Space Information and Management System (SIMS) 3.0 User s Guide

Transcription

1 Simple Solutions FM IWMS CAFM CMMS Software & Services SIMS 3.0 User s Guide Space Information and Management System (SIMS) 3.0 User s Guide Facilities Information and Technology Services Revised: SIMS 3.0 is referenced by the product name Evolve or EvolveFM throughout this document. Page 1 of 38

2 TABLE OF CONTENTS The Desktop... Page 3 Facilities Information... Page 5 Drawing Themes... Page 8 Drawing Labels... Page 14 Data Grids... Page 18 Contacts... Page 27 Occupants... Page 32 Page 2 of 38

3 THE DESKTOP The EvolveFM user interface is designed in a desktop configuration. The Desktop is the gateway to all of the functions and controls available in the EvolveFM CAFM Software. Desktop Controls User Tab The User tab contains the following three controls. Profile Logout Help Opens the Profile form which can be used to manager the current user s login credentials. Logs the user out of the current session of EvolveFM. Provides access to EvolveFM online help. Page 3 of 38

4 Module Component Icons All components included with the EvolveFM Space & Assets Module are listed below with a brief description of the functions and controls they access. Facility Information Import & manage drawings Drawing Viewer (Graphically view & report data) Drawing Management (Import & manage DWF files) Drawing Administration (Attribute mapping, color palette, & layer standard controls) Space - Manage Locations & Occupants within the organization Property Grid (manage, print, & export property data) Building Grid (manage, print, & export building data) Floor Grid (manage, print, & export floor data) Space Grid (manage, print, & export space data) Occupants Grid (manage, print, & export occupant data) Occupants are a subgroup of Contacts. Contacts - Manage Contacts (HR, people & vendors) related to the organization Contacts Grid (manage, print, & export contact data) Plan Room Manage record document files stored in Evolve Documents Inventory Grid (manage, print, & export document data) Reporting Access and administer numerous data and drawing based reports Reports (open and publish standardized reports) Dynamic Spreadsheets (manage, print & export space data) Current User Displayed in the bottom left corner of the Desktop is the name of the current user and the functional group to which they are assigned. Open Component Icons All EvolveFM module components that the user currently has open are represented by an icon displayed at the bottom center of the Desktop. A user can navigate between the open components by clicking on an icon. Desktop Icon The Desktop icon is displayed to the left of the Open Component Icons whenever the user is working in one or more components. The user can click on the Desktop icon to navigate back to the Desktop without closing the open components. Software Version Displayed in the bottom right corner of the Desktop is the EvolveFM software version that is currently running. Page 4 of 38

5 FACILITIES INFORMATION The Facilities Information component of the EvolveFM Space & Assets module is used to view your drawings in Evolve. Drawing Viewer Viewer The Viewer is used to display the graphics of a selected drawing. Menu Ribbon The Menu Ribbon contains the Drawing Viewer toolsets. File Tools The File tools are functions that relate to the DWF drawing. Open DWF Use to download or open the DWF file associated to the drawing displayed in the Viewer. NOTE: The Autodesk DWF viewer is required to open the file (a free download is available at Autodesk.com) Page 5 of 38

6 Print Drawing Open Report Use to print the drawing image as it appears in the Viewer. Expand the picture to see at full quality. Use to open the Evolve drawing report selected in the Report pick list. Work Space Tools The Work Space tools can be used to configure the Drawing Viewer work space. Minimize Tools Hide/Show Left Panel Hide/Show Right Panel Hide/Show Bottom Panel Collapses the Menu Ribbon. Collapses or expands the Left Panel. Collapses or expands the Right Panel. Collapses or expands the Bottom Panel. Drawing Control Tools The Drawing Control tools are used to zoom and pan the drawing displayed in the Viewer, and to enable selection of drawing objects. Select Pan Zoom Window Zoom In, Out, All Sets the Viewer to Select mode which enables selection of drawing objects. Double click on spaces to open space form. Use to pan the drawing image in the Viewer. Use to zoom into a selected area of the drawing image. Use to zoom the drawing image as needed. Label Tools The Label tools are used to display and manage drawing labels. Manage Labels Reset Label Edit Labels Labels On/Off Opens the Manage Label form. Use to reset the label location of a selected object. Use to edit the location and size of the labels displayed on the drawing. Use to turn the drawing labels on or off. Left Panel The Left Panel provides access to the following three panes: Drawing Navigator Search Results The Drawing Navigator pane contains a clickable expanding tree list of the Organization, the Properties, Buildings, Floors, and associated drawings stored in Evolve. When an item is selected in the tree list, the data in the Bottom Panel and in the Right Panel will be updated with the data associated to the selected item. If the selected item is a drawing, the drawing graphics will be displayed in the Viewer. The Search Results pane displays a clickable list of the items found during a data search that has been executed using the search controls located on the Bottom Panel. Page 6 of 38

