Run Report – Space

Space reports allow you to view and print reports about your installation's spaces. These reports are organized into the following categories:

• Property Reports – Clicking this button opens the Run Reports page in the Property module.
• Floor Reports – Clicking this button allows you to select a floor report to run.
• Space Reports – Clicking this button allows you to select a space report to run.
• Sub-Space Reports – Clicking this button allows you to select a subSpace report to run.

Your security rights determine whether you can run space or property reports and which properties you can run the reports on. If you do not have the required security rights, contact your system administrator.

To run Space reports:

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

2. Select the Run Report tab.

   By default, the Standard Reports are displayed.

3. If you do not want to run standard space reports, click the Custom Report link.

4. Select Property Reports, Floor Reports, Space Reports, or Sub-Space Reports.

5. In the Select a report field, select the report you want to run.

6. Specify report criteria.

7. Click OK to run the report.

Standard Reports

Floor Details Report

The Floor Details Report provides detailed information about the floors in a property or region, including general floor categorization and status as well as details about the size of each area on the floor.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each floor. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Floor Description – a description of the floor
• Status – the status of the floor, either Active or Inactive
• External Floor ID – a floor ID used in conjunction with an external system
• Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)
• Available Date – the date on which the floor becomes available for a change in tenancy
• Floor Category – indicates the primary classification of the floor (for example, Manufacturing or Office)
• Floor Sub-Category – indicates a secondary classification of the floor (for example, for a Manufacturing floor), the subCategory might be Biomedical or Technology
• Ideal Category – indicates the intended category of the floor, which is often used to indicate discrepancies between how the floor is currently being used and how it should be used
• Functional Category – indicates the primary function of the floor (for example, Business or Education)
• Functional Sub-Category – further defines the function of the floor (for example, for an Education floor), the functional subCategory might be Undergraduate or Graduate
• Account # – the property account number associated with the spacefloor
• Unit Cost – the per square foot/meter cost of space on the floor
• Currency – indicates the type of currency that the unit cost is in (for example, US dollars or Euros)

Space Details Report

The Space Details Report provides detailed information about the spaces in a property or region, including general space categorization and status as well as details about the size of each area within the space.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Space Description – Enter a value to run the report for spaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
• Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
• Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
• Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
• Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Area – Enter a value to run the report for only those spaces that fall within a specified area range. Enter a minimum area in the From field, a maximum area in the To field, and select unit of measurement.
• Occupancy Status – Select a value to run the report for spaces that have a particular occupancy status value, indicating whether the space is occupied, partially occupied, or vacant.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each space in the selected properties. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• Status – the status of the space, either Active or Inactive
• Space Telephone – a contact telephone number for the space
• External Space ID – a space ID used in conjunction with an external system
• Account # – the property account number associated with the spacespace
• Unit Cost – the per square foot/meter cost of space on the floor
• Currency – indicates the type of currency that the unit cost is in (for example, US dollars or Euros)
• Allocated Individual – the person the location is allocated to for charge back or reporting purposes
• Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)
• Functional Status – indicates whether the location is currently being used (for example, In Use or Under Renovation)
• Allocated Organization – the department the location is allocated to for charge back or reporting purposes
• Owning Organization – the department that owns the location
• Billing Organization – the department that will be billed for the location
• Space Category – indicates the primary classification of the location (for example, Manufacturing or Office)
• Space Subcategory – indicates a secondary classification of the location, for example, for a Manufacturing location, the subCategory might be Biomedical or Technology
• Space Type – indicates a tertiary classification of the location, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room
• Space Standard – the space standard that this space matches, based on size, categorization, and capacity
• Space Standard Approval Flag – Yes if it is appropriate to use the selected space standard, even if the space does not completely confirm
• Space Functional Category – indicates the type of activity that occurs in the location (for example, Instruction or Student Services)
• Space Functional Subcategory – further defines the type of activity that occurs in the location, for example, if the functional category is Student Services, the functional subCategory might be Financial Aid
• Reservable – indicates whether the space can be reserved, and if it can, whether it can also be assigned
• Capacity (Occupants) – the total number of occupants the space can accommodate
• Type of Capacity – indicates how the capacity is measured, for example, the capacity type of a conference room might be persons while the capacity type for a parking lot might be vehicles
• Capacity Code – additional information about the capacity for a space, for example, this value could indicate that a lab station or cubicle is needed for each occupant
• Total Assigned Occupants – the number of occupying individuals assigned to the space and any its subSpaces
• Total Unnamed Occupants – the number of unnamed occupants, such as unnamed students or clients
• Unnamed Occupant Description – a description of the unnamed occupants (for example, Students or Clients)
• Total Calculated Occupancy – the total number of occupants in a space, calculated by adding the assigned occupants, the unnamed occupants, and the occupants of any of its subSpaces
• Vacancies – the total number of vacancies in a space, calculated by subtracting the total occupancy from the capacity
• Day Time Occupants (EP) – the number of occupants that are in the space during the day (used for emergency preparedness)
• Night Time Occupants (EP)– the number of occupants that are in the space during the night (used for emergency preparedness)
• Total Occupants (EP) – the total number of occupants as calculated by adding the number of daytime occupants and nighttime occupants (used for emergency preparedness)
• Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
• Total Area 2 Sq.Ft./M. – the total area that can classified as Area 2 (not used in calculating the aggregate reportable space), measured in square feet and square meters
• Exterior Gross Sq.Ft./M. – the total of all areas, measured in square feet and square meters
• Interior Gross Sq.Ft./M. – the total area that is enclosed or considered to be part of the finished interior, measured in square feet and square meters
• Rentable per Contract Sq.Ft./M. – the total area that can be rented including leased spaces as well as pro-rated common areas, measured in square feet and square meters
• Building Rentable Sq.Ft./M. – the total area that is used to calculate base rent, measured in square feet and square meters
• Usable Area Sq.Ft./M. – the total area of enclosed space that is available for the exclusive use of a building occupant, measured in square feet and square meters
• Interior Planning Area Sq.Ft./M. – the total usable area minus encroachments and expansions, measured in square feet and square meters
• Assignable Area Sq.Ft./M. – the total area that can be assigned to an occupant, measured in square feet and square meters
• Non-Assignable Sq.Ft./M. – the total area that cannot be assigned to an occupant but is necessary for general building operation, measured in square feet and square meters
• Non-Measurable Portfolio Sq.Ft./M. – the total of areas, such as off-site workspaces, that are tracked but are not part of the property's real estate portfolio, measured in square feet and square meters
• Other Area Sq.Ft./M. - up to five values indicating the total amount of area designated as "Other" in both square feet and square meters

