FM:Interact – Admin 101: Getting Started as an FM:Interact ... · 5 FM:Interact – Admin 101:...

The System Administrator’s Role

FM:Interact – Admin 101: Getting Started as an FM:Interact Administrator

Document Release Date: 04/25/2018

Edition: 2

3 FM:Interact – Admin 101: Getting Started as an FM:Interact Administrator

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Overview After implementation of the FM:Interact software, the customer organization will decide who its FM:Interact Administrator will be. An FM:Systems consultant

or business partner will lead the initial installation and setup of FM:Interact. After this, the organization’s appointed Administrator will maintain the FM:Interact

system for the User community within the company.

Lesson Objectives Upon completing this lesson, you will be able to:

• Identify the tasks and activities performed by the FM:Interact Administrator.

• Navigate the FM:Interact System Administration node of the FM:Interact system.

• Manage the Roles, Privileges, and Permissions of the FM:Interact system and its Users.

• Manage views for the users.

Prerequisites Familiarity with FM:Interact is highly advised before beginning the Admin 101 activity guide. It is advised that the Space 101 FM:Interact activity guide be

completed first.

Note: FM:Interact

version 2018.1.58 was

used in the creation of

this activity guide.


Contents Overview ......................................................................................................... 3

Lesson Objectives ............................................................................................ 3

Prerequisites ................................................................................................... 3

The System Administrator’s Role .................................................................... 4

How Information is Stored in FM:Interact .................................................. 5

The System Administrator Functions .............................................................. 7

Modify Views ................................................................................................ 11

About Views .............................................................................................. 11

Activity 1: Modify Views– Part I ................................................................ 19

Activity 1, Part 1: Add Fields to a View and Relabel the Fields on the View

.................................................................................................................. 19

Activity 1, Part 2: Delete Fields from a View ............................................. 22

Activity 1, Part 3: Modifying the Behavior of a Field ................................ 24

Activity 1, Part 4: Create a Field Display Expression (Help Message) ....... 26

Activity 1, Part 5: Add a Tab to a View ...................................................... 28

Activity 2: Modify View – Part II ................................................................ 30

Activity 2, Part 1: Creating a New View from an Old One. ....................... 33

Activity 2, Part 2: Rename a View and Make it Read-Only ....................... 35

Activity 2, Part 3: Create an Administrator Only View .............................. 37

Activity 3: Modify View – Part III Modify Views Using Filters ................... 38

Activity 4: Relocate a Legend creating a Graphic Theme ......................... 41

Using Security to Control the User Experience ............................................. 44

Security Definitions and Concepts ............................................................ 44

The Process of Setting Up Security Internal to FM:Interact ..................... 45

Power Users .............................................................................................. 46

Activity 5: Managing the User Experience through Security .................... 48

Types of Activities ..................................................................................... 48

Activity 5, Part 2: Create a New FM:Interact Role .................................... 49

Activity 5, Part 3: Setting a Role’s Content Privileges ............................... 50

Activity 5, Part 4: Setting a Role’s Module Privileges ............................... 51

Activity 5, Part 5: Setting a Role’s View Privileges .................................... 52

Activity 5, Part 6: Setting a Role’s Graphic View Privileges....................... 53

Activity 5, Part 7: Setting a Role’s Report Privileges ................................. 54

Activity 5, Part 8: Setting a Role’s Navigation Tree Options ..................... 55

Activity 5, Part 9: Complete the Group/Role Mapping ............................. 56

Activity 5, Part 10: Create a New User for the Security Group ................. 57

Activity 5, Part 11: Test the New User ...................................................... 58

Appendix ................................................................................................... 59



The System Administrator’s Role The task list below outlines the basic responsibilities of an FM:Interact Administrator. The tasks presented are initially set up during system installation and configuration. Don’t worry if you do not understand each function yet. The purpose of this activity guide is to introduce you to each function. Use this list to review later.

Function

Update Views By:

• Adding fields to a View.

• Changing the layout of fields on a View.

• Adding pages (tabs) to a View.

• Changing the behavior of a field.

Update Search Results By:

• Defining which tables to include in

searches.

• Defining which fields to define in

searches.

• Updating the search result display to

include additional information.

Enhance Public Queries By:

• Creating new queries for the User

community.

Enhance Space Management Options

Including:

• Creating and publishing Graphic Views

to combine AutoCAD and FM:Interact

information.


• Setting the Dynamic web pages for

Sites, Buildings, and Floors.

• Updating InfoViews with needed fields.

Maintaining Security By:

• Creating new Security Groups, Roles,

and Users.

• Assigning Users to Groups.

• Assigning Users as Power Users.

What is a View?

A View is a way to visually represent Database information in FM:Interact. A User sees and utilizes the database through Views. We’ll go in to more detail on Views soon.

How Information is Stored in

FM:Interact It is important to understand how information is stored in FM:Interact. As you begin to create and modify Views, you need to know the underlying structure that supports the FM:Interact system. A Database contains Tables that store sets of data. Tables hold specific types of data and are analogous to an Excel spreadsheet. Tables have both Fields and Records. Fields are like columns in an Excel spreadsheet and each holds one type of data. Records are like rows in an Excel spreadsheet. Let’s think of an example. In the Space Management module there is a View called Buildings. By navigating to this View, you are presented with the Buildings Table. The Table has Fields like Building Description, Building Code, Site, and Address. The Table also had


Records, which are rows of each data point for a specific building. Here is an image for visualizing the underlying structure of FM:Interact:


The System Administrator

Functions All administrative functions are found in the Navigation Tree under the System Administration node. Your security permissions and FM:Interact logon credentials determine what displays in the Navigation Tree. To view the System Administration node, you will log into the system as an Administrator. For the activities in this guide, you will log in with the following credentials: User Name: administrator Password: fms Note: To check your role and/or permissions, log into FM:Interact with the credentials given to you by your Administrator. Navigate to FM:Interact HelpWho Am I to check your role and privileges.

System Administrator Menus

Let’s look at each of the System Administration node menu options individually. Log into FM:Interact as an Administrator, and navigate to the System Administration node.

