Quick-Start / Space

Review Organization, Room Category, Room, and Employee Information (the Space Console's tabs)

The bottom section of the Space Console presents a series of tabs showing employee, organization, room category, and room information. Simply click each tab to toggle between them.

The tabs include vertical scroll bars and Next buttons so that you can access all data in the list. To minimize scrolling and paging, you may wish to use the Locations Filter or the Smart Search Console, as described below

The list of data presented in the tabs does not reflect the floor plans that you have opened. Suppose you do not set a filter and you load floor plan BOSMED-01. The lists of organizations, room categories, rooms, and employees is not limited to those associated with the open floor plan, BOSMED-01.

In addition to displaying data, the tabs offer:

the Gear icon for changing the fields displayed in the tab
an Add New button for creating new records
a button for exporting to Word or Excel
a pencil-shaped icon for editing data
an Assign button on the Organization tab and Room Categories tab for assigning these values to rooms

The Employees tab offers additional features:

filtering the list to show only those employees that are not assigned to a room.
assigning employees to rooms.

Two-level tabs: Organization and Room Categories

Some tabs reflect a two-level hierarchy:

The Organization tab has divisions composed of departments.
the Room Categories tab has room categories composed of room types; for example, the Lab room category composed of Dry Labs and Wet Lab room types.

When viewing the organization and category information, you can view either the top level (division or category) or expand the list to include both levels (division-department, room category-room type). For example, in the below image, the Facilities division has been expanded to show its component departments.

To expand the list, select the hollow triangle button.
To roll up the list, select the solid triangle button.

Because these tabs show two levels of data, they behave a bit differently than do the other tabs.

They do not total the data.
They do not offer the Smart Search console for further filtering the data, as described later in this topic.

The Locations Filter and the tabs

If you have set a filter, you must retain the Restrict To option to have the lists present only those items that match your filter setting. The Restrict To option is set by default.

For example, if you have set a filter to show vacant rooms and you retain the Restrict To.... check box, the room list includes only rooms that are vacant. If you have restricted to a department, the room list includes only rooms assigned to this department; likewise, the room category list includes only the categories of rooms that are assigned to the specified department.

If you set a filter and you clear the Restrict to... option, the tabs present the complete list of records; for example, all employees, all rooms, all departments.

Find employees and rooms with Smart Search

In addition to, or instead of, using the Location Filter, you can limit the rooms and employees presented by the Space Console. The Rooms and Employees tabs include the Smart Search console so that you can limit the lists of employees and rooms based on search criteria you enter.

The Smart Search console is located at the top of the Rooms and Employees tabs and offers entry boxes (column headers) for you to enter the criteria by which you want to search. You must type in the value by which you wish to restrict; you cannot choose the value from a list of existing values. For example, to search for employees of a department:

In the Organization box at the top of the tab, type the identifying value of a division, such as FINANCE-DOMESTIC.
Press Enter to process the search.
The tab displays only employees assigned to this department.

Note that if you export your employee or room data when Smart Search is in effect, ARCHIBUS will ignore the Smart Search restriction and include all the data. If you need to export the data, you will want to restrict the data using the Location Filter.

To use Smart Search:

To enter a search, complete one or more column headers with your search criteria and press Enter. You do not need to consider case when entering your values. The system displays the data that meets the restriction.
To clear a restriction, click the X icon.

The Smart Search console is found in many ARCHIBUS forms. For further information on using Smart Search, including how to use partial and wildcard searches, see Restricting Data Using Smart Search.

Why Use Smart Search?

The Smart Search console has many uses within the Space Console. For example, you can:

Further reduce a list of employees or rooms made with the Location Filter.
For example, suppose you restrict rooms by department using the Location Filter, but the resulting list is quite long. You can limit this list to rooms of a certain floor or area.
Search without using the Location Filter
You may want a list of employees that is not dependent on room location, as is a restriction made with the Location Filter. For example, you may want a list of employees by department. Use the Smart Search console of the Employees tab to enter the department, and the Employees tab presents all employees assigned to this department, regardless of how the employees' are associated with a department.
Enter an exact room or employee
Rather than using the Location Filter to find rooms or employees associated with rooms, you may find it more direct to enter the exact room number or employee name in the Smart Search console.
Reorder the employee or room data:
To change the value by which the data in the Employees or Rooms tab is sorted, click the rectangle in the column header of the field you wish to sort by. The rectangle changes to a triangle to show that the screen is sorted by that column header. You can then click on the rectangle to toggle between ascending and descending order.

Next Steps

You can also review and edit employee and room information from the floor plan. With this method, you make a selection of rooms from the floor plan, and ARCHIBUS displays basic information about these rooms or the employees that occupy them. With this method, you access the information by choosing rooms from a visual representation. You can select any set of rooms that you desire; you do not work with a formal filter.

For information, see:

Edit Data Using the Space Console's Tabs

Select Rooms on the Floor Plan and View/Edit their Properties

Select Rooms on the Floor Plan and View/Edit the Properties of Occupying Employees