Raise a space assistance request

Submit a workplace service request to get space allocation recommendations using the Workplace Service Portal. The Workplace Service Delivery space assistance provides you with the best space allocation plan options based on the space quantity and the department that you specify. You can select the most suitable allocation or none. Depending on your selection, the Space planner deploys the plan to use.

Before you begin

Ensure the following:

• Workplace Central plugin is installed.
• Workplace Case Management plugin is installed.
• To view the space recommendations on the map, the floor map must be configured using Workplace Indoor Mapping.

Role required: sn_wsd_core.workplace_user

About this task

Specify the department and number of spaces that you want to assign to that department on a floor. Specify the location where you want to see the allocation recommendation. Depending on the specification submitted on the form, the system provides you with options containing the most suitable space allocation plans in that building. If the selected department exists on the floor that you selected, then the spaces are recommended nearby to that department.

You can select the best option and submit the selection. If an approval is configured, then the plan is sent for an approval to your manager. The selected space plan is directed to the space planner. The space planner reviews the plan and deploys it accordingly.

Procedure

1. Navigate to All > Workplace Core > Workplace service portal.
   The Workplace Service Portal opens.
2. Open the General category.
   1. Select Catalog.
   2. Select Browse by Categories.
   3. In the Workplace Services Catalog, select General.
      Note:

      If there are multiple catalogs configured on the portal, go to the Catalogs list and select Workplace Services Catalog > General.
3. Select Space assist request.
4. On the form, fill in the fields.

   Table 1. Space assist request form

   Field	Description
   Request name	Descriptive name for the request.
   Allocate space by	The allocation type is set with the default allocation type set by your administrator. Note: If there is no allocation type specified, then you cannot proceed with the request.
   Requested for	Option to specify the user for whom you are raising the space assistance request.
   Select a department	Department based on which you want to allocate spaces. This option appears if Department is set in the Allocate space by field.
   Select a Cost center	Cost center based on which you want to allocate spaces. This option appears only appears if Cost center is set in the Allocate space by field.
   Select a workplace entity type	Workplace entity type based on which you want to allocate spaces. This option appears if Workplace Entity is set in the Allocate space by field.
   Select a workplace entity	Workplace entity based on which you want to allocate spaces. This option appears if Workplace Entity is set in the Allocate space by field.
   Reason for request	Option to select the reason for the request.
   Space type	Option to specify what type of spaces you want.
   Exact match (Space type)	Option to confirm that you want to see only the spaces that are an exact match to the selected space type.
   Assignment type	Option to specify if you want flexible or permanent spaces.
   Quantity/Capacity	Number of spaces that you want to allocate.
   Region	Region where you want to make space allocation.
   Campus	Campus where you want to make space allocation.
   Site	Site where you want to make space allocation.
   Building	Building where you want to make space allocation.
   Exact match (Building)	Option to confirm that you want see only the spaces that are an exact match to the selected building.
   Move-in date	Option to specify the date from when you want to implement the space allocation.
   Exact match (Move-in date)	Option to confirm that you want see only the spaces that are available on the selected move-in date. This option is not available from Workplace Space Management version 1.12.0.
   Move-out date	Option to specify the date until when you want to allocate the spaces.
   Exact match (Move-out date)	Option to confirm that you want see only the spaces that are available until the selected move-out date. This option is not available from Workplace Space Management version 1.12.0.
   Add attachments	Option to attach any supporting files if necessary.

5. Select Submit.
   The request is submitted. After the submission, the request details page is opened.
6. In the My request page, select Space plans.
   Refresh the page to view space plan options.
   The page displays options that have the most suitable space allocations for the select cost center or department on the selected floor, along with the match percentage.
7. Review the options that are displayed.
   The match percentage is displayed under each option.
8. Optional: View the space allocations on the map by selecting View spaces on map.
   Note:

   You can view the space allocations on the map only if the floor has a floor map configured.
9. Select an option from the provided options.
   1. In the My request page, select Tasks/To-dos.
   2. In the Select a space plan option, select View task.
      A page with all the options that are displayed in the Space plan is displayed for selection.
   3. Select Select next to the option that you want to proceed with.
   4. Optional: If you do not want to select any option for any reason, select None of the above.
      Note:

      If you select None of the above, the request is closed and the state will be set to Closed complete
   5. After selection, select Submit.

Result

The option that you selected is submitted. At any time, you can view your selected option in the Space plans tab. After you submit the selection, the following actions are performed based on the approval process configured by your organization:

• If an approval process is configured for your user profile, then the space request is sent to your manager for approval. The state of the space request changes to Awaiting approval.
  • If your manager approves, the space request is sent for deployment and the state changes to Approved.
  • If your manager rejects, then the space request is rejected and the state changes to Closed incomplete.
• If your user profile doesn’t require an approval, then the space request is transferred to your organization's space planner and the state changes to Approved.

Related concepts

• Reviewing allocation changes

Related tasks

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• Add an area using Workplace Space Management
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• Allocate a cost center, department, or workplace entity
• Configure a workspace or desk as flexible or permanent
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• View workplace scenarios
• Approve a space assist request