Configure Data Dictionary

This node allows you to manage and modify

database tables in the system. You can:

• Add/Modify Tables

• Set Table Relations

• Build Indexes

• Add and manage fields

• Create Searchable Fields and Queries


Manage Dashboards

This node allows the FM:Interact Administrator

to create dashboard templates in FM:Interact.

Using the Dashboard Designer function, the

Administrator can drag and drop objects onto

the template. Dashboards can include:

• Modules

• Views

• Reports

• URL

• or Other Content

Manage Modules

This node allows you to manage and modify

options specific to each module. Each module

has unique features and functionality. There

are several sub nodes under the Manage

Modules function, but most of these are set at

implementation and require no further updates.

As an Administrator, you will only see the

modules your organization has purchased. Sub

nodes of Manage Modules include:

• Built – In Modules

• Email Notification

• License Information

• Manage Reports

• Manage Views and Forms

• Modify Module


Manage Security Node

This node allows you to manage security and

permissions for roles and modules. You can:

• Add Users.

• Associate Users with Groups.

• Define new Roles.

• Map Roles with Groups.

• Set Page Permissions and Privileges

for Roles.

• Assign a User to a Group.

• Assign a User as a Power User.

Modify System Settings

This node allows you to define settings used

throughout the system. You can:

• Configure email settings and

variables.

• Review system information.

• Configure international settings.

Many of these functions are set at

implementation and require no further updates.



The Administrator Checklist

The tables presented here attempts to outline the general responsibilities of an FM:Interact Administrator. The table is split into three (3) sections: System Setup, User Experience Setup, and Security Setup.

System Setup Administrator Guide Section

Review Module Tables Modify Views

Create New Tables Modify Views

System Settings Modify System Settings

User Experience Setup Administrator Guide Section

Set up Dashboards for different Roles

Manage Dashboards

Set up Email Notifications

Email Notifications (General) Administrative Functions

Create Views Modify Views

Modify Existing Views Modify Views

Create Queries Define Tables, Queries, and Search Settings

in the Data Dictionary

Define Searchable Fields

Define Tables, Queries, and Search Settings in the Data Dictionary

Add/Delete or Modify Documents

Appendix A: Documents and FM:Interact

Add/Delete Reports Create FMx Reports in FM:Interact

Security Setup Administrator Guide Section

Create FM:Interact Roles

Manage Security

Assign permissions and privileges to role

Manage Security

Create Security Groups

Manage Security

Assign Users to Security Groups

Manage Security

Map Roles to Security Groups

Manage Security

Set Permissions/ Privileges for Views, Documents & Reports

Manage Security

Modify Views


Modify Views As the FM:Interact Administrator, one of your primary responsibilities is the proper setup of the FM:Interact modules and the associated Views. This lesson introduces you to the Modify View functions as well as different types of modifications you can perform.

Objectives:

Upon completing this lesson you will be able to:

• Define what a View is.

• Demonstrate how to modify a View, including:

o Adding a field to a View. o Rearranging fields on a View. o Renaming a field on a View. o Modifying the behavior of a field on a

View. o Designating a View as read-only.

About Views A View is the visual representation of the data in the FM:Interact database. It is, literally, what a User sees when he/she logs into the FM:Interact system and navigates through the different modules. If no Views were created, the User would have no way to see the data contained in the system.


What You Can Modify

To maintain data integrity, there are certain types of modifications you can make to a View. You can:

• Add a new View.

• Delete an existing View.

• Add fields to a View.

• Delete fields from a View.

• Modify the behavior of a field in a View.

• Add a child View to a parent View. In FM:Interact, navigate to System AdministrationManage ModulesBuilt-In ModulesSpace ManagementModify View to access the Modify View page for the Space Management module. From the list of Views to modify, select the Buildings View (2nd from the top). Click the OK button.

About the Modify View Page

The Modify View – Buildings page should display. For illustrative purposes, this page contains four sections.

1. View Layout options. 2. Field Display options. 3. Field Attributes options. 4. View links.

Each section is marked out on the next page of this guide. We’re going to look at each section in detail.


1. View Layout

Use the View Layout area to organize data on the View. Here we can see Tabs listed. Tabs are pages located on the View, and each can hold different information. There are also options to add, remove, or move the Tabs.

Grid Columns

Grid Columns display data in a Table format, and is the

only required tab (page) in the View. The Grid displays

at the top of the View window. The Grid displays a

summary of all the Records associated with the View.

Add Tab

Click the Add Tab button to add a Tab. Tabs allow you

to organize and display additional details in the View.

Tabs display record details. Tabs also display at the

bottom of the View window (except for the Grid

Columns tab, which takes up the top of the View).

Example: You can add a Tab to display record details.

When a User highlights a record in the Grid, the details

of that record can display in the details panel of the

View.

Remove Tab

When you select a Tab from the list, click the Remove Tab button to remove it.

Up/Down Arrow

When you select a Tab from the list, click the Up/Down

arrow to move where the tab displays on the View

window.


2. Field Display

This area displays the fields found in the selected View layout (e.g. Grid Columns or Detail Panel). For example, with the Grid Columns tab selected, you are able to see all the fields associated with the tab including Building Description and Building Code, among others. Every Tab is made up of the same columns, no matter the number or variance of fields located on it. Let’s look at the columns in the Field Display more closely:

1. Table This column identifies the table where the field is stored. There are many different tables which store data in FM:Interact, and each has a unique identifier.

• Example: B0 – Building or N0 – Employee and Spaces

2. Field Code This column identifies the database field codes that the table uses to describe the field. These are important if you utilize SQL commands.

• Example: BLDGCODE or SITEDESC 3. Field Name

This column shows the field description that will display to the User when they access the View.

• Example: Building Code or Site 4. Data Type

This column lists the type of data that is stored in the field. A detailed list of each type of data is presented in the appendix section of this document. 5. Up/Down

Once a field is highlighted, clicking the up or down

arrows will move the field up or down in position in

the list.


3. Field Attributes

When a field in the Field Display area is selected, details

about the field and the attributes of the field display in

this area. The Administrator can modify field behavior

from here. We will look at each part closely.

1. Field Label

The Field Label is what the User sees as the field

name while accessing the View.