7 Bottom Panel The Bottom Panel contains a grid list and its associated search controls. The data displayed in the grid list reflects the data associated with the item selected in the Drawing Navigator tree list. For example, if the Organization is selected in the Drawing Navigator tree list, the Bottom Panel grid list will populate with all Spaces, Occupants, and Assets associated with the entire organization. Right Panel The Right Panel provides access to the following five panes: Attributes Layers Themes The Attributes pane displays data associated to an item that has been selected in the Drawing Navigator tree list, the Bottom Panel grid list, or a space/asset located on the drawing displayed in the Viewer. The Layers pane displays a list of the drawing layers associated with the drawing displayed in the Viewer. Use this list to turn layers on or off on the displayed drawing. The Themes pane is used to highlight and color-code spaces on the drawing displayed in the Viewer according to the predefined criteria of a selected Theme. Maximizing the Viewing Area The Menu Ribbon and each of the three panels can be collapsed and hidden to maximize the viewing area. Use the Work Space tools located on the Menu Ribbon to Show/Hide the panels and ribbon as needed, or use the Show/Hide control located on the edge of each of the three panels to collapse or expand each panel as needed. Page 7 of 38

8 DRAWING THEMES Drawing themes are used to color-code spaces on a drawing based on search criteria defined in a stored theme. Themes Pane The Themes pane located on the bottom right panel of the Drawing Viewer is used to select and display a theme on the drawing displayed in the Drawing Viewer. The Themes pane also contains the controls used to create, manage and store user defined themes. Drawing themes are created and managed at the user level in Evolve, therefore the following applies: The ability to create a new theme is available to every user with proper permissions. When a user creates a new theme it is available for use by that user only. When a user creates a new theme it can only be modified or removed by that user. Page 8 of 38

9 Theme Controls Title Bar Show Hide Button Theme Pick List Legend Key Legend Item Clear Themes Button Manage Themes Button Count / Total Area Use to expand or collapse the Themes pane. Use to expand or collapse the Themes pane. Use to select the theme to display on the drawing. Displays a legend item for each hatch pattern displayed on the drawing. Search criteria match result.. Use to clear a theme from the drawing. Use to open the Manage Themes form. The form is used to create and manage user defined themes. Count Check Box. When selected, a record count for each legend item will be displayed. Total Area Check Box. When selected, the total area for each legend item will be displayed. Theme Attributes Drawing themes allow you to graphically represent data stored in the EvolveFM database. Data attributes that can be queried in a user defined theme include: Space Attributes Area Assignment Number Capacity Coll VP Department Earning Operation Function Orgnization POM-Custodial POM-Maintenance POM-Utility Room Type Sub-Room Type Manage Themes Form The Manage Themes button located on the Themes pane is used to display the Manage Themes form. A user can use the form to create and manage their user defined themes. Page 9 of 38

10 Form Controls Add The Add button will display the Theme form. Use the form to add a new theme to your list of custom themes. Remove Open Quick Theme Use the Remove button to remove a selected theme from Evolve. The Open button will display the Theme form. Use the form to edit a selected theme s Name or Description. The Quick Theme button will display the form used to build the Legend Key. Use the form to define the legend items for a selected theme, and to define the search criteria detail for each legend item in the key. Legend Key The Quick Theme button located on the Manage Themes form will display the form used to build the Legend Key. The Legend Key form shown below is used to define the Legend Items to be displayed in the Legend Key of the Drawing Viewer, and to define the search criteria detail for each Legend Item. Page 10 of 38

