The Comprehensive User Guide

Transcription

1 The Comprehensive User Guide Version: 3.9

2 Table of Contents Chapter 1: Scanning and Assigning QR Codes Scanning QR Codes Scanning from Third Party QR Code Reader Assigning Assets to QR Codes... 5 Chapter 2: Adding Spaces Adding Spaces via Mobile Link Adding Spaces via Desktop Browser... 7 Chapter 3: Adding, Editing and Deleting Assets Adding Assets Adding Assets via Mobile Link Adding Assets via Desktop Browser Assigning and Adding Assets Editing Assets Editing Assets via Mobile Link Editing Assets via Desktop Browser Deleting Assets Chapter 4: Adding Attachments to Assets Adding Attachments via Mobile Link Updating Asset s Thumbnail Image Adding Attachments via Desktop Browser Editing Attachments via Desktop Browser Adding Attachments via Photo Tool or Onboarding Tool Uploading Attachments Assigning Attachments to Asset..17 Chapter 5: Adding Parts to Assets Chapter 6: Creating and Editing Preventative Maintenance Equipment Checklists (PMEC) Creating a New Checklist Editing an Existing Checklist Chapter 7: Types of Forms How to Use a Preventative Maintenance Equipment Checklist (PMEC) How to Use a Service Work Order (SWO) Comprehensive User Guide BuiltSpace

3 7.3 How to Use a Preventative Maintenance Inspection Worksheet (PMIW) Chapter 8: Accessing Service Records Preventative Maintenance Deficiency Report (PMDR) Building s Task List Asset s Service Record Chapter 9: Scheduling Preventative Maintenance Events using the PM Calendar Creating Events from the PM Calendar Creating Service Work Order (SWO) from PM Events Chapter 10: Adding Buildings, Customers and Contacts via Desktop Browser Adding Buildings Adding Customers Adding Contacts Connecting Buildings, Customers and Contacts Chapter 11: Contact Information BuiltSpace Comprehensive User Guide 3

4 Chapter 1: Scanning and Assigning QR Codes 1.1 Scanning QR Codes Mobile devices (smartphones and tablets) with an internet or data connection, and a camera are able to scan QR Codes and access the BuiltSpace website. Scanning QR Codes is the fastest way to gather information about an asset. NOTE: A BuiltSpace account is required Scanning from Third Party QR Code Reader Third party QR Code readers such as i-nigma will also work with BuiltSpace s QR Codes. There is no device requirement. 1. Open the QR Code app after you have downloaded from the App Store, Play Store, etc. 2. Scan BuiltSpace s QR Code (the link will automatically open in your device s web browser) 3. Sign in with BuiltSpace credentials if you are prompted. You will be directed to BuiltSpace where you will assign the QR Code to an asset or view an already existing asset. 4 Comprehensive User Guide BuiltSpace

5 1.2 Assigning Assets to QR Codes Once the unassigned QR Code is scanned you will be able to enter information about the asset that the QR Code will be assigned to. 1. Enter the required information regarding an asset TIP: If the asset information is already in BuiltSpace, you can skip steps ii and iii. i. Select Building: Which building is the asset located in? ii. All Floors: Which floor is the asset located on? iii. Select a Space: Which room is the asset located in? iv. Select an Asset (Optional): Select the asset if known. 2. Click send when you are ready to assign the QR Code to the asset. BuiltSpace Comprehensive User Guide 5

6 Chapter 2: Adding Spaces 2.1 Adding Spaces via Mobile Link 1. Open the BuiltSpace website through your device s mobile browser and login if prompted 2. Enter the following information: i. Select Building: Select a building ii. All Floors: Select a floor iii. Select a Space: Add a New Space 3. Enter the necessary information 4. Click Save when done. 6 Comprehensive User Guide BuiltSpace

7 2.2 Adding Spaces via Desktop Browser 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Manage on the right side of the Spaces bar 4. Click Add 5. Enter the required fields: Suite Number Floor Net Space (Default to 0 if unknown) Gross Space (Default to 0 if unknown) NOTE: These 4 fields MUST be entered for the space to be added successfully. The other fields (Floor Area Unit, Enable Time Log, Space Usage, and Attachment List) are optional. 6. Click Save when done. BuiltSpace Comprehensive User Guide 7

