group heading, the name of the department/group assigned to the subSpace is displayed.

   • If no group is assigned, click the Add Occupying Department link to locate and add a group.

   • To change the group assigned, click the Change Occupying Department link to locate an select a different group.

   • To remove the assigned group, click the Remove link.

4. Click UPDATE to save all modifications.

The Associated Sub-Spaces pane provides a list of all of the subSpaces that exist within the same space as this subSpace. At the top of the pane, the name of the space and the total area of the space is displayed. In addition, for each subSpace, the following information is displayed:

• Sub-Space – the name of the subSpace

• Percent of Space – the percentage of the total space that this subSpace comprises; all subSpaces do not necessarily have to add up to 100% of the space

• Area of Sub-Space – the actual area, in square feet or square meters, that this subSpace comprises

• Occupant – the assigned occupying individual for the subSpace

• Occupying Group – the assigned department for the subSpace

• EDIT – click this link to open the Edit Sub-Space page for this subSpace

  This link is only displayed if you have the appropriate security rights assigned to your account.

The Contacts pane contains information about individuals, companies, or groups that can be contacted when issues about the subSpace arise.

Contact

An individual contact identifies a person who can be contacted in regard to the subSpace. Contacts can only be chosen from a list of full users. To add a contact:

1. Click the Add Contact link.

   The Add Sub-Space Contact dialog box opens.

2. To specify the Contact Name, click the Select link.

3. Enter your search criteria, click FIND, and then select a user name.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact by clicking the Edit link.

Contact Company

A Contact company identifies a company that provides a service for the space, such as a maintenance company or supply vendor. Only companies that currently exist in the system can be added. To add a company:

1. Click the Add Contact Company link.

   a dialog box opens allowing you to select a company.

2. Enter your search criteria, click FIND, and then select a company name.

You can remove a contact company by clicking the Remove link.

Contact Group

A contact group specifies the department that is responsible for the space, for example, the HR department or the Chemistry department. Contact groups can only be chosen from a list of defined departments. When selected, the contract group will specify the name of the user who is the authorizing manager for the group.

To add a contact group:

1. Click the Add Contact Group link.

   The Add Space Contact Group dialog box opens.

2. To specify the Department, click the Select link.

3. Enter your search criteria, click FIND, and then select a department.

4. In the Contact Type field, select the type of contact, for example, Emergency Contact or Space Planner.

5. Click ADD.

You can edit or delete a contact group by clicking the Edit link.

The Assets pane provides a list of all assets that have been associated with the subSpace. For each asset, the following information is displayed:

• Asset Name – the name of the asset ; clicking this link opens the Asset Details page

• Asset Number – the assigned asset number

• Asset Class – the classification of the asset

• Manufacturer – the name of the company that manufactured the asset

• Sub-Space – the subSpace, if any, the asset is associated with

The Comments pane displays a list of all comments entered about the subSpace and allows you to enter additional comments. For each comment entered, the following information is displayed:

• Comment – the full text of the comment entered

• Last Updated By – the name of the user who entered the comment

• Last Updated– the date and time on which the comment was entered

• EDIT– a link that allows you to edit or delete comments

To add a comment:

1. Click the Add Comment link.

   The Add Sub-Space Comment dialog box opens.

2. In the large field, enter the text of your comment.

3. Click ADD.