11 Legend Items The Legend Items section of the form is used to build the color-coded Legend Key. Add The Add button will display the Legend form. Use the form to define the Legend Item s name, description, hatch pattern and color. Remove Edit Use the Remove button to remove a selected Legend Item from the Legend Key. The Edit button will display the Legend form. Use the form to edit a selected Legend Item s name, description, hatch pattern or color. Detail The Detail section of the Legend Key form is used to define the search criteria statements for a selected Legend Item. Add Remove Edit The Add button will display the Detail form. Use the form to define each line of the search criteria statement for a selected Legend Item. Use the Remove button to remove a selected line from the search criteria statement. The Edit button will display the Detail form. Use the form to edit a search criteria statement for a selected Detail item. About Search Criteria Statements The Detail form is used to define each line of a search criteria statement for a selected Legend Item. Each line of a search criteria statement is comprised of the following items: Attribute. The EvolveFM data attribute to be searched in the drawing. Page 11 of 38

12 Operator. The operator to be assigned to the Value of the attribute. = Equal to > Greater than >= Greater than or equal to < Less than <= Less than or equal to <> Not equal to Like Use with % (percent) wildcard. Ex: Closet% could find two types of closets: Closet- Janitor and Closet-Communications. Value. The search value of the assigned attribute. Connector. A relational operator (AND or OR) to connect additional lines of a search criteria statements. When the AND operator is used, data must meet the criteria of all lines in the search criteria statement. When the OR operator is used data must meet the criteria of only one line in the search criteria statement. How to Create a Drawing Theme 1. Expand the Theme Pane located on the right panel of the Drawing Viewer. 2. Click the Manage Themes button. 3. On the Manage Themes form, click Add to display the Theme form. 4. In the Name text box, enter the name of the new theme (required). 5. In the Description text box, enter a description of the new theme (optional). 6. Click Save to add the new theme name to the list of custom themes. 7. On the Manage Themes form, click to select the newly added theme name, and then click the Quick Themes button to display the Legend Key form. 8. In the Legend Items section, click Add. 9. In the Name field, enter the name of your Legend Item (required). 10. In the Description field, enter a description of the Legend Item (optional). 11. In the Pattern field, select a hatch pattern. 12. In the Color field, select a color for the hatch pattern. 13. Click Save to add the Legend Item to the list. 14. In the Legend Items list, select the newly created Legend Item. 15. In the Detail section of the form, click Add to display the Detail form. 16. In the Attribute field, select the attribute to be search on the drawing. EXAMPLE: Planned Headcount 17. In the Operator field select an operator to be assigned to the attribute Value. EXAMPLE: > (greater than) 18. In the Value field, select the value of the assigned attribute to be searched. EXAMPLE: 0 (zero) 19. In the Connector field, do one of the following: Leave the default relational operator AND if creating a single-line statement. Select a relational operator AND or OR to connect the next line in a multi-line statement. Page 12 of 38

13 20. Click Save. 21. Repeat steps for each additional line in your search criteria statement. 22. Repeat steps 8-21 to add additional Legend Items to your custom theme. 23. Click Close to return to the Manage Themes form. 24. Click Close. Page 13 of 38

14 DRAWING LABELS The Labels menu located on the Drawing Viewer s menu ribbon is used to turn labels on/off on a drawing, edit the size and location of individual labels on a drawing, and to access the Manage Labels form which is used to create and manage drawing label styles in EvolveFM. Drawing labels are created and managed at the user level in Evolve, therefore the following applies: The ability to create a label style is available to every user with proper permissions. When a user creates a new label style it can only be edited or removed by that user. When a user creates a new label style it is available for use by all users. Manage Labels The Manage Labels button located on the Labels menu of the Drawing Viewer s menu ribbon is used to display the Manage Labels form. A user can use the form to change their default label settings, create new label styles, and to manage their own custom label styles. Default Settings The Default Settings tab of the Manage Labels form displays five label style pick list boxes, one for each label type in Evolve: Asset, Building, Floor, Property, and Space. The label styles selected in the pick lists will be used as the user s default label styles on all drawings they display in the Drawing Viewer. All pick lists are initially set to the system default label styles as shown below. Default Asset Default Building Default Floor Default Property Page 14 of 38

15 When a user creates a new label style for one of the five label types, their new label style name will be available for selection in its associated pick list. Label Styles The Label Styles tab of the Manage Labels form displays a list that includes the five system default label styles and all of the current user s custom label styles (other user s label styles will not appear in the current user s list). A user will only be able to edit the label styles that they have created. None of the five default label styles are editable. To create a new label style: 1. On the Manage Labels form, click the Label Styles tab. 2. Click Add. 3. In the Type pick list, select the type of label you want to create (Space, Asset, etc.). 4. In the Name field, enter a name to be used for the new label style. 5. Click the Lines tab. 6. Click Add to open the Line form. The Line form is used to build each line of text included in your label. 7. In the Attribute selection list, select an attribute to display in the label. EX: Space ID or Occupants 8. In the Sort Order field, enter the line position of this text. EX: 1 = top line, 2 = 2 nd line, etc. IMPORTANT: If more than one line of text is used in a label and the Sort Order field is not configured for each line, the label display on the drawing will produce random results. Page 15 of 38