8 Chapter 3: Adding, Editing and Deleting Assets Assets are organized by building, so you must access a building first to add, edit or delete assets. 3.1 Adding Assets Adding Assets via Mobile Link 1. Open the BuiltSpace website through your device s mobile browser and login if prompted 2. Enter the following information: i. Select Building: Select a building ii. All Floors: Select a floor iii. Select a Space: Add a Space iv. Select an Asset (Optional): Select Add a New Asset 3. Enter the necessary information 4. Click Save when done Adding Assets via Desktop Browser NOTE: It is recommended that you use Google Chrome, Firefox or Safari when adding assets. Option 1: Adding a Single Asset 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Assets on the LEFT side of the page (located under the image) 4. Click Add new asset(s) 5. Enter the required fields: Name Description Quantity Spaces (Floor and Room separated by a hyphen) See the red box in the image below 8 Comprehensive User Guide BuiltSpace

9 Asset Category (Choose from the drop down list) See the purple box in the image below NOTE: These 5 fields MUST be entered for the asset to be added successfully. The other fields (Make, Model, Serial Number, and Parent Asset) are optional. 6. Click Submit when done. Option 2: Adding Multiple Assets (using Excel) In order to add multiple assets, you first need to format the asset information using Microsoft Excel or any other authoring tool that can organize tabular data. You MUST have the columns named in this order: i. Name* ii. Description* iii. Quantity* iv. Floor Space* v. Asset Category* vi. Make vii. Model viii. Serial Number ix. Parent Asset x. Filter Quantity xi. Filter Size Type xii. Belt Description * indicates REQUIRED field 1. Create an Excel sheet with the required and other necessary column headings 2. Organize all the assets information according to the column names IMPORTANT INFORMATION: Name format: Asset XX, where XX indicates the number (ie. RTU 01) Name can NEVER be the same for multiple assets Quantity defaults to 1 if unknown BuiltSpace Comprehensive User Guide 9

10 Floor Space MUST be formatted this way: Floor Room (ie. 1 st Floor Mech Room) An Asset Category Excel sheet will be provided to you for proper formatting and spelling. You do not need to use the drop down menu for uploading multiple assets. 3. Once all the assets information are organized, follow steps 1 5 in the Option 1 section above 4. Copy & Paste entire asset information (excluding column headings) from the Excel sheet to the BuiltSpace Add Asset Dialog window 5. Click Submit when done. If all the information was correctly uploaded, then you will receive the following message: Assigning and Adding Assets This method is incorporating Section 1.2 and together. So now you can scan a QR Code and then add a new asset to it, all at once. 1. Scan an unassigned QR Code 2. Enter the following information: i. Select Building: Select a building ii. All Floors: Skip iii. Select a Space: Skip iv. Select An Asset (Optional): Select Add a New Asset 3. Enter the necessary information for the new asset 4. Click Save when done 5. You will be brought back to the main page. To connect the code and asset, select the newly created asset under Select An Asset (Optional). 6. Click Send. 10 Comprehensive User Guide BuiltSpace

11 3.2 Editing Assets Editing Assets via Mobile Link 1. Open the BuiltSpace website through your device s mobile browser and login if prompted 2. Enter the following information: TIP: If the asset information is already in BuiltSpace, you can skip steps ii and iii. i. Select Building: Select a building ii. All Floors: Select a floor iii. Select a Space: Add a New Space iv. Select an Asset (Optional): Select an existing asset 3. Click the green arrow under the Log Out Button located in the asset s home page 4. Click Edit 5. Edit information 6. Click Save when done Editing Assets via Desktop Browser 7. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 8. Click View Details for a building 9. Click Assets on the LEFT side of the page (located under the image) 10. Click the Edit icon under the Edit column 11. Edit information 12. Click Save when done. BuiltSpace Comprehensive User Guide 11

12 3.3 Deleting Assets 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Manage located right of the Assets 4. A new window will appear. Select an asset that you want to delete and 2 buttons, Edit and Delete, will appear. Click Delete. 5. Click OK when the confirmation to delete an asset appears. NOTE: If you have a large amount of assets to delete, please contact us for assistance. 12 Comprehensive User Guide BuiltSpace