2. Default Value

Use the Default Value option to populate the field

with a predetermined value. The Default Value

field also supports FMI Variable. These variables

populate the selected field with information from

the User who has accessed the system. For

example, when a User logs in, the FMI Variables

pull the User’s email address and phone number.

The syntax for these variables is presented here:

3. Display Expression

A Display Expression is simply a text message you

want to include on the View. When text is entered

here, an ‘i’ icon displays next to the field in the

view, and when the User hovers over the ‘i,’ the

Display Expression is revealed.

4. List Expression

The List Expression determines how values in a

drop-down list display on screen. For example,

Carpet;Wood;Tile are separated by a semicolon (;).

A User can then select from this list of values.

5. Display Condition

Using commands, the Display Condition hides a

field until a certain condition is met. For example,


the syntax A0.SPACETYPE IN (‘S-CONF’) will

display the selected field only if the Space type

column in the View has been set to Conference

Room. More than one condition can be selected.

6. Child Control

A Child Control displays relevant values based on

the parent selection. There are only a few data

relationships that support the parent/child control.

Example: In the Space Management module, when

you select a building, only floors related to that

building display. The parent is the building and the

child control displays certain floors.

7. Value Required

When a checkmark displays, the User must select or

enter a value for that field.

8. Read Only

Allows an administrator to indicate whether the field is read-only.

9. Display Only

Allows an administrator to add a field to multiple

tabs. Each instance of the field will display the data

value that is in the record at that time, so if the field

is edited on one tab, all instances of it will be

updated with the edit.

Note: When using this option, ensure that one

instance of the field is editable. One tab must have

an editable instance of the field while the Display

Only checkbox must be selected for all other

instances of the field for the data to save correctly.


10. Multiple Edit

Allows an administrator to designate the field as

one that can be edited for multiple records at a

time. When this is enabled, privileged users will see

an Edit Multiple button in the view and be able to

select multiple records to edit at the same time.


4. View Links

Each of these buttons has its own function that will help

you complete other changes to a View.

1. Options

Click to modify the types of actions a User can

complete on the View (e.g. Read/Edit). Also, use

the Options link to set filters that allow for a subset

of a View to display.

2. Save

Click to save any changes you have made to a View.

3. Save As

Click to save the existing View with a different View

name.

4. Close

Click to close the Modify View page without saving

any changes.

5. View Definition

Click to review the table structure for this View. Use

this link to troubleshoot errors or unexpected View

behaviors.

6. Color Coding

Click to close the Modify View page without saving

any changes.

Adding Fields to the Grid and the Tab

When you open the Modify View page, pay attention to the View layout. If the Grid Columns panel is highlighted, the fields are added to the Grid and NOT to the tab found in the detail panel. A good rule to follow is, whatever fields you have in the Grid, you should add to the Tab.


Activity 1: Modify Views– Part I The activities are each designed to address a specific

type of modification. If you choose, you can make all

the modifications at one time.

In Activity 1, you will:

• Add fields to a View and rename the fields.

• Delete fields from a View.

• Add a help message for a field.

• Create Read Only fields.

• Add tabs to a View.

Only Administrators

You must have Administrator roles, privileges, and

permissions to edit the built-in modules. For this

activity, as with all activities in this guide, you must

log into FM:Interact as an Administrator to have

access to the Administration node.

Activity 1, Part 1: Add Fields to a View

and Relabel the Fields on the View At times, you may get a request to add a field to a View. Often you add fields to a View to provide easy access to additional details that can help a User make a quick decision. Note: Before you make changes, go to the Room Occupancy View to look at the View.


Add Fields

To improve the usability of the Room Occupancy View, as an Administrator you will add the following fields to the View. In FM:Interact, navigate to System AdministrationManage ModulesBuilt-In ModulesSpace ManagementModify View to access the Modify View page.

Procedure: How to Add Fields to a View

• From the Modify View page, at the Select a View to Modify field, select the View you want to add a field to, and click the OK button.

• Example: Room Occupants

• Result: The Modify View – Room

Occupants page displays.

• Ensure that the Grid Columns View is selected.

• From the Add drop-down list, click Field.

• Result: The Add Field pop-up window

displays.

• Select the field you want to add to the View,

and click OK. Tip: Hold the Ctrl key on your

keyboard while selecting multiple fields.

• Example: FNAME and LNAME

• Result: The Modify View window displays

again, with the new fields at the bottom of

the list.

• Repeat steps 3 and 4 for the Tab – “Occupant

Information”. Click to select the tab in the View

Layout area.

Note: This is critical if you want the User to edit

or add data. The data is entered into the

system not though the Grid Columns, but

through the Tab named Occupant Information.

Field Name Field Label

Fname First Name

Lname Last Name


• Click to highlight the name of the field you just

added, and use the Up arrow feature to move it

to the desired position.

Procedure: How to Rename Fields

1. Select the field you want to rename.

• Example: FNAME

• Result: The field is highlighted, and the field

details display.

2. In the Field Attributes area, locate the Field

Label field, and change the name.

• Example: Change FNAME to First Name

3. Repeat steps 1 and 2 for the LNAME field.

LNAME Last Name

4. Click Save.

Note: This will only change the field name in the

Tab, not the Grid as well.

Result: The new fields with the appropriate field

labels now display in the User View.


Activity 1, Part 2: Delete Fields from a View Over time, you may want to remove a field from a View. You can quickly and easily remove the field, however, remember that the data will still exist in the database if a field is removed. Only the visibility through the View will be removed. To improve the usability of the Room Occupants View,

you will delete the following fields from the View:

• N0 ENAME Employee

• N0 TITLE Job Title

Note: Before you make changes, go to the Room

Occupants View to see how it appears before the

modifications.

In FM:Interact, navigate to System

AdministrationManage Modules Built-In

ModulesSpace Management Modify View to

access the Modify View page.

Procedure: How to Delete a Field from a View

1. From the Modify Page, in the Select a View to Modify list, select the View to modify. Click the OK button.

• Example: Room Occupants

• Result: The Modify View – Room

Occupants page displays.

2. Select the field you want to delete from the

Field Display.

