Configure Workplace Services

Configure the Workplace Services business unit to manage workplace service requests and space arrangements.

Before you begin

Role required: admin, sn_cbs.admin

Procedure

1. Navigate to Admin > Admin Home.

2. On the Core Business Suite Foundation card, select View product overview.

3. In the configuration insights section, select Configure.

   The Configure Core Business Suite page opens in the configuration console.

4. From the configuration summary navigation menu, select Workplace Services.

   Alternatively, select Continue on the Workplace Services tile.

   Configure the followings as needed:

   • Intake forms (preconfigured by default)
   • Manage groups
   • Role assignment
   • Email address
   • Workplace locations
   • Notifications (preconfigured by default) Note: By default, only the admin can configure the manage groups or role assignment.

5. Customize an existing intake form or create intake forms to collect workplace requests.

   The following intake form is preconfigured by default:

   Intake form	Description
   Workplace Services request	Report outages, maintenance issues, or submit general workplace services questions.

   • To customize an existing intake forms, select the Edit icon.

   • To create an intake form, select Create new. For more information, see Catalog Builder.

     Note: Create intake forms directly in the new instance. Moving intake forms configurations to a new instance using an update set isn’t supported.

   • After customizing or creating an intake form, select Mark as configured.

   • Manage groups to organize users who handle workplace requests, manage content, and configure access.

   • Default groups

     The following groups are preconfigured with associated roles:

     Workplace Services groups	Description
     WSD administrators	Manage Workplace Services roles, processes, and workflows.
     WSD Employee Center managers	Manage Workplace Services support topics, quick links, and knowledge articles in the Employee Center.
     WSD request managers	Receive, assign, and respond to Workplace Services requests.

     To assign users to a default group:

     1. Select Assign people icon next to the group name.
     2. In the assign people to this group field, search for and select users.
     3. Select Save.

     4. On the mange groups page, select Mark as configured.

        • Create custom groups to organize your Workplace Services team.

     5. Select Create Group.

     6. On the form, fill in the fields.

        Field	Description
        Group name	Name used to identify the group within the business unit.
        Group manager	Person responsible for managing the group.
        Group description	Brief description of the group’s purpose.
        Assign people to this group	People that you add as group members.
        Assign role	Roles assigned to group members.

     7. Select Save.

     8. On the mange groups page, select Mark as configured.
     9. Assign roles to give groups the required access.

   • Select a role.

   • Select Assign groups.
   • Select the group from the list.
   • Select Update.
   • On the role assignment page, select Mark as configured.

   • Configure the Workplace Services email address.

   • Enter the email address.

   • Select Save.
   • Select Mark as configured. Note: Emails sent to this address automatically create requests and send the request number to the sender.

6. Manage your work spaces by adding space details or by uploading a template file.

   • Add spaces:

     1. Select Add spaces.

     2. On the form, fill in the fields.

        Field	Description
        Region	Geographic region of the space.
        Site	Site name, such as a city or campus.
        Campus	Campus associated with the site.
        Building	Building where the space is located.
        Floor	Floor number or identifier.
        Space name	Name of the space, such as a meeting room.
        Space type	Type of space, such as office or conference room.
        Time zone	Time zone for accurate scheduling.

     3. Select Save.

     4. On the manage your work spaces page, select Mark as configured. Note: To add multiple spaces, select + New Space and repeat the steps.

   • Bulk upload:

     1. Select Upload spaces.
     2. Download the space template.
     3. Enter space details in the template.
     4. Save the file in .xlsx or .xls format.
     5. Upload the updated file.
     6. Select Complete upload.
     7. On the manage your work spaces page, select Mark as configured. Note: Verify that all required fields are completed and the file size doesn’t exceed 50 MB.

   • Bulk edit:

     1. From the more options menu (three dots), select Bulk edit spaces.
     2. Download the file and update the space details.
     3. Save the file in .xlsx or .xls format.
     4. Upload the updated file.
     5. Select Complete upload.
     6. On the manage your work spaces page, select Mark as configured. Note: Verify that all changes are accurate before uploading.

7. Configure notifications sent through Email, Portal, and Workspace to users about submitted or assigned workplace requests.

   • To create an email notification, see Create an email notification.
   • To create Portal or Workspace notification, see Trigger conditions form.
   • After configuring notifications, select Mark as configured.

Parent Topic:Configure Core Business Suite using guided setup