Allocation Method Report

The Allocation Method Report provides information about how a space is allocated, by percentage, over the specified period of time. This report is most useful when Complex Allocations are in use.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
• Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
• Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
• Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
• Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Allocation Start Date – Select a value to run the report for allocations that begin on or after the specified date.
• Allocation End Date – Select a value to run the report for allocations that end on or before the specified date.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each space/allocation pair. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
• Status – the status of the space, either Active or Inactive
• Space Telephone – a contact telephone number for the space
• Allocation Start Date – the date on which the allocation begins
• Allocation End Date – the date on which the allocation expires
• Allocation Description – the name of the allocation
• Allocation Method Layer – indicates the nested level of the allocation method, for example 1.1 or 2.1.3
• Allocation Method Name – the type of allocation: Space Type, Functional Subcategory, Allocated Group, or Allocated Individual
• Allocation Method Value – the allocation value specific to the allocation method; for example, for a group allocation, the name of the group
• Allocated Method % of Layer – the percentage of the total allocation for this layer that this method comprises
• Aggregate Method % – the percentage of the total allocation this nested allocation method comprises, calculated by multiplying the Allocated Method % of Layer value for this allocation by the Allocated Method % of Layer of the parent layer
• Total Allocation Area for Space Sq Ft – the total allocation area in square feet
• Line Item Allocated Area Sq Ft/Sq M – the number of total square feet associated with this allocation, calculate by multiplying the Total Allocation Area for Space Sq Ft by the Aggregate Method %, displayed in both square feet and square meters