• Example: N0 ENAME

3. Click the Remove button. Result: The field is removed from the View.

4. Repeat steps 2 and 3 for each field you wish to remove. Example: N0 TITLE


5. Repeat steps 2 through 4 to ensure the fields

are removed from both the Grid Columns and

the Tab – “Occupant Information.”

6. Click the Save button.

Navigate to the Room Occupants View, within the

Space Management module. Note that the ENAME and

TITLE fields are gone, and the FNAME and LNAME fields

are now present.


Activity 1, Part 3: Modifying the Behavior

of a Field As an FM:Interact Administrator, you may want to

control what a User can do with a field. You can modify

the behavior of a field by changing its attributes. You

modify the attributes of a field in the Field Attributes

section of the page.

In this activity, we will modify the Room Occupants

View by designating the Employee# field as a read-only

field.


Occupants View to see how it appears before any

modifications are made.





Procedure: How to Modify the Behavior of a Field

1. From the Select a View to Modify list, select the

View you want to modify. Click the OK button.

Example: Room Occupants

Result: The Modify View – Room Occupants

page displays.

2. In the View Layout section, click to select Tab –

“Occupant Information” to ensure the changes

are being made to the correct Tab and not the

Grid.


Note: you will not be able to make these

changes in the Grid.

3. Select the field you want to modify.

Example: N0 EMPID Employee #

Result: The field is highlighted, and the field

details display in the Field Attributes area.

4. In the Field Attributes section, click to ensure a

checkmark appears in the checkbox of the

Display Only field.

Result: A checkmark displays, rendering the

Employee # field read-only.

5. Click the Save button to save changes to the

View.


Activity 1, Part 4: Create a Field Display

Expression (Help Message) A field expression is simply a help message that displays

next to a field. An ‘i’ icon displays next to the field

signifying a display expression exists for that field.

Throughout the FM:Interact system, the term ‘Group’ is

used to identify departments within an organization.

You will add a field expression to provide an explanation

to the User that ‘Group’ is synonymous with

‘Department.’








Procedure: How to Add a Display Expression





page displays.

2. Select the Tab from the View Layout section

where you want to make the changes.

Example: Tab – “Occupant Information”


3. From the Field Display section, select the field

you want to write a Display Expression for.

Example: N0 GROUP_

Result: The field’s attributes display in the Field

Attributes section.

4. At the Display Expression field, type the help

message for this field.

Example: Group and Department are

synonymous.

5. Click the Save button to save changes to the

field.

Navigate to the Room Occupants View within the Space

Management module. When a record is selected, the

field in the Detail Panel now displays with an ‘i’ icon.

When the User hovers over the ‘i’, the help message

displays.


Activity 1, Part 5: Add a Tab to a View Use Tabs to organize and present fields that a User can

view and edit in the detail panel of a View. Through the

Tab, the User adds new records, or modifies existing

ones.

It is critical to have Tabs for data entry.

In this activity, you will add a new tab with fields to the

Room Occupants View. The new Tab will be named

‘Activity’, and it will contain the following fields:

• GROUP_ Group Code

• TITLE Job Title

• FNCODE Job Code

• SPCODE Space Standard








Procedure: How to Add Tabs to a View





page displays.

2. Click the Add Tab button.


Result: A new Tab named Tab – “Tab 2” is

created, and a blank Field Display is created

where you can add fields.

3. In the Tab Label field, type a name for the new

Tab.

Example: Activity

4. From the Add drop-down list, click Field.

Result: The Add Field pop-up window displays.

5. Select the fields you want to add to the Tab.

Example: GROUP_ Group Code

TITLE Job Title

FNCODE Job Code

SPCODE Space Standard

Tip: Hold the Ctrl button while selecting

multiple fields at once.

6. Click the OK button.


page displays again.

7. Click the Save button to save the changes to the

View.

Navigate to the Room Occupants View in the Space

Management module to see the new Tab. Click to

select any record to View the new Tab.


Activity 2: Modify View – Part II As the FM:Interact Administrator, one of your primary responsibilities is the proper setup of the FM:Interact modules and the associated Views. This lesson introduces you to the Modify View functions as well as different types of modifications you can perform.

Objectives:

Upon completing this lesson you will be able to:

• Demonstrate how to use View options to: o Control the read/write access to a View. o Rename a View. o Create Administrator only views. o Filter Views.

About the View Options Page




access the Modify View page. Select the Buildings View

and click OK.

In the View Links section of the Modify View –

Buildings page, click the Options button. The View

Options pop-up window allows the Administrator to

refine how the User sees and interacts with a View.

Let’s look at each section in more detail:

1. View Label

The description of the View found in the navigation

panel/tree.


2. Module Code Identifies the module node where the View displays. 3. Add/Edit/Delete Settings Determines the actions that can be performed in the View:

Read-Only: This View cannot have data added, edited, or deleted. Intended for browsing only. Modify – Read/Edit: This View allows reading and editing of existing data (cannot add or delete data in this View). Full – Read/Edit/Add/Delete: This View allows reading, editing, adding, and deleting of data. Add – Read/Edit/Add: This View allows reading, editing, and deleting of data (cannot add data). Delete – Read/Edit/Delete: This View allows reading, editing, and deleting data (cannot add data to this View). Insert Only – One Time Add: This View allows for one time addition of data, usually to a new View that needs to have its data populated. No Details – Read Only: This View does not have a Details Panel and only allows the User to View the Grid Columns.

4. FM:Interact View ID Use this field to create a URL link to the View from the HTML pages. Enter a two-letter identification: ../scripts/fmiform.aspx>viewcode=<two-letter View ID> 5. View Filter Using SQL code, filters allow for a subset of a View to display.


Example: You may want to see only rooms found in Building 900 in the Room Update View. To do this, you would use the following expression: BLDGCODE=’900’. 6. Sorting Order Using SQL code, Sort Order allows you to define the order by which fields will appear. Example: You want the room update View to sort by building first, and then room. You would use the following expression: BLDGCODE, RMID. 7. Admin Only Click the checkbox to display a checkmark if you want to make this View only available to the Administrator. For new Views, you will also need to set up permissions for the Administrator role. 8. OK Button Click to save changes to the View options. 9. Cancel Button Click to cancel the View options without saving any changes. 10. Security Button Click to launch the Edit Views Permissions View. Through this View you make other Views available to various FM:Interact roles.