13 Chapter 4: Adding Attachments to Assets You can add photos and other types of documents, such as PDF files, text files and many other types of files, to an asset. You can do this via the BuiltSpace Mobile Link or desktop browser. 4.1 Adding Attachments via Mobile Link Unlike Section 4.1 where you can only add photos, using BuiltSpace s Mobile Link will allow you add other attachments such as PDF files, text files and many other types of files. 1. Open the BuiltSpace website through your device s mobile browser and login if prompted 2. Enter the following information: TIP: If the asset information is already in BuiltSpace, you can skip steps ii and iii. i. Select Building: Select a building ii. All Floors: Select a floor iii. Select a Space: Select a new space iv. Select An Asset (Optional): Select an existing asset 3. Click Send 4. Click the green arrow under the Log Out Button located in the asset s home page 5. Click Edit (scroll down to see the button) 6. Scroll to the bottom of the page and click Add Attachment 7. Click Choose File 8. Select a file from your device 9. Click Upload when done. BuiltSpace Comprehensive User Guide 13

14 4.1.1 Updating Asset s Thumbnail Image 1. Open the BuiltSpace website through your device s mobile browser and login if prompted 2. Enter the following information: TIP: If the asset information is already in BuiltSpace, you can skip steps ii and iii. i. Select Building: Select a building ii. All Floors: Select a floor iii. Select a Space: Select a new space iv. Select An Asset (Optional): Select an existing asset 3. Click Send 4. Click the green arrow under the Log Out button located in the asset s home page 5. Click Edit (scroll down to see the button) 6. Select new photo in the Images Available for Asset drop down menu 7. Click Save when done. 4.2 Adding Attachments via Desktop Browser 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Assets on the LEFT side of the page (located under the image) 4. Click the Edit icon under the Edit column 5. Scroll down the page until you see the Attachments heading 6. Click Add attachment to the left of the Attachments heading 7. Click Choose File when the window appears 8. Choose the file you want to upload from your computer 9. Click Open when the file is selected 10. Click Upload. The page will automatically refresh and your file will appear to the left of the Attachments heading. 11. Click Save when done. 14 Comprehensive User Guide BuiltSpace

15 4.2.1 Editing Attachments via Desktop Browser 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Assets on the LEFT side of the page (located under the image) 4. Click the Edit icon under the Edit column 5. Scroll down the page until you see the Attachments heading 6. Click the Edit icon next to the file name 7. You can rename your file, enter in a category or enter in comments. You can also click the green Delete button to delete your attachment. 8. Click Update to save your changes or click Close to close the window without saving. BuiltSpace Comprehensive User Guide 15

16 4.3 Adding Attachments via Photo Tool or Onboarding Tool Photo Tool or Onboarding Tool is only available on the desktop computer. You can mass upload multiple photos or documents all at once. Please contact BuiltSpace if you do not see one of the options Uploading Attachments 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Select a building 3. Click Documents on the LEFT side of the page (located under the image) 4. Click the Add New drop down menu 5. You have 2 options to choose from: Option 1: Uploading a Single Attachment i. Click Browse when a new window pops up ii. Select a file and click open iii. Click OK when done Option 2: Uploading Multiple Attachments NOTE: You MUST use Internet Explorer to upload multiple attachments i. Click Upload Multiple Files ii. Drag and Drop your files to the window that displays Drag Files and Folders Here iii. Click OK when done You can access your attachments in the Photo Tool or Onboarding Tool page after the page automatically refreshes. The Photo Tool or Onboarding Tool page is located in the same section as Documents. 16 Comprehensive User Guide BuiltSpace

17 4.3.2 Assigning Attachments to Assets NOTE: You MUST upload any documents or pictures to the document library first before they appear here. 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Select a building 3. Click Photo Tool on the LEFT side of the page (located under the image) 4. You should be able to see a list of uploaded documents 5. You can filter what type of files you want to see using the drop-down. All Documents is selected by default but you can change this to show Photos only, for example. 6. Under each document you will see an Asset dropdown. Select which asset the document belongs to. i. If the asset doesn t exist, you can also type it in manually and the rest of the information in the appropriate boxes. ii. If the space doesn t exist, you can also type this in and it will create automatically. You must follow the following format: [Floor] [Space Name]. The dash between the Floors name and the Space name is very important, otherwise it will fail to create the space. iii. You will notice that the Space field is automatically updated once we select an asset. iv. If you want to see additional information about the asset, simply click on the Asset Detail button marked with three dots. v. The blue plus (+) button will allow you to add additional spaces to that asset. vi. An asset can have multiple pictures attached to it. If you select Profile Image, that image will become the default image for that asset. 7. Click the green check mark to save when done. Your uploaded photos will automatically appear after the page refreshes. BuiltSpace Comprehensive User Guide 17