16 9. Optional: Add a Prefix to the attribute. Add a Suffix to the attribute. Change the font style, size or color to be used. Change the zoom factor of the text display. NOTE: Leaving the zoom factor at 0 will display this line of text at all times when the label style is used. Increasing the zoom factor will display this line of text only as the user zooms into an area on the drawing. Depending upon the zoom factor used, text may not display until completely zoomed into a label location. 10. Click Save to return to the Lines tab. 11. Repeat steps 6-10 to add another line of text to the label style. 12. Click Save to return to the Manage Labels form. 13. Click the Default Settings tab. 14. From the selection list of the label type you created, select the new label style. 15. Click Save to return to the Drawing Viewer. Labels On/Labels Off The Labels On button and the Labels Off button located on the Drawing Viewer menu ribbon are used to show or hide the labels on the drawing displayed in the Viewer. Click the Labels On menu button to show labels on a drawing. Click the Labels Off menu button to hide the labels on a drawing. Edit Label Each text label displayed on a drawing may be moved to a new location or resized to better fit its current location. IMPORTANT: All labels will reset to their original size/position if the drawing is reimported into EvolveFM. To edit a label: 1. Click Labels On to display the labels on the drawing. 2. Click Edit Label. 3. Select a label on the drawing to display its bounding box and grips, and then do either of the following: Move the label by clicking in its bounding box and dragging the label to a new location. Resize the label by clicking a grip and dragging it to increase or decrease the label size. Page 16 of 38

17 Reset Label The Reset Label button located on the Drawing Viewer menu ribbon is designed to reset a label associated with one selected space or one selected asset, it is not a global label reset function. To reset a drawing label: 1. Click Labels On to display the labels on the drawing. 2. Select the space or asset on the drawing for which you want to reset its label. 3. Click Reset Label. Setting a Label Scale There are times when a label style looks great when displayed on one drawing, but then it appears too small or too large on another drawing. Rather than create a new label style to accommodate the needs of a different drawing, the label scale of the drawing can be adjusted on the Drawing form. IMPORTANT: Changing the label scale assigned on the Drawing form will enlarge or reduce the size of all label types displayed on that drawing for all users. To change a drawing s label scale: 1. Open the Drawing form using either method below. With the drawing displayed in the Drawing Viewer, click the Edit Attributes menu button. On the Drawing Management tab of the Drawings component, select a drawing in the list and then click Open. 2. On the Attributes tab, change the Label scale value as needed. For example: 2 = 2 x the size of a label s assigned size..5 = 1/2 the size of the label s assigned size. Page 17 of 38

18 DATA GRIDS Most modules in EvolveFM include at least one data grid. A data grid displays data records associated with a selected module and is set up in columns and rows similar to a spreadsheet. From most Data Grids a user can do the following: Search for data records (Quick Search & Advanced Search) Open data records Format the grid list & manage grid views Print the grid list & export the grid list to EXCEL format The Space grid shown below will be used throughout this example, however all data grids are configured in basically the same format and the techniques discussed here can be applied to most data grids in Evolve. Grid Toolbar Toolbar Controls View Manage View Open More Actions Quick Search Advanced Search Stores a pick list of the grid views created and saved by the user. Opens the Manage View form which is used to: Save the layout of the grid as a grid view (does not save search results). Assign a name to the current grid view and add it to the View pick list. Make a user created view the default grid view. Opens the data form for the record selected in the grid list. Displays the More Action menu. Select from Print List, Export List, and Import List. Queries the data grid for the data entered in the Search for text box. Expands the toolbar to display the Advanced Search controls. Grid Page Bar A grid list might contain many data records that continue onto multiple pages of the grid. The Page Bar located along the bottom edge of the grid list is used to move between grid pages. Use the page bar to: Move between the grid pages go to the first page, go to the last page, move forward 1 page, move back one page Refresh the page data in the grid list Page 18 of 38

