Providing your workplace data

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Providing your workplace data

    The Workplace Core application allows ServiceNow customers to efficiently manage workplace location data to support shift assignments and workspace designations. This includes detailed records of regions, sites, campuses, buildings, floors, areas, and individual spaces, each requiring unique identifiers for clarity and consistency.

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    Managing Workplace Data

    Customers can create individual records for workplace elements such as workspaces, floors, buildings, and locations directly within the application. For organizations with multiple sites or complex structures, using spreadsheets to bulk import global data (e.g., regions, buildings, sites) helps avoid repetitive manual data entry. Spreadsheets must be formatted to match ServiceNow’s record names and unique identifiers before import.

    Floor Plans and Workspace Configuration

    The application supports uploading floor plans in Drawing eXchange Format (.dxf), enabling automatic creation of floor records and associated workspace listings. Collaboration with AutoCAD designers is critical to ensure floor plans use proper block references with human-readable tags, avoiding single or multi-line text for labels. This setup facilitates accurate workspace reservations.

    Key Features

    • Workspace Records: Capture comprehensive location data with unique identifiers for each designation.
    • Bulk Data Import: Enables importing large datasets from spreadsheets after aligning column headers and data identifiers to ServiceNow standards.
    • Floor Plan Uploads: Supports .dxf file uploads that generate floor and space records automatically.
    • Space Type Configuration: Define different workspace types (e.g., Workspace, Desk) to help employees identify available workspace options.
    • Update Capabilities: Floor plans and workplace data can be updated by uploading new files or adding records as needed.

    Practical Benefits for ServiceNow Customers

    Using the Workplace Core application to provide and manage workplace data enables streamlined shift assignments and workspace reservations, reduces manual data entry through bulk imports, and improves the accuracy and usability of floor plans. Properly configured data and floor plans help employees quickly identify and reserve appropriate workspaces, enhancing operational efficiency and workplace experience.

    In the Workplace Core application, provide data related to your workplace locations so you can efficiently assign shifts to employees and designate workspaces for these shifts.

    Workspace Record

    The information available for each workspace record is:

    • Region
    • Site
    • Campus
    • Building
    • Floor
    • Area
    • Space

    Each designation should use a unique identifier. For example, if you are indicating the fourth floor in building 7, you would name the floor "7-4" rather than just "4".

    Entering data for several work sites

    If you have a large organization, you might want to consider using a spreadsheet to contain the more global record information such as regions, buildings, and sites so you can avoid having to manually input repeated information for each workspace record. You can either export the information you've already entered into the application into a spreadsheet or use that information in an existing workspace spreadsheet. You would then import the spreadsheet that contains the full workspace data into the application in bulk form.

    • If you have an existing spreadsheet, you would first manually convert the column headers and data of the global information to match the ServiceNow record names and identifier numbers. You would then do a bulk import of that data into the Workplace Core application so you can assign workspaces.

      For example, say your organization's spreadsheet uses the name "Location" for Sites or "Bldg 1" for every building 1 on every site. You would have to change the spreadsheet column header "Location" to "Sites" and change each "Bldg 1" to the unique identifier from the Workplace Core application records.

    • If you don't have an existing spreadsheet, you would enter the repeated global information that you don't want to have to input manually for each space. The data for each field should have a unique identifier. You would then export the information from the application into a spreadsheet where you would have to input only the space information manually.

    Floor plans

    The ServiceNow AI Platform supports Drawing eXchange Format (.dxf) files for floor plans. You can select the layers you need for end-user floorplans and configure the attributes (tags) you want assigned to fields. For information about how to export an AutoCAD .dwg file to a Drawing eXchange Format (.dxf) file, see the documentation for your version of AutoCAD.

    Prior to uploading a .dxf file, work with your AutoCAD designers to ensure the following:
    • The file uses block references and not single-line or multi-line text for space labels.
    • The blocks attributes have human-understandable tags.
    • The block references have attribute values appropriately set.
      Note:
      Using blocks is highly recommended. Do not use text objects.

    Uploading a floor plan creates a floor record. All the workspaces of the floor are automatically added to the Spaces related list of the floor record.