Districts experience high turnover of personnel, replacement of assets, new construction, etc. This means that only individuals who have in-depth knowledge obtained from years of experience are familiar with assets across the district (this excludes new assets). As these individuals retire or new assets are added, there is no record to help new technicians or guests (contractors) locate where certain assets are for purposes of maintenance or auditing. The 2D Assets functionality solves this issue by providing the ability to upload an online map of a building and all its rooms and plot the location of assets in those rooms on the map.
Currently, Interactive Mapping is only available for the Facilities and Assets Module. For districts with both modules, maps and room pins will be shared between modules.
Prerequisites
Districts will need to:
Importing your districts Asset Data
To map Assets easier having locations and rooms assigned to each asset.
Import rooms
Prepare maps
Determine roles/responsibilities for end users
Who will manage/create Maps
Permissions
The following are the different permission options for interactive mapping. Navigate to Admin > Permission. Interactive Mapping permission options are under the Locations Details tab.
Please note all users who can work tickets and view assets can access the maps that are associated with an asset.
Permission Name | Description |
View Maps | This option reveals “Maps” on the left navigation.
This setting is location-based and can be configured differently for Maps visibility across multiple locations. |
Edit Maps | Reveals the “Edit Mode” toggle when viewing a map, and gives the ability to plot assets and rooms.
This setting is location-based and can be configured differently for Maps visibility across multiple locations. |
Creates Map |
Allows users to create and upload maps.
|
Manage Maps | This permission option allows users to access the Map Settings page from the left navigation. |
Maps Overview
The user can attach a map to the location in two places within iiQ:
On the Maps tab of the Location Details page
Left navigation > Maps
Please note that the same steps apply when adding maps to a location.
The map can show a building, all its rooms, and the location of assets in those rooms. The map becomes interactive, where the user can plot rooms and assets on a specified spot on the map, add and delete the room or asset pins, and search and filter rooms or assets.
Multiple maps can be attached, for example, a general map and a map of a specific room/layer/section/floor. The same assets can be plotted on multiple maps if needed.
On the Maps tab, the user can create a new map or view existing map(s) for the location.
Add a New Map
To create a new map, select New Map.
The Map New Map page will open, where the user can enter the following
Field Name | Required/ Optional | Description |
Location | Required | This field will be pre-populated with the location where the user clicked add New Map.
The user has the ability to select a different Map location can be selected from the drop-down list of locations in the system if necessary. This will attach that map to the selected location. |
Map Name | Required | The Map Name is a required field that is freeform and should be descriptive as it is the first column on the Location Details/Map tab page. This field is indexed for searching. The map name will also appear on the All Maps page, accessible from the left navigation. There is a name validation check to prevent duplications when saving a new map. If a duplicate exists when attempting to save, the following error message will be displayed, and the user will be prevented from saving.
|
Map Description | Optional | A detailed description of the map (max 500 characters). |
Map Upload | Optional | Image of the map of
Files can be dropped or browsed, max file size is 25 MB.
The supported file format is PNG or JPG. |
Clicking Save will save the map and add it to the list of maps displayed on the specific Location’s Maps Tab and the Maps grid on the left navigation. Next, you can start plotting your rooms and assets.
Plotting Rooms
To start plotting the room, navigate to the map and the Map Details tab. Next, toggle the Edit Map mode and click View & Plot Rooms to see and plot rooms at the map location. The rooms displayed in the right panel are all the rooms associated with the map’s Location.
To plot a room on the map, click on the Room on the right and then click on the specific room area on the map. The blue pin will appear and indicate that the room is plotted.
The Mapped status will appear in the top right corner of the room card. To reposition the pin, drag and drop it where needed.
The room card will be highlighted when a pin is selected on the map. The Delete icon on the highlighted card allows the user to delete the selected plotted room.
The View Mapped Rooms toggle allows the user to filter to just mapped rooms.
The Search field allows the user to search for a specific room.
The Filter icon is available to allow the user to filter rooms by available room filters. Filtering allows the user to prioritize which rooms they want to map first or to view certain rooms based on certain criteria.
For example, to filter rooms by a Room Type of Art, choose Art in the filter and click Save Selection.
To remove the filter, click the Delete icon.
When a district imports its rooms, the rooms' attribute data (room type, occupancy, capacity, etc.) will be imported as well. They will be able to filter their rooms by this data on the map.
Filtering Mapped/Unmapped Assets and Rooms
You can use filters to quickly locate unmapped or mapped Assets and Rooms.
Rooms
Users can filter rooms as "Mapped Rooms" or "Unmapped Rooms" to show the corresponding rooms on the Map.
Also, from the Rooms list, you can create a view and then apply the Mapped Rooms and Unmapped Rooms.
Assets
Users can filter assets as "Asset Map Pins - Mapped" or "Asset Map Pins - Unmapped" to show the corresponding assets on the Map.
Also, you can create a view from a list of assets and apply the filters Asset Map Pins - Mapped or Asset Map Pins - Unmapped.
Plotting Assets
To start plotting the assets, navigate to the map and the Map Details tab. Next, toggle the Edit Map mode and click View & Plot Assets to see and plot assets at the map location. The assets displayed in the right panel are all the assets associated with the map’s Location.
Icons and colors are based on your district customization. Learn more on Pin Customization
To plot an asset on the map, click on the Asset on the right and click on the specific room area on the map. The pin will appear and indicate that the asset is plotted. The Mapped status will appear in the top right corner of the Asset. To reposition the pin, drag and drop it where needed.
The View Mapped Assets toggle allows the user to filter to just mapped assets.
The Search field allows the user to search for a specific asset.
A link to each asset's details page will be linked within asset cards in the right pane on interactive maps.
Clicking on the X at the top right corner of the asset details page will bring the user back to the Maps page.
Users without view or edit permission cannot view or select the asset.
The Filter icon allows users to filter assets by numerous asset filters, date ranges, location, user, etc. Filtering allows the user to prioritize which assets they want to map first or to view assets with a certain attribute like “Asset Attribute> Has Open Tickets”.
To remove the filter, click the Delete icon.
Deleting a Pin
The Delete icon allows the user to delete the plotted room/asset from the map. Select the room/asset pin on the map, and its card will be displayed at the top of the list in the panel, then select Delete. The pin will be deleted from the map but the room/asset will remain on the list. The Mapped status will be removed from the card once the Pin is deleted.
Zoom In/Zoom Out
Zooming in/out is possible when the Edit Map toggle is off. To zoom in on the map, roll the scroll wheel on the mouse forward. To zoom out on the map, roll the scroll wheel on the mouse backward.
Hovering over the pin will display a popup with the name of the room/asset.
The user can move a pin from one location to another by dragging and dropping it on the map.
Editing a Map Details
To edit a map click on the Map record from the Edit Map tab, make the necessary changes, and click Save.
Deleting a Map
From the Edit Map tab, click on Delete to delete a Map record.
The pop-up window will ask for confirmation if the user wants to delete the map. Click Delete.
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Hannah Bailey - Director, Customer Engagement