System / SaaS Administrator
System / Mobile Apps Manager
Space / Space Inventory / Space Manager

Manage Space Surveys (for Space Book mobile app)

If field auditors at your site use the Space Book mobile app to perform space surveys, the facility manager may need to manage aspects of the surveys using the following Web Central tasks:

• System / SaaS Administrator / Manage Space Surveys
• System / Mobile Apps Manager / Manage Space Surveys
• Space / Space Inventory / Space Manager / Manage Space Surveys

Note: Users conducting surveys with the Space & Occupancy Survey mobile app do not need to work with this task because they automatically update the inventory on the database server when they close the survey from the mobile device.

Use this task to make basic changes to the survey, review the status of surveys, review survey results and edit them as necessary, and close out surveys.

• In the left pane, this task lists all open surveys at your site. If a mobile user has already closed out a survey from the field, the system will not present that survey in the list.
• In the right pane, you can view the Survey Items (the rooms surveyed) for a particular survey.

Find survey items with comments or pictures

Often, the field surveyor will document the most significant differences between the field conditions and the electronic inventory with a photo or comment. As a facility manager, you can quickly see the items that have comments or pictures from the field auditor by setting the filter to show only survey items with photos or comments. Once you have this set of items, you can review the comments and photos from the field auditor and take appropriate action.

1. In the top right corner, select the Photo or Comments Filter On button.
2. Archibus lists only the survey items that have a value for Survey Photo or Room Survey Comments.
3. To view the photo, move to the Survey Photo field and click the Show Document button, located to the right of the field value.

Determine completed and in-process surveys

A manager may wish to scan the list of surveys and determine which have been completed by mobile users and which are still in process.

1. In the left pane, review the list of surveys and the value of the Status field.
   • It the Status is Issued to Auditor, the survey is still in process. The supervisor must wait for the auditor to finish before taking any action on this survey or its Survey item records.

   • If the status is Audit Completed, the supervisor can review and, if necessary, edit the Survey Item records. They can then close out the survey, as described below. When the Status if Audit Completed, the field auditor has run the Complete Survey action and the survey no longer displays on their mobile device.

Edit a survey description

The mobile app users generates the space survey from the mobile device. As a facility manager, you may find that you need to change the description of the survey.

1. Select the survey in the left pane and choose the Edit button.
2. In the resulting form, enter a new value for Description.
3. Select Save.

Change a survey date

When the mobile user generates the survey and then syncs, the system completes the Survey Date with the date that the user initiated the survey. Suppose the mobile user isn't going to actually survey the facility for a few days; in this case, you may wish to change the Survey Date and enter the date that the survey will actually commence.

1. Select the survey and choose the Edit button.
2. In the resulting form, enter a new value for Survey Date.
3. Select Save.

Check on the status of a survey in process

During the execution of the survey, the manager may want to know how the survey is progressing. After the auditors sync but before they complete or close the survey, the manager can review the Changed by Mobile User? field to see the scope of the changes made thus far.

1. Select the survey in the left pane; the right pane displays the Survey Items (rooms) which will be examined in this survey.
2. In the Survey Items pane, scan the values for the Changed by Mobile User? field.
   • For any room that did not match the description and for which the auditor had to update information, the Changed by Mobile User? value will be Yes.
   • If field conditions match the description and no updates were made, the value will be No.

   • Once the auditor closes the survey, all records will have a value of Yes for the Changed by Mobile User? field.

Note: When a field auditor creates a survey and generates Survey Item records, the system sets the status of each Survey Item record to "Claimed by Surveyor." If the auditor while in the field makes any changes to the Survey Item records, the system updates the status to "Changed by Surveyor." When the auditor completes the survey, the system sets the value to "Changed by Surveyor."

Review survey results and edit as necessary

Note: If the auditor has permission to close the survey (using the Close Survey button from the mobile app), the system will immediately update the inventory with the survey results and the manager will not have the opportunity to review survey results or close out the survey, as described below.

When the auditor completes the survey by choosing the Complete Survey button, the system will update the Survey Status to "Audit Completed." The manager can then review the survey results before posting them to inventory and make edits as necessary. This is handy for ensuring that they don't unintentionally update the inventory with errors.

• The manager may need to correct inaccurate values entered by the field auditor. For example, if the field auditor asks a room occupant the room use, and the occupant provide incorrect information, the manager can correct the incorrect value.
• An auditor was not sure of a value for a field and so left it blank; the manager can now enter the correct value.

In these types of situations, the manager may have more comprehensive information than does the field auditor, and can edit the Survey Item record to enter any required corrections.

1. Select the survey in the left pane; the right pane displays the Survey Items (rooms) that were examined in this survey.
2. Scan the list of Survey Items in the right pane.
3. For any Survey Item for which you question the values, choose the Survey Item's Edit button.
4. In the resulting Edit Survey Item form, enter the correct value.
   
   
5. Click Save to save your change and return to the list of Survey Items.

Close out a survey

When the manager has reviewed the survey items and made any necessary adjustments to the Survey Item records, they are ready to close out the survey and update the inventory records with the audit results. To close the survey, the manager uses the survey's Close button.

1. Select the survey in the left pane; the right pane displays the Survey Items (rooms) that were examined in this survey.
2. Choose the Close button.
3. The system confirms that you want to update the Rooms table with the values from the corresponding Survey Item records.
4. Choose Yes to continue.

Closing the survey:

• copies the audit information from the survey to the inventory table (the Rooms table)
• removes the survey and its survey items from the Manage Space Surveys view