19 View total record counts Quick Search The Quick Search control located on the grid toolbar is used to filter the grid list using a single query request. 1. In the Search for... text box, enter the data to be searched. 2. Click the Search button. 3. To clear the search filter from the data grid, click the Quick Search clear button The Quick Search control searches all data fields and returns all records that contain the search data. In the example shown below the word lobby was used in the Quick Search control and query results filtered the grid list to display three data records that contain the matching word. The grid toolbar changes color to orange to alert the user that the data grid is displaying a filtered list. Advanced Search The Advanced Search feature is used to filter the grid using multiple query requests. The Advanced Search button located on the grid toolbar is used to expand and display the Advanced Search panel. When the Advanced Search panel is displayed, there are six default search controls available. Each of the six search controls has a label field and a search field. Page 19 of 38

20 Label Field The label field can be used to change the search control to a different grid column search. This is useful when the column needed to be queried is not included in the six default search controls. To change the label field and choose a different grid column search do the following: 1. Click a search control s label button. 2. Select a column header from the list. Search Field There are two types of search fields in the Advanced Search panel. Pick List. Search criteria is selected from a populated list. Text Box. Search criteria is entered by the user. Pick List A Pick List search field is a populated list used to select the data to be search. The user must choose the search criteria from the pick list. Page 20 of 38

21 Text Box A Text Box search field is populated by the user. The user can enter search criteria into the text box as needed. The following operators may be used to narrow text box search results: % Wildcard > Greater Than Applicable to numeric data only. < Less Than Applicable to numeric data only. <> Not Equal To Applicable to numeric data only. The Advanced Search function queries the data grid and returns all data records that match the search criteria entered in any of the six search controls. In the example shown below, the data grid has been queried for the following data: Building = 105 Union Ave Floor = 8 Area >200 (area greater than 200sf) Space Category = Office Available Seats >0 When the search is performed, the Advanced Search panel color changes to orange to alert the user that the data grid is displaying a filtered list. Performing an Advanced Search 1. Click the Advanced Search button. 2. In any of the six search controls, select or enter the data to be searched. TIP: If needed, click a search control s label button to select a different grid column. 3. Click the Search button. 4. To clear the search filter, on the Advanced Search panel click the Clear Search Results button. Page 21 of 38

22 Open Data Records Open a data record (available on most grids) 1. In the grid list, do one of the following: Select a data record and then click Open on the toolbar. Double-click on the selected data record.. Format the Grid List Display the Column Menu The column menu can be displayed by clicking a field arrow in any column header. Use the column menu to: Sort the column data in Ascending/Descending order. Display or hide columns in the grid. Display grid data in groups. Sort a column 16. To sort a grid column, do either of the following: Display the column menu for the column to be sorted and select either Sort Ascending or Sort Descending. Click a column header to toggle between an Ascending sort and a Descending sort. The sort arrow on the column header indicates the order of the sort. Resize a column 1. Place the pointer over the vertical edge of the column header until the resize cursor appears. 2. While holding down the pointer button, drag the column edge to a new position and then release the pointer button. Page 22 of 38

23 Move a column 1. Press & hold the pointer button down on the column header to be moved. 2. While holding down the pointer button, drag the column heading to a new location within the header row. 3. Release the pointer button when the column heading is in the desired position in the header row. When a column heading is moved over an invalid placement position a not allowed symbol will appear. When a column heading is moved over a valid placement position, the allowed symbol and blue arrow drop indicator will appear to identify the drop position. Show/Hide Columns 1. Display the column menu and select Columns. 2. In the column list, do either of the following: Select a checkbox to display the column in the grid. Unselect a check box to hide the column in the grid list. 3. Close the column menu. TIP: Click anywhere in the Page Bar to quickly close the column menu. Show Data in Groups Grouping the grid list by a selected field displays the data in an expandable/collapsible grouped data format. Each group header includes the group s record count and an expand/collapse button that can be used to display or hide the group s data records. Page 23 of 38

24 1. Display the column menu for the field to be grouped. 2. Select Group by this field. Ungroup the Grid Data 1. Display the column menu. 2. Unselect the Show in Groups checkbox. Managing Grid Views Grid views allow a user to save the layout of a grid after configuring the grid in a format other than its default layout. IMPORTANT: Saving a grid view saves the grid layout only; it does not save data filters created by search results. Create a new grid view 1. Configure your grid layout by doing any of the following: Move/resize column headers. Hide/show column headers. Sort columns. Group data by a selected field. 2. In the grid toolbar, select Manage View. 3. On the Manage View form, enter a Name for the new view. 4. Click Save. Change the default grid view 1. In the View selection list, select the view that you want as the default grid. 2. Click Manage View. 3. On the Manage View form, select the Default checkbox. 4. Click Save. Remove a grid view 1. In the View selection list, select the view that you want to remove. 2. Click Manage View. 3. On the Manage view form, select Remove. Page 24 of 38

