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Select Rooms on the Floor Plan and Change the Properties of Occupying Employees

When working with the floor plan, you may want to select a set of rooms and view the details of the employees occupying these rooms.

Accessing and editing employee data from the floor plan offers a few advantages over doing so from the Employees tab in the Space Console:

• You are selecting a set of employees by the rooms to which they are assigned.
• You can select a set of employees based on their rooms' visual representation in the floor plan; you do not need to know the room number or other properties of the room. For example, by working with the floor plan, you can choose a room based on its size or location on the floor and see the employees occupying these rooms.
• You can select a set of employees that does meet a defined filter restriction.
• Once you have the selection of rooms and their occupying employees, you can edit the properties of these employees all at once.

Select a Set of Rooms and their Occupying Employees for Viewing, Exporting, or Editing

1. Load the floor plans that you want to work with.
2. If necessary, highlight the floor plans by a specific property. For example, you can highlight the rooms by occupancy and then review the employees located in the over-capacity rooms.
3. Create a selection of rooms by clicking on each room that you want to include in your selection set.
   • As you select rooms, ARCHIBUS outlines their borders in gray.
   • If you accidentally select a room, you can remove it from the selection set by clicking on the gray outline.
   • ARCHIBUS reports on the number of selected rooms and their total square footage in the area above the floor plan.
   • If you want to cancel the selection set and start over, click the Clear button, located above the floor plan.
4. When you are satisfied with the selection set, choose View/Edit Selected Rooms located above the floor plan. ARCHIBUS displays the Selected Rooms and Employees form listing key information about the rooms.
5. Move to the Employees tab. Note that you cannot control the fields that the form displays as you can when working with the Space Console's tabs.
6. You can now:
   • export the selected employees to a Word document or Excel by choosing the appropriate command from Export button in the upper right corner. For information on exporting, see Exporting Space and Occupancy Data to Excel and Word.
   • edit an employee. Select an employee's check box, and ARCHIBUS lists the current values for this record in the area beneath the employee list. You can edit any of these values as necessary.
     • For information on completing the fields, see Completing Select Values Fields (Validated Fields) and Define Employees.
     • When through with your edit, click Save and ARCHIBUS removes the edit fields from the form.
   • You can now select another employee to edit, if you wish.
7. When you finish reviewing, editing, or exporting your employees, click the Close button. ARCHIBUS returns you to the floor plan and cancels your selection set.

Edit Multiple Employees at Once

An advantage of selecting employees by choosing rooms from the floor plan is that you can edit multiple employees at once time. To do so:

1. Follow the above procedure through step 5 to select your rooms and access the Selected Rooms and Employees form.
2. Click the boxes for the employees that you want to edit. To select all the employees listed on the form, click the top selection box next to the field titles.
3. ARCHIBUS displays the fields and their current value in the bottom of the form. If the selected records do not have the same value for a field, ARCHIBUS enters "<varies>" as the value.
4. Edit the appropriate fields and click Save.
5. Close the Selected Rooms and Employees form.
6. ARCHIBUS returns you to the floor plan. If your edit affects the current highlights or labels, ARCHIBUS updates the floor plan's highlights and labels to reflect your change.

For an illustration of editing multiple records at once, see the corresponding topic on editing rooms: Select Rooms on the Floor Plan and View or Change their Properties

Next Steps

• To edit rooms in a similar manner, see Select Rooms on the Floor Plan and View or Change their Properties.
• You may also wish to explore these methods of viewing employees or changing their properties:
  • Edit Data Using the Space Console's Tabs
  • Assign Employees to Rooms