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:

• If it doesn't already exist, creates a new Workspace Transaction record for each Room record and completes the Workspace Transaction record with the same attributes (Department Code, Division Code, Room Category, Room Type and Prorate values) as the master Room record. In the Workspace Transaction record, sets the Percentage of Space and Percentage of Time values of 100% and sets Start Date with the current system date.
• If the routine finds that there are Workspace Transaction records that do not have a corresponding Room record, the system sets the End Date to the current date to make them obsolete.
• If Workspace Transaction records already exist and if the workspace transaction's Primary Room Attribute is set to Yes, the system checks that the attributes of the Workspace Transaction record match those of the master Room record. For attributes that don't match, the system updates the Workspace Transaction record with the values of the master Room record.
• If the Workspace Transaction record's Primary Employee Location value is Yes (that is, the workspace transaction pertains to a primary location), the routine synchronizes employee locations by comparing the Workspace Transactions table to the Employees table and updating the Workspace Transactions table with the employee location as referenced in the Employee record . If the Workspace Transaction record's Primary Employee Location value is No (that is, the room is a satellite location) the system does not update the Workspace Transaction record.
• To inform the system that records have just been reconciled, the action sets the ResyncRoomTransactionsTableapplication parameter to No so that other tasks will not warn users to reconcile records. See Configure Space Application Parameters.

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