Activity 2, Part 1: Creating a New View

from an Old One. Often you want to use an existing View as the basis for a

filtered View. It is important that you maintain the

original View, and so should create a copy of the

original View.

Scenario: You want to create a Floors/Drawings View

that is specific to a building.





Procedure: Creating a New Specified View

1. From the Select a View to Modify list, choose

the established View you wish to use in creating

a new View. Click OK.

• Example: Floors/Drawings

• Result: The Modify View – Floors/Drawings

displays.

2. From the View Links section of the page, click

the Save As button.

• Result: The Save View As window pops-up.

3. In the Label for New View field, type the name

of the new View.

• Example: LA Parkway Dr. Floors/Drawings

4. From the Module for New View list, select the

module you want to contain the new View.

• Example: Q Space Management


5. Click OK.

• Result: The new View is saved and you return to

the Modify View page for the new View

(Modify View – LA Parkway Dr.

Floors/Drawings).

6. Click the Options button.

• Result: The View Options – LA Parkway Dr.

Floors/Drawings pop-up window displays.

7. At the View Filter field, type the SQL statement

for the filter.

• Example: BLDGCODE=’502’

• Result: The filter says to only show values

associated with the Building Code 502.

8. Click OK.

• Result: The filter is saved, and you return to the

Modify View page.


10. Click the Close button.

• Result: The new View is created and can be

accessed in the Space Management module.

Note: The View is not available to Users until it is

permissioned. Views are permissioned in the Manage

Security node. This process will be looked at later.


Activity 2, Part 2: Rename a View and

Make it Read-Only You will modify the Job Codes View as follows:

• Rename the Label to ‘Test Job Codes’.

• Change the View to Read-Only.





Procedure: How to Modify the Add/Edit/Delete

View Options

1. From the Select a View to Modify list, choose

the View you wish to modify. Click OK.

• Example: Job Codes.


• Result: The View Options – Job Codes pop-up

window displays.

3. In the View Label field, type the new name for

this View.

• Example: Test Job Codes

4. At the Module Code field, verify the

appropriate module is selected.

• Example: Q Space Management

• Note: This identifies where the View can be

accessed.

5. From the Add/Edit/Delete Settings drop-down

list, choose the correct modification setting.

• Example: Read Only

6. Ensure that the Admin Only checkbox does not

have a checkmark within it.


• Result: The View Options are set and you

return to the modify View page.



• Result: The View modifications are saved.

To see the changes, you must sign out of FM:Interact,

and then sign back in.

With the previous actions completed, and the proper

security/permissions set, the User sees the modified

View. The Add and Edit buttons are no longer available,

and the name of the View has changed to Test Job

Codes.


Activity 2, Part 3: Create an Administrator

Only View The View Options window allows the Administrator to

refine how a User sees and interacts with a View. This

includes designating views as Administrator only.

From the Space Management module, there is a View

called Admin – Employee Update View. You will modify

this View to make it an Administrator only View.





Procedure: How to Designate a View as

Administrator Only


View to modify. Click the OK button.

• Example: Admin – Employee Update View


• Result: The View Options – Admin Employee

Update View

3. Click to display a checkmark at the Admin Only

checkbox. Click OK.

4. From the Modify View page, click the Save

button.

To see the changes, you must log out and log back in. If

logging in as a User, you will not see the View now.


Activity 3: Modify View – Part III Modify

Views Using Filters Filters are used to present a subset of data in a View. In

this activity, you will take an existing View, save the

View with a new name, and add the appropriate filter.

Scenario: As the CEO of a company with multiple sites

and buildings, you realize there is a need to use security

settings and View filters to control what your Space

Planners can see. When managing a building, the Space

Planners will only see information relevant to that

building. We will be using the LA Columbia Center in

this scenario. In this activity, you will take existing

Views and create filtered Views specific to one of the

buildings. You will then create security groups and roles

specific to one building. Once the roles, privileges, and

permissions are established, you will then create User

credentials for each Planner as well as a Director who

can access information from both sets of Views.





Remember, to create Views from other Views, we use

the Save As button in the View Options page. In this

activity, we will be accessing the: Buildings, NA Room

Association, and Floors/Drawings Views and using the

Save As function to create copies of the Views. The

following table demonstrates the workflow for copying

an existing View and using filters in order to create a

new View:

Copy Existing View…

Save View As…

Command Statement

Meaning

LA Columbia Center Views

Building View LA Columbia Center Building

BLDGCODE=’160’ Filter data to only show information related to building code 160

Floors/Drawings View

LA Columbia Center Floors/ Drawings

BLDGCODE=’160’ Filter data to only show information related to building code 160

NA Room Association View

LA Columbia Center Room Association

BLDGRMID like ‘160%’

Filter data to show rooms that are in the building named “Columbia Center”


Procedure: How to Modify a View with a Filter


first View and click OK.

• Example: Floors/Drawings

2. From the Modify View – Floors/ Drawings

page, Click the Save As button.

• Result: The Save View As page displays.

3. In the Label for New View field, type the name

of the new View. .

• Example: LA Columbia Center Floors/ Drawings

4. From the Module for New View list, choose the

module where the new View will be located.

• Example: Space Management

5. Click OK.

• Result: The new View is saved and you return to

the Modify View page for the new View (LA

Columbia Center Floors/ Drawings View).

6. From the Modify View page, click the Options

button.

• Result: The View Options – LA Columbia Center

Floors/Drawings pop-up window displays.

7. At the Add/Edit/Delete Settings field, select the

Full-Read/Edit/Add/Delete option.

8. At the View Filter, type the filter statement.

• Example: BLDGCODE=’160’


10. From the Modify View page, click the Save

button.

• Result: The filtered View is saved.

11. Repeat steps 1 through 10 for each View you

need to create. Use the details in the table at

the beginning of the activity to create the new

Views.


• Example: LA Columbia Center Building and LA

Columbia Center Room Association.

