Data Management Utility - Manage Assets

ASSET MANAGEMENT

This article describes how to perform the following functions using the Data Management Utility:

Note: The user performing these actions must have the right and the permission to manage assets.

ADDING NEW ASSETS

To Add New Assets to Reserve, you will need to log in to the DMU and download the New Assets Template, fill it out and then Upload the template into the Data Management Utility. 

           Necessary User Rights

Please note, you must have the Right to Create Assets in order to upload new Assets into the Forum.

            New Assets Template*

When the you open the New Assets Template you will see the following column headers:

• Asset Name
• Location Name
• Floor
• Description
• Category
• Type
• Status
• Capacity
• Quantity
• Speaker Phone
• Whiteboard
• Windows
• WiFi
• Configurable
• Built-In Sound
• Projector
• Video Display
• Video Conferencing
• Network Jacks
• Table Count
• Phone Number
• Square Feet
• Microsoft Teams Room
• Asset/Inventory #
• Number of Monitors
• Docking Station - Windows
• Adjustable Height Desk
• Accessible Work Area
• Docking Station - Mac
• Assigned
• Attendant
• Handicap Accessible
• Security Oversized           
• Valet
• License Plate #
• Automatic Transmission
• ADA Accessible
• Electric Engine
• # People
• # Bags
• Cargo Length (Meters)
• Cargo Width (Meters)
• Cargo Height (Meters)
• Towing Enabled
• Entertainment Unit
• Manufacturer
• Model
• Monday Open?
• Monday Open Time
• Monday Close Time
• Tuesday Open?
• Tuesday Open Time
• Tuesday Close Time
• Wednesday Open?
• Wednesday Open Time
• Wednesday Close Time
• Thursday Open?
• Thursday Open Time
• Thursday Close Time
• Friday Open?
• Friday Open Time
• Friday Close Time
• Saturday Open?
• Saturday Open Time
• Saturday Close Time
• Sunday Open?
• Sunday Open Time
• Sunday Close Time
• Maximum Days in Advance (Days)
• Cancellation Lead Time (Minutes)
• Lead Time Necessary for Reservations (Minutes)
• Set Up Time (Minutes)
• Breakdown Time (Minutes)
• Minimum Reservation Duration (Minutes)
• Maximum Reservation Duration (Minutes)
• Back to Back Reservations (Minutes)
• Charge Code Type
• Minimum Number of Required Charge Codes
• Always Searchable
• Requires Check In/Check Out
• Use Grace Period
• Grace Period (Minutes)
• Auto Bump Time
• Currency
• {Price}
• {Asset Groups}
• {Email Address, Receive Notifications About Requests?, Receive Notifications About Reservations?}
• {Phone Information}
• Department

*Additional columns may be added as the DMU is updated

Required Columns

Please see this article for required fields. If any of the required fields are left blank the Asset will not be created and you will see a failure message in the DMU report. 

Please note, the following columns must include one (1) of the values listed below, unless otherwise noted:

• Location Name
  • Provide the name of one of the Locations in Reserve with which the Asset should be associated. The name must match the name of the location in Reserve. If the location does not exist prior to adding assets, the upload will fail.
    
    
• Floor
  • Provide the exact name of a Floor that is in the Location listed in the previous column with which the Asset should be associated.
  • Do not include any brackets {}
  • If the location and floor does not exist prior to adding assets, the upload will fail.
    
    
• Category
  • Collaboration Space
  • Workspace
  • Equipment
  • Service
  • Parking
  • Transportation
  • Health and Wellness
    
    
• Type
  • For Collaboration Space Assets ONLY:

• 
  
  • For Workspace Assets ONLY:

• 
  
  • For Equipment Assets ONLY:

• 
  
  • For Service Assets ONLY:
    
    
    • Catering
    • Service – Other
    • Service – Professional
    • Service - Support
      
      
  • For Parking Assets ONLY:
    
    
    • Garaged
    • Outdoor
    • Parking - Other
      
      
  • Health and Wellness Assets ONLY:

All of the other columns are optional.  If you choose to provide the minimal amount of information and the new Asset is successfully added to Reserve, then the new Asset will be given the following default values:

• Status: ACTIVE
• Capacity (for Collaboration Space Assets ONLY): 5
• Quantity (for Equipment Assets ONLY): 1
• Currency: $ USD
• Price: 0.00 per Hour
• Asset Group: RESERVE ASSETS
• Hours of Operation: Open 24 Hours a Day, 7 Days a Week
• Policies:
  • Maximum Days in Advance: 365 Days
  • Cancellation Lead Time: 0 Minutes
  • Lead Time Necessary for Reservation: 0 Minutes
  • Set Up Time: 0 Minutes
  • Breakdown Time: 0 Minutes
  • Minimum Reservation Duration: 1 Minute
  • Maximum Reservation Duration: No Default Value
  • Back to Back Reservations: No Default Value
  • Always Searchable: TRUE
  • Requires Check In/Check Out (for Collaboration Space Assets & Workspace Assets ONLY): TRUE
  • Use Grade Period (for Collaboration Space Assets & Workspace Assets ONLY): TRUE
  • Grace Period instead of Auto-bump time (for Collaboration Space Assets & Workspace Assets ONLY): 60 Minutes
  • Auto Bump Time (for Collaboration Space Assets & Workspace Assets ONLY): 10:00 AM

Once the new Asset has been added to Reserve, then you will be able to change these values as well as add additional information about the Asset.

            Optional Columns – All Asset Categories

If you wish to provide additional information about the Asset in the New Assets Template, you may do so using the optional columns.   Please use the following guidelines and/or values when filling out the optional columns for any Asset Type:

• Status
  • Active
  • Inactive
• Maximum Days in Advance (Days)
  • Enter a numeric value less than 4 digits long.
• Cancellation Lead Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Lead Time Necessary for Reservations (Minutes)
  • Enter a numeric value less than 4 digits long.
• Set Up Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Breakdown Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Minimum Reservation Duration (Minutes)
  • Enter a numeric value less than 4 digits long.
• Maximum Reservation Duration (Minutes)
  • Enter a numeric value less than 4 digits long.
• Back to Back Reservations (Minutes)
  • Enter a numeric value less than 4 digits long.
• Always Searchable
  • Yes
  • No
• Currency
  • USD
  • GBP
  • Credits
• {Price}
  • You may add more than Price to the Asset in the {Price} column.
  • When entering the Price information, surround each Price and its corresponding Unit with curly brackets { }, separate each Price with commas and surround the entire data set with curly brackets { }. 
    • For example: {{15.00, Hour}, {350.00, Day}, {2070.00, Week}, {7200.00, Month}}
  • {Asset Groups}
    • Provide the name of one or more Asset Groups in the Forum with which the Asset should be associated.
    • When entering more than one Asset Group, surround each Asset Group with curly brackets { }, separate each Asset Group with commas and surround the entire data set with curly brackets { }
      • For example: {{Asset Group 1}, {Asset Group 2}, {Asset Group 3}}

Optional Columns – All Asset Categories – Hours of Operation 

You can manage the Asset’s Hours of Operation from the New Assets Template.  If you would like the Asset to be given the same Hours of Operation as the Location with which it is associated, please leave the following columns blank.  If you would like the Asset to have a unique set of Hours, independent of its Location’s Hours, please use the following guidelines to complete the Hours of Operation columns. 

Please note, the times entered into the Hours of Operation columns can be based on either a 12-hour clock or a 24-hour clock.  How the Hours of Operation are displayed in the User Interface (UI) will be based upon the Language of the User who is viewing the UI.   Specifically, if the User’s Language is set to English, they will see a 12-hour clock. If the User’s Language is set to English – GB they will see a 24-hour clock.

• Monday Open?
  • True
  • False
• Monday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Monday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Tuesday Open?
  • True
  • False
• Tuesday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Tuesday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Wednesday Open?
  • True
  • False
• Wednesday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Wednesday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Thursday Open?
  • True
  • False
• Thursday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Thursday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Friday Open?
  • True
  • False
• Friday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Friday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Saturday Open?
  • True
  • False
• Saturday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Saturday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Sunday Open?
  • True
  • False
• Sunday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Sunday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.