Space Allocation Breakdown Report

The Space Allocation Breakdown Report provides detailed information about how a space is allocated over the specified period of time. This report displays the allocation layers in a manner that simplifies visualizing complex allocations. This report is most useful when Complex Allocations are in use.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Space Description – Enter a value to run the report for spaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Allocation Start Date – Select a value to run the report for allocations that begin on or after the specified date.
• Allocation End Date – Select a value to run the report for allocations that end on or before the specified date.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each space/allocation pair. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
• Status – the status of the space, either Active or Inactive
• Space Telephone – a contact telephone number for the space
• External Space ID – a space ID used in conjunction with an external system
• Allocation Start Date – the date on which the allocation begins; N/A for simple allocations
• Allocation End Date – the date on which the allocation expires; N/A for simple allocations
• Allocation Description – the name of the allocation; N/A for simple allocations
• Allocated Individual (Simple) – if simple allocations are in use in the space, the name of the person the space is allocated to
• Allocated Group (Simple) – if simple allocations are in use in the space, the department the space is allocated to
• Space Type (Simple) – if simple allocations are in use in the space, the tertiary classification of the space
• Functional Subcategory (Simple) – if simple allocations are in use in the space, the secondary classification of the activity that occurs in the space
• Layer 1 through Layer 4 – the group, individual, space type, or functional category the space is allocated to on each layer
• Allocated Method % of Layer – the percentage of the total allocation for this layer that this method comprises
• Aggregate Method % – the percentage of the total allocation this nested allocation method comprises, calculated by multiplying the Allocated Method % of Layer value for this allocation by the Allocated Method % of Layer of the parent layer
• Total Allocation Area for Space Sq Ft – the total allocation area in square feet
• Line Item Allocated Area Sq Ft/Sq M – the number of total square feet associated with this allocation, calculate by multiplying the Total Allocation Area for Space Sq Ft by the Aggregate Method %, displayed in both square feet and square meters

Occupying Individual Report

The Occupying Individual Report lists all of the individuals that are occupying a space or any subSpaces within a space. It also includes information about the overall space capacity, vacancies, and size. If NPFA (Non-Profit Fund Accounting is enabled, the report also includes information about the NPFA accounts and allocations.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Space Description – Enter a value to run the report for spaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
• Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
• Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
• Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
• Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Area – Enter a value to run the report for only those spaces that fall within a specified area range. Enter a minimum area in the From field, a maximum area in the To field, and select unit of measurement.
• Occupancy Status – Select a value to run the report for spaces that have a particular occupancy status value, indicating whether the space is occupied, partially occupied, or vacant.
• Occupying Department – Select a value to run the report for spaces that are occupied by a particular department.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each combination of property, space, and occupant. If NPFA (Non-Profit Fund Accounting) is enabled, a separate row is included for each combination of property, space, occupant, and account allocation. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• External Space ID – a space ID used in conjunction with an external system
• Space Standard – the space standard that this space matches, based on size, categorization, and capacity
• Override Space Standard Flag – Yes if the space is allowed to be non-conforming to the selected space standard
• Occupancy Status – indicates whether a space is occupied, partially occupied, or vacant
• Capacity (Occupants) – the total number of occupants the space can accommodate
• Assigned Occupants – the number of occupying individuals assigned to the space and any its subSpaces
• Unnamed Occupants – the number of unnamed occupants, such as unnamed students or clients
• Total Occupancy – the total number of occupants in a space, calculated by adding the assigned occupants, the unnamed occupants, and the occupants of any of its subSpaces
• Vacancies – the total number of vacancies in a space, calculated by subtracting the total occupancy from the capacity
• Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
• Occupant First Name – the first name of the occupying individual
• Occupant Last Name – the last name of the occupying individual
• User Login Name – the user login name of the occupying individual
• Occupant Percentage – the percentage of time that this person occupies the space
• Primary Location – Yes if this is the occupying individual's primary location
• User Department – the department that the occupying individual is associated with
• User Company – the company that the occupying individual is associated with
• User Position – the job or work position assigned to the occupying individual
• User Position Std – indicates the type of space that should be assigned to a user in a particular type of position
• User External ID – the user's unique employee ID for use with an external system

The following columns are included if NPFA (Non-Profit Fund Accounting) is enabled:

• Account Group Name – the name of the account group the NPFA account belongs to
• NPFA Account/%NPFA Account (1 through 5) – the account number and percentage of allocation for up to 5 NPFA accounts