The filtered Views are not available until the Views are

permissioned to a role. Later in the activity guide, you

will create new groups and assign permissions to these

newly created Views


Activity 4: Relocate a Legend creating a

Graphic Theme

Managing floor plan drawings and graphic views is an

important task that you will complete as the

administrator. Follow the procedure below to relocate a

legend creating a graphic theme.

We recommend that you also complete the Space

Management and AutoCAD or Revit courses for more

information on managing floor plan drawings.

Procedure: Relocate a Legend creating a Graphic

Theme

1. Navigate to Space Management Sites Site

(Chicago) Building (900 Western

Headquarters) Floor (6th Floor)

2. From the floorplan drawing toolbar, choose the

Floor Types graphic view.

3. Click the Multi-Select Graphic Theming icon on

the floorplan drawing toolbar.

4. From the Graphic Themes menu, scroll down to

the View Settings section and click on the Place

Legend icon (4 arrowed crosshair icon).

5. From the Place Legend window, choose the “Set

for the following floors” option and select the

“900 (Western Headquarters) 6th Floor. NOTE:

The legend is highlighted and now moveable.

6. Click and drag the legend into the desired

location.

7. Click Place. NOTE: The new legend location is

saved.

8. From the Graphic Themes menu, click the Save


Custom Themes button.

9. Save the Graphic Theme as “Floor Types New

Legend Location”.

10. Choose the “Global” theme type. NOTE:

Personal graphic themes will be available for

use by the user who created the graphic theme.

Global graphic themes will be available for use

by all users in the role(s) that are permissioned

to access the graphic theme.

11. Click Save.


Procedure: Edit the Legend Settings

1. In the View Settings section of the Graphic

Themes popup window, click the Edit Legend

icon next to the Legend checkbox.

2. From the Edit Legend window, enter the Count

Title “Count” and check the Count checkbox.

3. Click OK. NOTE: The Legend is updated with a

count of floor types.

4. Click Save Custom Theme button.

5. Close the Graphic Themes window.

Using Security to Control the User Experience


Using Security to Control the User

Experience You can use the Security controls in FM:Interact to

manage the User experience. During the initial

installation, consultants from FM:Systems create the

security setup you will use.

Objectives

Upon completing this lesson, you will be able to:

• Define key security concepts.

• Differentiate between a Security Group and a

Security Role.

• Create a Security Group.

• Create a Role.

• Establish permissions for a Role.

• Create new Users.

• Assign Users to Groups.

• Set general Power Users.

• Distinguish between the capabilities of a Power

User vs. a General User.

Security Definitions and Concepts System security ensures the right roles have access to

the right information within FM:Interact. Proper

security allows Users to access what they need to do

their jobs without accessing other areas of the system.

Before we move forward, we will need to define a few

general concepts.


Security Group

A Security Group is a “container” that holds FM:Interact

Users. Users are assigned to a Security Group.

Security Role

A Role is a “container” that holds the privileges and

permissions that allow for the completion of certain

tasks and activities in FM:Interact.

Group/Role Mapping

The mapping process associates Roles with Groups.

Anyone assigned to a Security Group can perform the

tasks of all the Roles mapped to that group.

Page Permissions

Page Permissions outline the tasks and activities that

can be assigned to a role including defining what

displays in the Navigation Tree.


AdministrationManage Security to access the

Manage Security nodes.

The Process of Setting Up Security

Internal to FM:Interact System security ensures the right roles have access to

the right information within FM:Interact. Proper

security allows Users to access what they need to do

their jobs without accessing other areas of the system.

Post implementation, the FM:Interact Administrator

maintains system security.

The Process of Setting up Security

Its okay if you don’t understand each step yet. You can

come back and review this table after the activity.

Stage

Security

Security Groups

1 The Administrator creates a new security group.

Roles

2 The Administrator creates roles.

3 The Administrator determines the role’s home page ranking.

Permissions (System Permissions)

4 The Administrator permissions to the role system. Permissions include:

• Privileges

• Modules

• Views

• Sites

• Etc.

Permissions (Sitemap)

5 The Administrator assigns the role access to modules and nodes on the Navigation Tree.

Group/Role Mapping

6 The Administrator maps FM:Interact roles to a security group through the Group/Role Mapping function.

Users

7 The Administrator assigns Users to Security Groups.

8 If appropriate, the Administrator assigns power User rights to a User.


Power Users Power Users have specific rights and privileges in the

system. Power Users are designated based on the

licensing agreement established between your

organization and FM:Systems.


AdministrationManage Security

UsersUser List to access the User List View.

About the Power User Role

When an organization purchases the FM:Interact

software, licenses are also purchased. Licenses include

Power Users for each FM:Interact module. We are

going to look at each type of Power User.

System Administration Power User

This Power User has the rights to perform any task that

is listed under the System Administration node of the

Navigation Tree. This Power User SHOULD NOT have

the right to Add, Edit, or Delete individual View, unless

granted rights as a General User.

General User

This Power User has the rights to Add, Edit, and Delete

any User Views and system Views that he/she has

privileges to access. This Power User does not have

access to the System Administration functions of the

system.

Space Management Power User

This Power User has the rights to Add, Edit, or Delete rows in the following tables:

• Building (B0)

• Floors (L0)

• Groups (G0)

• Space Types (T0)

• Space Standards (S0)

• Space Inventory (A0)

Real Estate Portfolio Management Power User

This Power User has the rights to Add, Edit, or Delete rows in the following tables:

• Building (B0)

• Leases (C0)

Asset Management Power User

This Power User has the rights to Add, Edit, and Delete rows in the following tables:

• Inventory Tables

• Asset Catalog Table

Project Management Power User

This Power User has the rights to Add, Edit, and Delete rows in the following tables:

• Contracts (PC)

• Invoices (PI)

• Team Members (PT)

• Project Managers (PM)

• Phases (PA)


Move Management Power User

This Power User has the rights to Post, Lock, and Unlock

moves.

Facility Maintenance Supervisor Power User

This Power User has the rights to Dispatch, Archive, and

Close Work Orders. This Power User can also Add, Edit,

and Delete from the Work Breakout Table (SB).