Optional Columns – Collaboration Space & Workspace Assets

The following optional columns should only be completed if the Asset you are creating is either a Collaboration Space or a Workspace.  Please leave these columns blank if the Asset you are creating is a Parking, Service or Equipment Asset.  Please use the following guidelines and/or values when filling out these optional columns:

• Speaker Phone
  • Yes
  • No or leave blank
• Video Display
  • Yes
  • No or leave blank
• Whiteboard
  • Yes
  • No or leave blank
• Video Conferencing
  • Yes
  • No or leave blank
• Windows
  • Yes
  • No or leave blank
• Network Jacks
  • Enter a numeric value less than 10 digits long.
• WiFi
  • Yes
  • No or leave blank
• Table Count
  • Enter a numeric value less than 10 digits long.
• Configurable
  • Yes
  • No or leave blank
• Phone Number
  • Enter an alpha-numeric value.
• Built In Sound
  • Yes
  • No or leave blank
• Square Feet
  • Enter a numeric value less than 10 digits long.
• Projector
  • Yes
  • No or leave blank
• Requires Check In/Check Out
  • Yes
  • No
• Use Grace Period instead of Auto-Bump Time
  • Yes
  • No
• Grace Period (Minutes)
  • Enter a numeric value less than 4 digits long.
• Auto Bump Time
  • Enter one of the following values:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.

Optional Columns – Collaboration Space Assets

The following optional column should only be completed if the Asset you are creating is a Collaboration Space Asset.  Please leave this column blank if the Asset you are creating is a Workspace, Parking, Service or Equipment Asset.  Please use the guidelines below to complete this column:

• Capacity
  • Enter a numeric value less than 5 digits long.

Optional Columns – Parking Assets

The following optional columns should only be completed if the Asset you are creating is a Parking Asset.  Please leave these columns blank if the Asset you are creating is a Collaboration Space, Workspace, Service or Equipment Asset.  Use the guidelines/values listed below to complete these columns:

• Assigned
  • Yes
  • No
• Security
  • Yes
  • No
• Attendant
  • Yes
  • No
• Oversize
  • Yes
  • No
• Handicap Accessible
  • Yes
  • No
• Valet
  • Yes
  • No

Optional Columns – Equipment Assets

The following optional column should only be completed if the Asset you are creating is an Equipment Asset.  Please leave this column blank if the Asset you are creating is a Collaboration Space, Workspace, Parking or Service Asset.  Use the guidelines below to complete this column:

• Quantity
  • Provide a numeric value less than 5 digits long.

Once you are done making changes to the New Assets Template save it as a .csv file and close it.

Uploading New Assets

When you are ready to upload the New Assets file, click on the UPLOAD NEW ASSETS button in the Data Management Utility.  Find the New Assets .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the New Assets file.  Once the data has been processed then a report will be generated and will automatically be added to the Add New Assets Reports’ folder. This report will explain exactly which Assets were successfully added to the Forum and which could not be added to the Forum. If an Asset cannot be added there will be a message in the report which explains why the Asset could not be added.

Refer to this article: How to add assets using the DMU

MODIFYING EXISTING ASSETS

To Modify Existing Assets in a Forum you will need to download the Asset Data, make the necessary changes and then Upload the Asset Data to the Data Management Utility. 

            Necessary User Rights

Please note, you must have the following Rights to download the Asset Data:

• Manage Assets
• Create & Manage User Groups, Asset Groups & the Permissions Between Them
  • Please note, this Right is required to get the list of Asset Groups with which each Asset is associated.

You must also have the following Rights to upload the Asset Data:

• Manage Assets
• Create Reservations for Another User & Manage Another User's Reservations
  • Please note, this Right is required because if an Asset is made inactive and there are any Reservations scheduled to occur at the Asset then these Reservations will be cancelled. Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.

Asset Data 

When you open the Asset Data file you will see the following column headers:

• Asset ID
• Asset Name
• {Location Name, Floor}
• Category
• Type
• Status
• Capacity
• Quantity
• Speaker Phone
• Video Display
• Whiteboard
• Video Conferencing
• Windows
• Network Jacks
• WiFi
• Table Count
• Configurable
• Phone Number
• Built In Sound
• Square Feet
• Projector
• Assigned
• Security
• Attendant
• Oversize
• Handicap Accessible
• Valet
• Monday Open?
• Monday Open Time
• Monday Close Time
• Tuesday Open?
• Tuesday Open Time
• Tuesday Close Time
• Wednesday Open?
• Wednesday Open Time
• Wednesday Close Time
• Thursday Open?
• Thursday Open Time
• Thursday Close Time
• Friday Open?
• Friday Open Time
• Friday Close Time
• Saturday Open?
• Saturday Open Time
• Saturday Close Time
• Sunday Open?
• Sunday Open Time
• Sunday Close Time
• Maximum Days in Advance (Days)
• Cancellation Lead Time (Minutes)
• Lead Time Necessary for Reservations (Minutes)
• Set Up Time (Minutes)
• Breakdown Time (Minutes)
• Minimum Reservation Duration (Minutes)
• Maximum Reservation Duration (Minutes)
• Back to Back Reservations (Minutes)
• Always Searchable
• Requires Check In/Check Out
• Use Grace Period
• Grace Period (Minutes)
• Auto Bump Time
• Currency
• {Price}
• {Asset Groups}

All of the Assets currently saved in the Forum will be displayed in the Asset Data file and the information for each of these Assets will be displayed in the above listed columns.  Please note, Assets that have been Archived will not be displayed in the Location Data file.  You may change any of the information that is displayed in the Asset Data file.

            Required Columns 

The following columns are REQUIRED for each Asset in the Forum, regardless of the Asset’s Category:

• Asset ID
• Asset Name
• {Location Name, Floor}
• Category
• Type
• Status
• {Asset Groups}

Additional Required Column – Collaboration Space

The following column is also REQUIRED if the Asset being managed is a Collaboration Space:

• Capacity

Additional Required Column – Equipment

The following column is also REQUIRED if the Asset being managed is Equipment.

• Quantity

If you remove the existing information that is displayed in any of these columns and do not replace it with valid data, the update will fail, and the Asset record will not be updated.  Please use the following guidelines and/or values when filling out the required columns:

• Asset ID
  • As a best practice, you should not change the Asset ID because it is automatically generated by the application and is not something that can be managed by a User.
• {Location Name, Floor}
  • Both the Location Name and the Floor for each Asset are displayed together in a single column.
  • When entering both a Location Name and Floor, surround each Location Name and its corresponding Floor with curly brackets {{ }} and separate the Location Name and the Floor with a comma.
    • For example, {{Headquarters, 1^st}}
  • Services, Equipment & Parking Assets can be associated with more than one Location and/or Floor. In this case, the Location Names and the Floors for each Asset are displayed together in a single column.
  • When entering multiple Location Names and Floors, surround each Location and its corresponding Floor with curly brackets { }, separate the Location and its Floor with a comma, separate multiple Locations with commas and surround the entire data set with curly brackets.
    • For example: {{Headquarters, 1}, {Research & Development, 7}, {Human Resources, 4}}
  • Please note, while a Location is required for each Asset, Floors are not required for each Location.
• Category
  • Collaboration Space
  • Workspace
  • Equipment
  • Service
  • Parking
• Type
  • For Collaboration Space Assets ONLY:
    • Auditorium
    • Classroom
    • Collaboration Area
    • Conference Room
    • Event Space
    • Lab
    • Meeting Space
    • Multi-Purpose Area
    • Project Room
    • Team Room
    • Telepresence Room
    • Training Room
  • For Worskpace Assets ONLY:
    • Cubicle
    • Office - Multi-Person
    • Office – Private
    • Workspace – Focused
    • Workspace – Open
    • Workspace – Team
    • Workspace – Touchdown
    • Workspace – Wellness
    • Workstation
  • For Equipment Assets ONLY:
    • Computer
    • Docking Station
    • Equipment – Other
    • Flipchart
    • Projector
    • Recreational
    • Video Display
    • Whiteboard
  • For Service Assets ONLY:
    • Catering
    • Service – Other
    • Service – Professional
    • Service - Support
  • For Parking Assets ONLY:
    • Garaged
    • Outdoor
    • Parking - Other
  • Status
    • Active
    • Inactive
  • {Asset Groups}
    • Provide the name of one or more Asset Groups in the Forum with which the Asset should be associated.
    • When entering more than one Asset Group, surround each Asset Group with curly brackets { }, separate each Asset Group with commas and surround the entire data set with curly brackets { }
      • For example: {{Asset Group 1}, {Asset Group 2}, {Asset Group 3}}
    • Capacity (Collaboration Space Assets ONLY)
      • Enter a numeric value less than 5 digits long.
    • Quantity (Equipment Assets ONLY)
      • Enter a numeric value less than 5 digits long.