Occupying Department Report

The Occupying Department Report lists all of the departments that are occupying a space or any subSpaces within a space. It also includes information about the overall space capacity, vacancies, and size. If NPFA (Non-Profit Fund Accounting is enabled, the report also includes information about the NPFA accounts and allocations.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Space Description – Enter a value to run the report for spaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
• Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
• Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
• Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
• Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Area – Enter a value to run the report for only those spaces that fall within a specified area range. Enter a minimum area in the From field, a maximum area in the To field, and select unit of measurement.
• Occupancy Status – Select a value to run the report for spaces that have a particular occupancy status value, indicating whether the space is occupied, partially occupied, or vacant.
• Occupying Department – Select a value to run the report for spaces that are occupied by a particular department.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each combination of property, space, and occupying department. If NPFA (Non-Profit Fund Accounting) is enabled, a separate row is included for each combination of property, space, occupying department, and account allocation. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• External Space ID – a space ID used in conjunction with an external system
• Space Standard – the space standard that this space matches, based on size, categorization, and capacity
• Override Space Standard Flag – Yes if the space is allowed to be non-conforming to the selected space standard
• Capacity (Occupants) – the total number of occupants the space can accommodate
• Assigned Occupants – the number of occupying individuals assigned to the space and any its subSpaces
• Unnamed Occupants – the number of unnamed occupants, such as unnamed students or clients
• Total Occupancy – the total number of occupants in a space, calculated by adding the assigned occupants, the unnamed occupants, and the occupants of any of its subSpaces
• Vacancies – the total number of vacancies in a space, calculated by subtracting the total occupancy from the capacity
• Total Area 1 Sq.Ft./M. – the total area that can classified as Area 1 (used in calculating the aggregate reportable space), measured in square feet and square meters
• Occupying Department – the name of the department that occupies the space
• Occupying Department % – the percentage of time that the department occupies the space

The following columns are included if NPFA (Non-Profit Fund Accounting) is enabled:

• Account Group Name – the name of the account group the NPFA account belongs to
• NPFA Account/%NPFA Account (1 through 5) – the account number and percentage of allocation for up to 5 NPFA accounts

Space UDF Report

The Space UDF Report lists all of the user defined attributes of a space or any subSpaces within a space without generating a custom report.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
• Property Status – Select a value to run the report for All, Active, or Inactive properties.
• Floor – the floor within the property
• Space – the name of the space
• Space Description – a description of the space
• Space Status – Select a value to run the report for All, Active, or Inactive spaces.
• Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
• Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
• Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
• Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
• Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
• Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
• Occupancy Status – Select a value to run the report for spaces that have a particular occupancy status value, indicating whether the space is occupied, partially occupied, or vacant.
• Status – the status of the floor, either Active or Inactive
• External Space ID – a space ID used in conjunction with an external system
• Space UDFs - User Defined fields are listed alphanumerically by UDF name.

Sub-Space Details Report

The Sub-Space Details Report provides detailed information about the subSpaces in a property or region, including general subSpace categorization and status as well as details about the size of each area within the subSpace.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

• Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
• Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
• Property Type – Select a value to run the report for a particular type of property (for example, Industrial or Retail).
• Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
• Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
• Sub-Space Name – Select a value to run the report for a specific subSpace within the space, property, and floor. Values are only displayed after a space is selected.
• Sub-Space Description – Enter a value to run the report for subSpaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
• Sub-Space Occupancy Status – Select a value to run the report for subSpaces that have a particular occupancy status value, indicating whether the subSpace is occupied, partially occupied, or vacant.
• Sub-Space Status – Select a value to run the report for All, Active, or Inactive subSpaces.
• Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

Report Output

The generated report contains one row for each subSpace. The results include:

• Property – the property where the space is located
• Floor – the floor within the property
• Space – the name of the space
• Sub-Space – the name of the subSpace
• Sub-Space Description – a description of the subSpace
• External Sub-Space ID – a subSpace ID used in conjunction with an external system
• Telephone – a contact telephone number for the subSpace
• Active – indication of whether the subSpace is active or inactive
• Percentage of Space – indication of the percentage of the area of the space that this subSpace comprises
• SubSpace Total Area Sq.Ft./M. – the total area in the subSpace, measured in square feet and square meters
• Occupying Individual – the person who occupies the space or subSpace
• Allocated Individual – the person the location is allocated to for charge back or reporting purposes
• Allocated Organization – the department the location is allocated to for charge back or reporting purposes
• Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)
• Owning Organization – the department that owns the location
• Billing Organization – the department that will be billed for the location
• Functional Status – indicates whether the location is currently being used (for example, In Use or Under Renovation)
• Space Functional Category – indicates the type of activity that occurs in the location (for example, Instruction or Student Services)
• Space Functional Subcategory – further defines the type of activity that occurs in the location, for example, if the functional category is Student Services, the functional subCategory might be Financial Aid
• Space Category – indicates the primary classification of the location (for example, Manufacturing or Office)
• Space Subcategory – indicates a secondary classification of the location, for example, for a Manufacturing location, the subCategory might be Biomedical or Technology
• Space Type – indicates a tertiary classification of the location, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room
• Space Standard – the space standard that this space matches, based on size, categorization, and capacity
• Space Standard Approval Flag – Yes if it is appropriate to use the selected space standard, even if the space does not completely confirm

Custom Reports

The Custom Reports page allows you to create and save a Floor report, Space report, or a Property report that contains only the columns you select. You can include standard fields and User-Defined fields in the output.