Facility Maintenance Technician Power User

This Power User can Add, Edit, and Delete rows from

the Work Breakout Table (SB).

Power User: Privileges and Permissions

There are a few rules to understand how the Power

User role is implemented.

1. A User must be associated with a role that has

the security privileges and permissions already

set up to match a certain Power User’s rights

and privileges.

2. A User must be identified as a Power User to

perform the functions of a Power User.

Example: There is a Security Group called Space Admin.

The Role mapped to this Security Group is called Space

Czar. The Space Czar Role has the following privileges and permissions: the ability to Add, Edit,

and Delete rows in the following tables:

• Building (B0)

• Floors (L0)

• Groups (G0)

• Space Types (T0)

• Space Standards (S0)

• Space Table (A0)

These privileges and permissions match the rights of a Space Management Power User.

There are two Users in the Space Admin security group:

• Pete Maverick

• Don Draper

Since the Space Czar Role is mapped to the Space Admin Security Group, these two Users have

the privileges and permissions of the Space Czar Role.

As the FM:Interact Administrator, you identify Don Draper as a member of the Space Admin

Security Group as well as the Space Management Power User Role. Don will be able to execute

the privileges and permissions of a Space Management Power User. Peter Maverick will NOT be

able to perform the functions of a Space Management Power User because Pete has not be

designated as a Power User.

Power User and Site License

When implementing a Site License model, grant all Users a Power User Role. This way, you can

then focus on assigning the appropriate privileges and permissions to the FM:Interact Roles.


Activity 5: Managing the User Experience

through Security Previously you created queries to filter Views for the LA

Columbia Center building. Now you will use security

features to further control how the Space Planner Role

interacts with the system.

Types of Activities There are a series of steps you complete to create new

Security Groups, Roles, and Filtered Views. In this

activity, you will:

1. Create a new Security Group for LA Columbia

Center.

2. Create a new Role for LA Columbia Center.

3. Assign Privileges and Permissions to the Role

based on the building the Role supports.

4. Create the Navigation Tree for the new Role.

5. Map the Role to a Security Group.

6. Create a New User.

7. Assign the new User to the appropriate Security

Group.

8. Designate Power User assignments to the Role.

Only Administrators

Remember, you must have Administrator roles,

privileges, and permissions to create, modify, or delete

security settings in FM:Interact. You must log into

FM:Interact as an Administrator to complete this

activity.

GroupsSecurity Group List to access the

Security Group List page.


Activity 5, Part 1: Create a New Security

Group


AdministrationManage Security Security

Groups Security Group List

Procedure: How to Create a New Security Group

1. Click the New Security Group button.

• Result: The New Security Group page displays.

2. In the Group field, type the name for the new

Security Group.

• Example: LA Columbia Center


• Result: The new Security Group is saved.

Activity 5, Part 2: Create a New

FM:Interact Role You use the Role List to see the FM:Interact Roles and

associated privileges. As the FM:Interact Administrator,

your primary responsibility is to ensure you have:

• The necessary FM:Interact Roles defined in the

system.

• Associated the Role(s) to the appropriate group.

• Granted the appropriate privileges and

permissions to the Role.

• Designated Power Users where appropriate.



RolesRole List to access the Role List View.


Procedure: How to Create a New FM:Interact Role

1. Click the New Role button.

• Result: The Name and Description page

displays.

2. In the Name field, type the name for the new

Role.

• Example: LA Columbia Center Space Planner

3. In the Description field, type a description of

the new Role.

• Example: Type a description for the LA

Columbia Center Space Planner.

4. Click OK.

• Result: The Role Information page displays.

5. Click the Rank and Home Page link.

• Result: The Role Rank and Home Page page

displays.

6. At the Ranking field, type 1000.

7. Click OK.

• Result: The Role rank is saved, and you return

to the Role Information page.

Activity 5, Part 3: Setting a Role’s Content

Privileges In FM:Interact, navigate to System


PermissionsPrivileges to access the Privilege

Permissions page.

Procedure: How to Assign Privileges to a Role

1. From the Privilege Type drop-down, select

Content.

• Result: A list of content privileges displays.

2. Click the checkbox next to the privilege(s) that

you want to associate with the role.

• Example: Upload Documents, Publish Drawings, Edit Info View

3. Click the Edit Security button.


Result: The Edit Privilege Permissions page

displays.

4. Click the checkbox to display a checkmark next

to the role(s) that you want to assign these

privileges to.



• Result: The system displays the updated

privileges assigned to the role(s) on the

Privilege Permissions page.

Activity 5, Part 4: Setting a Role’s Module

Privileges In FM:Interact, navigate to System


PermissionsModules to access the Module

Permissions page.

Procedure: How to Assign Modules to a Role

1. Click the checkbox next to the module that you

want to associate with the role.



• Result: The Edit Module Permissions page

displays.

3. Click to display a checkmark next to the role(s)

that you want to have access to the selected

module.


4. Click OK.

• Result: The Module Permissions page updates

with the new Role(s) added.


Activity 5, Part 5: Setting a Role’s View

Privileges In this activity, you will assign access to specific

FM:Interact Views.



Permissions Views (Pages) to access the

Views Permissions page.

Procedure: How to Assign Views (Pages) to a Role

1. From the Module drop-down list, select the

module that contains the Views you wish to

permission.


2. Click to display a checkmark next to the Views

that you wish to associate with the role.

• Example: LA Columbia Center Building, LA

Columbia Center Floors/Drawings, and LA

Columbia Center Room Association


• Result: The Edit Views Permissions page

displays.

4. Click to display a checkmark next to the roles

that you want to associate with this page, and

click OK.


• Result: The Views Permissions page displays

with the updated Role.


Activity 5, Part 6: Setting a Role’s Graphic

View Privileges In this activity, you will assign access to specific

FM:Interact Graphic Views.



PermissionsGraphic Views to access the

Graphic View Permissions page.

Procedure: How to Assign Graphic Views to a Role

1. Click the checkbox at the top of the Graphic

View Permissions page to select all Graphic

Views.

• Result: All Graphic Views are selected.


• Result: The Edit Graphic View Permissions

View displays.