Optional Columns – All Asset Categories 

The other columns displayed in the Asset Data file house optional Asset fields, which means that you can remove any existing information displayed in these columns, leave these cells blank and/or add different information to these cells and the Asset record will be updated, provided no other errors are discovered.  Please note,

• Any data that is removed in the Asset Data file will no longer be part of the Asset record.
• Any data that is added to the Asset Data file will be added to the Asset record.
• Any data that is changed in the Asset Data file will be changed in the Asset record.

If you choose to change any of the information in the following columns you should be aware that these columns must include the values listed below:  

• Maximum Days in Advance (Days)
  • Enter a numeric value less than 4 digits long.
• Cancellation Lead Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Lead Time Necessary for Reservations (Minutes)
  • Enter a numeric value less than 4 digits long.
• Set Up Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Breakdown Time (Minutes)
  • Enter a numeric value less than 4 digits long.
• Minimum Reservation Duration (Minutes)
  • Enter a numeric value less than 4 digits long.
• Maximum Reservation Duration (Minutes)
  • Enter a numeric value less than 4 digits long.
• Back to Back Reservations (Minutes)
  • Enter a numeric value less than 4 digits long.
• Always Searchable
  • Yes
  • No
• Currency
  • USD
  • GBP
  • Credits
• {Price}
  • You may add more than Price to the Asset in the {Price} column.
  • When entering the Price information, surround each Price and its corresponding Unit with curly brackets { }, separate each Price with commas and surround the entire data set with curly brackets { }. 
    • For example: {{15.00, Hour}, {350.00, Day}, {2070.00, Week}, {7200.00, Month}}

Optional Columns – All Asset Categories – Hours of Operation

You can manage the Asset’s Hours of Operation from the Data Management Utility using guidelines listed below, to complete the Hours of Operation columns. 

Please note, the times entered into the Hours of Operation columns can be based on either a 12-hour clock or a 24-hour clock.  How the Hours of Operation are displayed in the User Interface (UI) will be based upon the Language of the User who is viewing the UI.   Specifically, if the User’s Language is set to English, they will see a 12-hour clock. If the User’s Language is set to English – GB they will see a 24-hour clock.

• Monday Open?
  • True
  • False
• Monday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Monday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Tuesday Open?
  • True
  • False
• Tuesday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Tuesday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Wednesday Open?
  • True
  • False
• Wednesday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Wednesday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Thursday Open?
  • True
  • False
• Thursday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Thursday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Friday Open?
  • True
  • False
• Friday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Friday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Saturday Open?
  • True
  • False
• Saturday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Saturday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Sunday Open?
  • True
  • False
• Sunday Open Time
  • If the Asset is Open on this day, as is indicated by a True value in the previous Open? column, enter one of the following Open times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 12:00 AM or 00:00 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.
• Sunday Close Time
  • If the Asset is Open, as is indicated by a True value in the previous Open? column, then enter one of the following Close times:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.
  • If the Asset is open 24-hours, then enter either 11:59 PM or 23:59 in this column.
  • If the Asset is not open on this day, as is indicated by a False value in the previous Open? column, you should leave this column blank.

Optional Columns – Collaboration Space & Workspace Assets

The following optional columns should only be completed if the Asset you are managing is either a Collaboration Space or a Workspace.  Please leave these columns blank if the Asset you are managing is a Parking, Service or Equipment Asset.  Please use the following guidelines and/or values when filling out these optional columns:

• Speaker Phone
  • Yes
  • No or leave blank
• Video Display
  • Yes
  • No or leave blank
• Whiteboard
  • Yes
  • No or leave blank
• Video Conferencing
  • Yes
  • No or leave blank
• Windows
  • Yes
  • No or leave blank
• Network Jacks
  • Enter a numeric value less than 10 digits long.
• WiFi
  • Yes
  • No or leave blank
• Table Count
  • Enter a numeric value less than 10 digits long.
• Configurable
  • Yes
  • No or leave blank
• Phone Number
  • Enter an alpha-numeric value.
• Built In Sound
  • Yes
  • No or leave blank
• Square Feet
  • Enter a numeric value less than 10 digits long.
• Projector
  • Yes
  • No or leave blank
• Requires Check In/Check Out
  • Yes
  • No
• Use Grace Period instead of Auto-Bump Time
  • Yes
  • No
• Grace Period (Minutes)
  • Enter a numeric value less than 4 digits long.
• Auto Bump Time
  • Enter one of the following values:
    • A value between 12:00 AM and 11:59 PM, if you are using a 12-hour clock
    • A number between 00:00 and 23:59, if you are using a 24-hour clock.