Floor Reports - Custom

To create a custom Floor Details report:

1. In the Select a Report field, select Floor Details Report - Custom.

2. To select a Saved Report, click the drop-down menu and click the report you choose. To create a saved report, enter the required information (see steps below) and click the Save As link to save your report. A pop-up windows opens allowing you to enter a Description. Choose Yes from the drop-down menu under Global to allow the report to be used by other.

3. In the Select your Report Criteria pane, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

   • Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
   • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
   • Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
   • Property Status – Select a value to run the report for All, Active, or Inactive properties.
   • Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
   • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

4. Click the Select Standard Fields button.

   A dialog box opens allowing you to select the standard fields that you want to include in the report. The Property Name and Floor Name are included by default and cannot be excluded from the report.

   Click here to view a list of the standard fields that can be selected.

   • Floor Description – a description of the floor
   • Active – indicates whether the floor is Active or Inactive
   • External Floor ID – a floor ID used in conjunction with an external system
   • Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)
   • Available Date – the date on which the floor becomes available for a change in tenancy
   • Floor Category – indicates the primary classification of the floor (for example, Manufacturing or Office)
   • Floor Sub-Category – indicates a secondary classification of the floor (for example, for a Manufacturing floor), the subCategory might be Biomedical or Technology
   • Ideal Category – indicates the intended category of the floor, which is often used to indicate discrepancies between how the floor is currently being used and how it should be used
   • Functional Category – indicates the primary function of the floor (for example, Business or Education)
   • Functional Sub-Category – further defines the function of the floor (for example, for an Education floor), the functional subCategory might be Undergraduate or Graduate
   • Account # – the property account number associated with the spacefloor
   • Unit Cost – indicates the per square foot/meter cost of space on the floor
   • Currency – indicates the type of currency that the unit cost is in (for example, US dollars or Euros)
   • Gross Area (sq ft) – the total area of the floor in square feet
   • Total Area 1 (sq ft) – the floor total area that is classified as Area 1 (included when calculating the aggregate reportable space information values) in square feet
   • Total Area 2 (sq ft) – the floor total area that is classified as Area 2 (not included when calculating the aggregate reportable space information values) in square feet
   • Other Area 1 through 5 (sq ft) – the floor areas that are classified as Other Areas 1 through 5, in square feet
   • Gross Area (sq m) – the total area of the floor in square meters
   • Total Area 1 (sq m) – the floor total area that is classified as Area 1 (included when calculating the aggregate reportable space information values) in square meters
   • Total Area 2 (sq m) – the floor total area that is classified as Area 2 (not included when calculating the aggregate reportable space information values) in square meters
   • Other Area 1 through 5 (sq m) – the floor areas that are classified as Other Areas 1 through 5, in square meters

   1. To include a field, select the field name in the Available Fields list, and click the >button.

   2. To remove a field, select the field name in the Selected Fields list and click the < button.

   3. To include all fields, click the >> button.

   4. To remove all of the selected fields, click the << button.

   5. To change the position of a field in the report, select the field in the Selected Fields list, and then click the Move Up or Move Down button.

   All of the selected fields appear in the gray pane.

5. Click the UDF Fields button to select the user-defined fields to include in the report.

   A dialog box opens allowing you to select the user-defined fields that you want to include in the report.

   1. In the Group field, select a value to display only those UDFs included in a particular group.

   2. In the Floor Class field, select a value to display only those UDFs associated with a particular class of floor.

   3. To include a field, select the field name in the Available UDFs list, and click the >button.

   4. To remove a field, select the field name in the Selected UDFs list and click the < button.

   5. To include all fields, click the >> button.

   6. To remove all of the selected fields, click the << button.

   7. To change the position of a field in the report, select the field in the Selected UDFs list, and then click the up or down arrow button.

   All of the selected user-defined fields are displayed in the pane.