3. Click to display a checkmark next to the Role(s)

you want to associate with the Graphic Views.


4. Click OK.

• Result: The Graphic View Permissions View

updates with the added Role.


Activity 5, Part 7: Setting a Role’s Report

Privileges In this activity, you will assign access to specific

FM:Interact reports.



PermissionsReports to access the Report

Permissions page.

Procedure: How to Assign Reports to a Role

1. From the Module drop-down list, select the

module that contains the reports you wish to

permission.


• Result: A list of reports within the selected

module display.

2. Click the checkbox next to the reports that you

wish to permission.

Example: 2.01 Space Analysis by Building, 2.02

Departments by Building, 2.03 Space

Chargeback Report, and 2.05 Space Allocation

by Department


• Result: The Edit Report Permissions page

displays.

4. Click to display a checkmark next to the Role(s)

you want to associate with the reports.


5. Click OK.

• Result: The Report Permissions page updates

with the new Role.


Activity 5, Part 8: Setting a Role’s

Navigation Tree Options In this activity, you will define the Navigation Tree as

seen by a person in the LA Columbia Center Space

Planner Role. For each Role, the FM:Interact

Administrator defines what displays in the Role’s

FM:Interact Navigation Tree.



PermissionsSite Map(Menu) to access the Site

Map Permissions page.

Procedure: How to Set a Role’s Navigation Tree

1. Click the checkbox next to each node you want

to associate with the role.

• Example: Root, Home, Search, Space

Management, and Help

• Result: Every node gets a checkmark when you

select Root. Go through and deselect each

module you do not want to appear for the Role.

Click the Edit Security button.

• Result: The Edit Site Map Permissions page

displays.

2. Click the checkbox next to the roles that you

want to associate with the site.



• Result: The Navigation Tree options are saved.


Activity 5, Part 9: Complete the

Group/Role Mapping In this activity, you will assign the Role you have created

to the appropriate Security Group.


AdministrationManage Security Security

GroupsGroup/Role Mapping to access the

Group/Role Mapping View.

Procedure: How to Assign a Role to a Group

1. Click the Edit button next to the Group you

want to associate the new Role with.


• Result: The Edit Role Assignment page displays.

2. Click the checkbox next to the Role(s) you want

to associate with the selected Group.


3. Click the Update button.

• Result: The Edit Role Assignment page closes

and the Role displays associated to the selected

Group.


Activity 5, Part 10: Create a New User for

the Security Group As an FM:Interact Administrator, you can add new

Users to FM:Interact.

Caution! You can only add Users to FM:Interact if you

use FM:Interact’s internal security.



UsersUser List to access the User List page.

For this activity, you will create a new User in the

Security Group of the LA Columbia Center.

Procedure: Create New Users

1. Click the Create new User button.

• Result: The Create User page displays.

2. Fill out the new User information by referencing

the image on the right.

3. Click the Next button.

• Result: The User page displays.

4. From the Groups list, select the Security Group

the User will belong to.


5. From the Power User list, choose the type of

Power User to be associated with this User.

• Example: General User.

6. Click OK.

• Result: The new User is assigned to the

appropriate Security Group with the

appropriate Power User abilities.


Activity 5, Part 11: Test the New User To test your security setup, log into the training system

with the following credentials:

User Name: LColumbia

Password: fms

Answer the following question:

Go to the LA Columbia Center Room Association View.

Do you have Add/Edit/Delete capabilities?

The answer should be yes.


Appendix

Field Types

Char (C) – Character Field

Character fields may contain any combination of letters,

numbers, or punctuation, and can be sorted

alphanumerically.

Number (N) – Numeric

Use the Numeric fields to store values used in calculations. When establishing the length of the numeric, count decimals as part of the number’s length. For example, the number 123.56 has a length of six. Note: A field may contain numbers yet not be a numeric field because the number is not used in a calculation.

DateTime (D) – Date

Date fields contain a date in proper date format as

defined by the Web Server’s Windows settings. The

default format is: mm/dd/yyyy followed by hh:mm:ss in

24 hour standard. If no is entered, the system will

automatically append the midnight hour to the time

field. Use this field for date/time stamps.

Time (T) – Time

Time fields contain a time format as follows: hh:mm:ss in 24 hour standard. Use this field to designate lapsed time.

Date (A) – Date

Date fields contain a date in proper date format as

defined by the Web Server’s Windows settings. The

date field can sort from most recent to least recent. It

follows the mm/dd/yyyy format.

UTC Date Time (U) – Universal Time Code DateTime

The Universal Time Code (UTC) normalizes the date

time information stored in FM:Interact. UTC is based on

Greenwich Mean Time. The system will automatically convert time enters in EST, for example,

to UTC time, which is 5 hours ahead.

Memo (M) – Memo

Memo fields are large character fields that store at least 2,000 bytes of text. The capacity of the

memo field depends on the database platform. Use the memo field to display lengthy

descriptions, notes, or comments.

Logical (L) – Logical

Logical Fields test a true/false statement. Use this one character field to enter a Yes or No (Y/N)

option, or create a checkbox that, when checked, indicated a true (yes) response.

Currency (B) – Currency

The currency field is used for monetary values. When naming the field, the name cannot exceed

nine characters. The system appends a tenth character, a ‘T’, at the end of the file name. When

currency is selected as a field type, the Field Width and Decimal fields automatically populate.

• Field Width – The default width for currency is 19.

• Decimal – The default decimal field for currency is 4.

When the field Type Currency is selected, a new Field Type is created that is read only.

• Field Type – Displays the currency field type value (e.g. CURRT). This field stores ISO

currency symbols that are used with the currency field.

• Field Width – This read only field displays a default width of 5.

• Decimal – The read only field displays a value of 0.

NChar (E or F) – Unicode Character

Stores Unicode characters. Unicode characters are a list of every useful character type whether

it be mathematic symbols to glyphs to any sort of punctuation.

NVarchar (H) – Variable Length Unicode Character

Stores Unicode characters of various lengths.

Varchar (J) – Variable Character

Stores values of variable lengths from Characters and Numeric values to Logical Expressions and

Dates.

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