18 Chapter 5: Adding Parts to Assets You can add parts by using your desktop computer only. 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Select a building 3. Click Assets or Edit Assets on the LEFT side of the page (located under the image) 4. Select an asset by clicking on the its hyperlinked name 5. Click Manage on the right of Parts in the black bar 6. Click Add 7. Enter in the required information for the fields: Asset (which asset do the parts belong to?) Title Part Description Type Quantity (Default to 1 if unknown) All other fields are optional. 8. Click Save when done. 18 Comprehensive User Guide BuiltSpace

19 Chapter 6: Creating and Editing Preventative Maintenance Equipment Checklists (PMEC) It is recommended that you create and edit PM Checklists only with your desktop computer as it is more convenient. 6.1 Creating a New Checklist 1. Click PM Equipment Checklist located in the Home tab of your organization site 2. Click Manage Checklists 3. Click Add new item under Checklists to create a new checklist for a specific asset i. Enter a title ii. Click Save 4. Click Add new item under Questions/Instructions i. Checklist: Select a checklist ii. Enter the necessary information 5. Click Save when done. BuiltSpace Comprehensive User Guide 19

20 6.2 Editing an Existing Checklist 1. Editing the Checklist Title: i. Click the checklist s name ii. Click Edit Item iii. Edit the Title iv. Click Save 2. Editing the Questions/Instructions: i. Click the icon under the Select column beside the desired checklist ii. Click the icon under the Edit column in the Questions/Instructions section iii. Edit information iv. Click Save when done. 20 Comprehensive User Guide BuiltSpace

21 Chapter 7: Types of Forms Preventative Maintenance Equipment Checklist (PMEC) is a form that helps you keep track of an asset s condition and allows you to quote repairs if needed. Service Work Order (SWO) is a form use d to dispatch work, and keep track of time and cost. Preventative Maintenance Inspection Worksheet (PMIW) - is a form that helps you track conditions and quote repairs of all the assets in a building, whether you are online or offline. 7.1 How to Use a Preventative Maintenance Equipment Checklist (PMEC) Producing a Preventative Maintenance Equipment Checklist (PMEC) automatically records service records. 1. Go to the home page of your organization 2. Click the PM Equipment Checklist Button 3. Click Add new item 4. Select a building in the drop down menu 5. Select an asset 6. Select the appropriate checklist in the Checklist dropdown menu 7. Complete checklist by selecting the appropriate condition of the asset 8. Click Save & Close Form. BuiltSpace Comprehensive User Guide 21

22 7.2 How to Use a Service Work Order (SWO) Producing a Service Work Order (SWO) automatically records service records. 1. Go to the home page of your organization 2. Click the Service Work Order Button 3. Click Add new item 4. Select a building in the drop down menu or search by typing the building name 5. Select a Job Status and Work Category in the drop down menu 6. Click Generate WO # 7. Enter the necessary information 8. Click Save & Close when done. 22 Comprehensive User Guide BuiltSpace

23 7.3 How to Use a Preventative Maintenance Inspection Worksheet (PMIW) Producing a Preventative Maintenance Inspection Worksheet (PMIW) automatically records service records. 1. Go to the home page of your organization 2. Click the PM Inspection Worksheet Button 3. Click Add new item 4. Select a building under the Customer drop down menu 5. Enter the necessary information 6. Click Save & Close when done. BuiltSpace Comprehensive User Guide 23

24 Chapter 8: Accessing Service Records Service records are documents that outline the history of an asset. You will be able to see when the asset was serviced, which part has been serviced, who serviced it, and much more. There are a few ways to access service records for assets. 8.1 Preventative Maintenance Deficiency Report (PMDR) The PMDR will generate a list of records for a specific building, ranging between the start and end date you chose. 1. Go to the home page of your organization 2. Click the PM Deficiency Report Button 3. Click Generate New Report 4. Select a building in the drop down menu 5. Filter the records using the Task Status drop down menu 6. Adjust the date range 7. Click Filter Tasks. 8.2 Building s Task List 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Task List on the LEFT side of the page (located under the image). You can filter the Task List by using the View dropdown menu. 8.3 Asset s Service Record 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click View Details for a building 3. Click Assets on the LEFT side of the page (located under the image) 4. Click on an asset 5. Click the Service Records arrow in the black bar. 24 Comprehensive User Guide BuiltSpace