6. To filter a the user defined fields:

   Filtering a user-defined field causes the report to include only those floors where the value in the user-defined field matches specified criteria.

   1. Select an operator.

      The operators displayed depend on the type of field included. For example, numeric operators include > and < while text fields include Begins With or Contains.

   2. In the Filter field, include the limiting criteria.

      For example, for text fields, you might specify "Begins With FLR" and for numeric fields, you might specify "Between 1 and 10".

7. Click SUMBIT to run the report.

Space Reports - Custom

To create a custom Space Details report:

1. In the Select a Report field, select Space Details Report - Custom.

2. To select a Saved Report, click the drop-down menu and click the report you choose. To create a saved report, enter the required information (see steps below) and click the Save As link to save your report. A pop-up windows opens allowing you to enter a Description. Choose Yes from the drop-down menu under Global to allow the report to be used by other.

3. In the Select your Report Criteria pane, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

   • Property – Click the Select link to run the report for a particular property. You can select either a property or a region, but not both.
   • Region – Select a value to run the report for a particular region. If a property is selected, the Region drop-down menu is not displayed.
   • Property Type – Select a value to indicate the type of property (for example, office, industrial, or retail).
   • Property Status – Select a value to run the report for All, Active, or Inactive properties.
   • Floor Name – Select a value to run the report for a specific floor within the selected property. Values are only displayed after a Property is selected.
   • Space Name – Select a value to run the report for a specific space within the selected property and floor. Values are only displayed after a floor is selected.
   • Space Description – Enter a value to run the report for spaces where the description contains the specified characters. This criterion is not case-sensitive, but will only return values that contain the entire word or phrase entered.
   • Space Status – Select a value to run the report for All, Active, or Inactive spaces.
   • Space Category – Select a value to run the report for spaces that have a particular category designation as the primary classification of the space (for example, Manufacturing or Office).
   • Functional Category – Select a value to run the report spaces that have a specific type of activity that occurs in the space (for example, Research, or Student Services).
   • Space Subcategory – Select a value to run the report for spaces that have a particular category designation as the secondary classification of the space, for example, for a Manufacturing floor, the subCategory might be Biomedical or Technology.
   • Functional Subcategory – Select a value to run the report for spaces where a particular secondary type of activity occurs in the space (for example, Instruction or Student Services).
   • Space Type – Select a value to run the report for spaces that have a type designation as the tertiary classification of the space, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room.
   • Functional Status – Select a value to run the report for spaces that have a particular functional status value, indicating whether the space is currently being used (for example, In Use or Under Renovation).
   • Area – Enter a value to run the report for only those spaces that fall within a specified area range. Enter a minimum area in the From field, a maximum area in the To field, and select unit of measurement.
   • Occupancy Status – Select a value to run the report for spaces that have a particular occupancy status value, indicating whether the space is occupied, partially occupied, or vacant.
   • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).

4. Click the Select Standard Fields button.

   A dialog box opens allowing you to select the standard fields that you want to include in the report. The Property, Floor, Space, Site Region, and External Property ID 1 are included by default and cannot be excluded from the report.

   Click here to view a list of the standard fields that can be selected.

