Space / Space Inventory / Room Inventory -- Set Up & Manage (Transactional)
Space / Space Inventory / Space Manager (Transactional)
Space / Space Chargeback / Space Chargeback (Transactional)
Space / Occupancy/ Space Manager

Reconcile Workspace Transactions

The Reconcile Workspace Transactions task synchronizes the information in your Rooms and Employees tables with the Workspace Transactions table. It is run as a job and can be found in the My Jobs list. Web Central reports will warn you if you need to run Reconcile Workspace Transactions. Additionally, you can schedule the system to regularly run Reconcile Workspace Transactions.

Specifically, the task does the following:

Note: While the system is reconciling workspace transaction, you should not perform other operations on employee and location records.

Note: If you intend to charge back space to departments, consider the following point. When you run this task for the first time, it completes each Workspace Transaction record with a Start Date of the current date. Before this date, there is no history of workspace transactions, so this is appropriate. However, if an organization wants to calculate chargeback over the whole year, the system will obtain values for only the portion of the year that Workspace Transaction records are available. This may not be desirable. To mitigate this, you may wish to set all Workspace Transaction records' Start Date to NULL after the first time that you run this task.

Note: If your site runs this task and also uses the Hoteling application, you may produce inconsistent data. See Hoteling / Management Reports / Over-allocated and Under-allocated Rooms.

Note: The initial synchronization sets the Start Date to the current date. If it is desired to calculate totals and chargeback on a date range before the initial synchronization, then make all Start Dates NULL.

Note: The AllocatePctSpaceOnDpChanges application parameter can affect this function. See Separate Allocation from Occupancy Changes (Transactional Method).

Uses

This task is useful if you have developed a non-transactional space inventory and you have Rooms table, but no Workspace Transaction records. Rather than manually creating a Workspace Transaction record for each room, call this action to have the program automatically generate records in the Workspace Transactions table. For any new records that you create with the transactional method, the system will automatically create the Workspace Transaction record.

Even if you don't intend to immediately start tracking space and time percentages as part of your transaction-based space inventory, you must generate the Workspace Transaction records for your Room records because the area calculations derive their data from the Workspace Transaction records.

Typically, the system automatically updates the Workspace Transaction records, Room records, and Employees records as needed. For example, if you have edited the master Room record, you do not need to run this task to update Workspace Transaction records with the same attributes; the system does it for you automatically. Similarly, if you create a new Room record, the system automatically creates a corresponding Workspace Transaction record.

If your records do become out of synch (perhaps from importing records, working in SQL), you can run this task to reconcile the differences.

The below table summarizes how records are automatically synchronized and when you need to run Reconcile Workspace Transactions.

If you Update the Rooms or Employees Tables Using... Synchronize to Workspace Transactions by...
Web Central Automatic Sync
Smart Client Automatic Sync
Smart Client Extension Automatic Sync
CAD Overlay Reconcile Workspace Transactions
Data Imports Reconcile Workspace Transactions