25 Chapter 9: Scheduling Preventative Maintenance Events using the PM Calendar The PM Calendar will allow you to schedule Preventative Maintenance events over a 9.1 Creating Events from the PM Calendar 1. Hover over the Dispatch tab near the top of the page and click PM Calendar when the drop down appears Method 1: 1. Click the Add New drop down menu 2. Select Maintenance Event for a single asset. Select Maintenance Event Multiple for all assets in a single asset group or all assets in the selected building. 3. Enter the necessary information NOTE: Title, Start Time, End Time and Assigned To are a required field. 4. Click Save" when done. Method 2: NOTE: Method 2 only supports events for single assets. 1. Hover over the date in the calendar you want to create an event on 2. Click the + Add button when it appears 3. This will take you to the Maintenance Event window 4. Enter the necessary information NOTE: Title, Start Time, End Time and Assigned To are a required field. 5. Click Save when done. BuiltSpace Comprehensive User Guide 25

26 9.2 Creating Service Work Order (SWO) from PM Events When you create a SWO and set the Work Category to PM, a PM Event will be created on the PM Calendar. 1. Go to the home page of your organization 2. Click the Service Work Order Button (contact BuiltSpace if you do not see this button) 3. Click Add new item 4. Select a building in the drop down menu 5. Select a Job Status and set Work Category to PM (see image below) 6. Click Generate WO # 7. Enter the necessary information 8. Click Save & Close when done. 26 Comprehensive User Guide BuiltSpace

27 Chapter 10: Adding Buildings, Customers and Contacts via Desktop Browser Knowing how to add a building is essential in BuiltSpace. Buildings contain assets, customers and contact information. In this chapter, you will learn how to add buildings, customers and contacts Adding Buildings To add a building to your organization s site: 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click Add Building to your Organization when you are redirected to the Buildings page. 3. Click + Add New Building when a new window appears. 4. Enter the information of the building (see image below for building information template). Click Create when done. Important Notes: Fields marked with a red dot (see image below) means these are required fields. If fields Floors and Total floor space are unknown, input 1. BuiltSpace Comprehensive User Guide 27

28 5. Click OK when the confirmation window appears. 6. You will be directed back to the window that originally opened in Step 4, except that you will see the newly created building. Click Activate to add the building to the Buildings page. 7. In Section 10.2 and 10.4, you will learn how to add new customers and contacts. However, if you know that a customer already exists, you can select them from the drop down menu. 8. Click Save when done. 28 Comprehensive User Guide BuiltSpace

29 10.2 Adding Customers 1. Hover over the CRM tab near the top of the page and click Customers when the drop down appears 2. Click the Add New: dropdown and click Item 3. Enter the necessary information NOTE: The fields may not be exactly as shown above. Please contact us if you require other fields. 4. Click Save when done. Newly created customers will appear on the Customers page after the page refreshes. BuiltSpace Comprehensive User Guide 29

30 10.3 Adding Contacts 1. Hover over the CRM tab near the top of the page and click Customers when the drop down appears 2. Click the Add New: dropdown and click Contact 3. Enter the necessary information NOTE: The fields may not be exactly as shown above. Please contact us if you require other fields. 4. Click Save when done. Newly created contacts will appear on the Contacts page after the page refreshes. 30 Comprehensive User Guide BuiltSpace

31 10.4 Connecting Buildings, Customers and Contacts You must connect customers and contacts to the building in order for all 3 to be connected correctly. 1. Hover over the Buildings tab near the top of the page and click Buildings when the drop down appears 2. Click the Edit icon under the Edit column for the building in question 3. Scroll down to the bottom of the page when a new window appears 4. The contacts created (but not yet connected to the building) will appear in a window on the left side of Add > (see image below). To connect one or multiple contacts, select a name on the left window and click Add >. The name will appear on the right window when it is connected. To remove a contact from a building, select a name on the right window and click < Remove. The name will appear on the left window when it is not connected. 5. Select a customer from the drop down menu to connect it to the building 6. Click Save when done. In the Service Work Order, Customers and Contacts will be filtered by building. This way it will be easier and faster for you to fill out the form. BuiltSpace Comprehensive User Guide 31

32 Chapter 11: Contact Information Services Manager Brent Wolrich Direct Line: Senior Account Manager Josh Susser Direct Line: Mobile: Product Specialist Nicole Tsakok Direct Line: Comprehensive User Guide BuiltSpace