Optional Columns – Parking Assets

The following optional columns should only be completed if the Asset you are managing is a Parking Asset.  Please leave these columns blank if the Asset you are managing is a Collaboration Space, Workspace, Service or Equipment Asset.  Use the guidelines/values listed below to complete these columns:

• Assigned
  • Yes
  • No
• Security
  • Yes
  • No
• Attendant
  • Yes
  • No
• Oversize
  • Yes
  • No
• Handicap Accessible
  • Yes
  • No
• Valet
  • Yes
  • No

Once you are done making changes to the Asset Data save it as a .csv file and close it.

Uploading Modified Assets

When you are ready to upload the Asset Data file, click on the UPLOAD ASSET DATA button in the Data Management Utility.  Find the Asset Data .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the Asset Data file.  Once the data has been processed then a report will be generated and will automatically be added to the Modify Existing Assets Reports’ folder. This report will explain exactly which Assets were successfully modified in the Forum and which could not be modified in the Forum. If an Asset cannot be modified there will be a message in the report which explains why the Asset could not be modified.

ARCHIVING EXISTING ASSETS

To Archive Existing Assets in the Forum you will need to download the Archive Assets Template, fill it out and then Upload the template to the Forum. 

            Necessary User Rights

Please note, you must have the following Right to download the Asset Data:

• Manage Assets

You must also have the following Rights to upload the Location Data:

• Archive Assets
• Create Reservations for Another User & Manage Another User's Reservations
  • Please note, this Right is required when an Asset is archived and there are any Reservations scheduled to occur at the Asset. When an Asset is archived, the Reservations scheduled to occur at that Asset are cancelled.  Only Users who have the Right to Create Reservations for Another User or Manage Another User’s Reservations can cancel another User’s Reservations or initiate a process that automatically cancels another User’s Reservations.

Asset Data

When you open the Archive Assets Template you will see the following column headers:

• Asset ID
• Asset Name
• Location Name(s)
• Archive?

All of the Assets saved to the Forum will be displayed in the Asset Data file. 

            Required Columns

If you would like to Archive one or more of these Assets, simply enter ‘Yes’ in the Archive column and make sure that the Asset ID, Asset Name & Location Name(s) columns have not been changed.   All of this information must be provided for each Asset that is to be archived in the Forum.

If you do not wish to Archive one or more of the Assets listed in the Asset Data file, you can

• Remove the Asset ID, Asset Name and Location Names from the file (delete the row)
• Leave the Archive column blank
• Enter 'No’ in the Archive column.

Any of these methods will ensure that the Asset will not be archived. 

Once you are done making changes to the Archive Asset file save it as a .csv file and close it. 

            Uploading Archived Assets

When you are ready to upload the Archive Assets file, click on the UPLOAD ARCHIVED ASSETS button in the Data Management Utility.  Find the Archive Assets .csv file you just saved and confirm the selection.  The Data Management Utility will begin processing the Archive Assets file.  Once the data has been processed then a report will be generated and will automatically be added to the Archive Assets Reports’ folder.  This report will explain exactly which Assets were successfully archived in the Forum and which could not be archived in the Forum. If an Asset cannot be archived there will be a message in the report which explains why the Asset could not be archived.

An Asset that has been archived will no longer be displayed in the Assets Table of the Settings Page and it will be removed from its Home Forum as well as from any other Forums to which it has been shared.  Additionally, any Reservations scheduled to occur at the Asset will be canceled.  You will still be able to report upon the Asset & its Reservations, however, even after it has been archived.

IMPORTANT LINKS

Data Management Utility - General Information

Data Management Utility - Managing Locations

Data Management Utility - Managing Users

Data Management Utility - Reports

Data Management Utility - FAQs