   • Comment - any comments about the space; if selected, a separate row is output for each space/comment combination
   • Space Description – a description of the space
   • Active – indicates whether the space is Active or Inactive
   • External Space ID – a space ID used in conjunction with an external system
   • Space Telephone – a contact telephone number for the space
   • Account # – the property account number associated with the spacespace
   • Unit Cost – the per square foot/meter cost of space on the floor
   • Currency – indicates the type of currency that the unit cost is in (for example, US dollars or Euros)
   • Ownership Status – indicates the terms under which the location is occupied (for example, Owned or Leased)
   • Allocated Individual – the person the location is allocated to for charge back or reporting purposes
   • Allocated Organization – the department the location is allocated to for charge back or reporting purposes
   • Owning Organization – the department that owns the location
   • Billing Organization – the department that will be billed for the location
   • Space Category – indicates the primary classification of the location (for example, Manufacturing or Office)
   • Space Subcategory – indicates a secondary classification of the location, for example, for a Manufacturing location, the subCategory might be Biomedical or Technology
   • Space Type – indicates a tertiary classification of the location, for example, if the category is Manufacturing, and the subCategory is BioMedical, the type might be Clean Room
   • Space Standard – the space standard that this space matches, based on size, categorization, and capacity
   • Space Standard Approval Flag – Yes if it is appropriate to use the selected space standard, even if the space does not completely confirm
   • Functional Category – indicates the type of activity that occurs in the space (for example, Research, or Student Services)
   • Functional Sub-Category – indicating a secondary classification of the activity that occurs in the space (for example, if the functional category is Student Services), the subCategory might be Financial Aid.
   • Reservable – indicates whether the space can be reserved, and if it can, whether it can also be assigned
   • Capacity (Occupants) – the total number of occupants the space can accommodate
   • Capacity Type – indicates how the capacity is measured, for example, the capacity type of a conference room might be persons while the capacity type for a parking lot might be vehicles
   • Capacity Code – additional information about the capacity for a space, for example, this value could indicate that a lab station or cubicle is needed for each occupant
   • Assigned Occupants – the number of occupying individuals assigned to the space and any its subSpaces
   • Unnamed Occupants – the number of unnamed occupants, such as unnamed students or clients
   • Total Occupancy – the total number of occupants in a space, calculated by adding the assigned occupants, the unnamed occupants, and the occupants of any of its subSpaces
   • Vacancies – the total number of vacancies in a space, calculated by subtracting the total occupancy from the capacity
   • Day Time Occupants (EP) – the number of occupants that are in the space during the day (used for emergency preparedness)
   • Night Time Occupants (EP)– the number of occupants that are in the space during the night (used for emergency preparedness)
   • Total Occupants (EP) – the total number of occupants as calculated by adding the number of daytime occupants and nighttime occupants (used for emergency preparedness)
   • Gross Area (sq ft) – the total area of the space in square feet
   • Total Area 1 (sq ft) – the space total area that is classified as Area 1 (included when calculating the aggregate reportable space information values) in square feet
   • Total Area 2 (sq ft) – the space total area that is classified as Area 2 (not included when calculating the aggregate reportable space information values) in square feet
   • Other Area 1 through 5 (sq ft) – the spaces areas that are classified as Other Areas 1 through 5, in square feet
   • Gross Area (sq m) – the total area of the space in square meters
   • Total Area 1 (sq m) – the space total area that is classified as Area 1 (included when calculating the aggregate reportable space information values) in square meters
   • Total Area 2 (sq m) – the space total area that is classified as Area 2 (not included when calculating the aggregate reportable space information values) in square meters
   • Other Area 1 through 5 (sq m) – the spaces areas that are classified as Other Areas 1 through 5, in square meters
   • Space Category Description – the description of the primary classification of the location
   • Space Sub-Category Description – the description of the secondary classification of the location
   • Space Functional Sub-Category Description – the description of the secondary classification of the type of activity that occurs in the location
   • Space Functional Category Description – the description of the type of activity that occurs in the location
   • Space Type Description – the description of the tertiary classification of the location

   1. To include a field, select the field name in the Available Fields list, and click the >button.

   2. To remove a field, select the field name in the Selected Fields list and click the < button.

   3. To include all fields, click the >> button.

   4. To remove all of the selected fields, click the << button.

   5. To change the position of a field in the report, select the field in the Selected Fields list, and then click the Move Up or Move Down button.

   All of the selected fields appear in the gray pane.

5. Click the UDF Fields button to select the user-defined fields to include in the report.

   A dialog box opens allowing you to select the user-defined fields that you want to include in the report.

   1. In the Group field, select a value to display only those UDFs included in a particular group.

   2. In the Space Class field, select a value to display only those UDFs associated with a particular class of space.

   3. To include a field, select the field name in the Available UDFs list, and click the >button.

   4. To remove a field, select the field name in the Selected UDFs list and click the < button.

   5. To include all fields, click the >> button.

   6. To remove all of the selected fields, click the << button.

   7. To change the position of a field in the report, select the field in the Selected UDFs list, and then click the up or down arrow button.

   All of the selected user-defined fields appear in the pane.

6. Filtering a user-defined field causes the report to include only those floors where the value in the user-defined field matches specified criteria. To filter a the user defined fields:

   1. Select an operator.

      The operators displayed depend on the type of field included. For example, numeric operators include > and < while text fields include Begins With or Contains.

   2. In the Filter field, include the limiting criteria.

      For example, for text fields, you might specify "Begins With ATH" and for numeric fields, you might specify "Between 1 and 10".

7. Click SUMBIT to run the report.