25 4. Click Save. Print the Grid List 1. On the grid toolbar, click More Actions. 2. In the menu list, click Print. Export the Grid List to EXCEL 1. On the grid toolbar, click More Actions. 2. In the menu list, click Export List. EXCEL File Format When the grid list is exported from Evolve it is exported in a web file and assigned an EXCEL file extension type.xls. Coming from a web browser the true file type of the exported file is a web formatted EXCEL spreadsheet which typically has an EXCEL file extension type.xml. The difference between the assigned file type.xls and the web file type.xml produces a warning message when the file is opened in EXCEL. The message states that the file you are trying to open is in a different file format than specified by the file extension and asks if you want to open the file; click Yes to open the file. Once the file has been opened, use the SAVE AS option and save the file as an EXCEL file type.xlsx or.xls. About the Exported EXCEL Data Fields RecordID. Every exported file will contain at least one RecordID data field. The RecordID field is the unique database record ID that Evolve has assigned to the data record. [##]. The column header number enclosed in brackets is the Evolve database Attribute ID. TIP: To remove the attribute ID data from all column headers, use the FIND & REPLACE command to search for [*] (use the asterisk as a wildcard) and leave the REPLACE option blank. All data is exported as text including data fields that are intended to be numeric. In order to perform calculations on numeric data in EXCEL the data fields must be converted to a Number. Page 25 of 38

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27 CONTACTS EvolveFM Contacts are all of the people & companies associated with your organization. Contact Form The Contact form is used to view Contact records in Evolve. To Open the Contact Form: 1. Double-click the Contacts icon on the EvolveFM desktop. 2. Click the Contacts tab. 3. Do one of the following: Select a record in the grid list and then click Open. Double-click a record in the grid list. Page 27 of 38

28 Contacts Grid The Contacts Grid displays a list of all people & companies associated with your organization. Each line in the grid list is an individual Contact record stored in Evolve. Use the Contacts Grid to: Retrieve a list of all Contacts Open the Contact form for a specific Contact record Search for Contact records Print/Export the grid list Contacts Grid Data Fields The Contacts Grid provides access to the following Contact data fields: Default Grid Column Fields Picture Name (automatically formatted by Evolve) Last Name First Name Company Name Title Work Phone Mobile Phone Additional Grid Columns (must be turned on to view) Home Phone Address City State Postal Code Working with Contact Records Print the Contacts Grid List 1. On the Contacts Grid toolbar, click More Actions. Page 28 of 38

29 2. Click Print List. Export the Contacts Grid List to EXCEL 1. On the Contacts Grid toolbar, click More Actions. 2. Click Export List. Page 29 of 38

30 CONTACT ADD/REMOVE: Space Form The Space form s Contacts tab can be used to add and remove contacts to spaces in Evolve. This is used to add PI (Principle Investigators) to spaces. Add Contact 1. Use one of the following methods to locate the space for the move: Space grid (Space component) Drawing Viewer Space grid (bottom panel of the Drawing Viewer) 2. In the space grid, or in the drawing viewer, double-click the space record to open the Space form. You can also select multiple records on a grid and click Open to add a Contact to more than 1 space at a time. 3. On the Space form, click the Contacts tab. 4. Click Add. 5. On the Select Contacts form, find and select the contacts to be added. 6. If the Contact should be of a certain type (ie, PI ) choose that from the Contact Type drop down at the top of the form. 7. Click Save on the Select Contact form to add the selected contact(s) to the space. 8. Contact Type can also be changed later by Opening the contact record and changing the type in the Record Contact form. 9. Click Save on the Space form. Page 30 of 38

31 Remove Contact The Remove option takes the contact out of the space. 1. Use one of the following methods to locate the space for the change: Space grid (Space component) Drawing Viewer Space grid (bottom panel of the Drawing Viewer) 2. In the space grid, or in the drawing viewer, double-click the space record to open the Space form. 3. On the Space form, click the Contacts tab. 4. On the Contacts tab, select the contact(s) to be removed. 5. Click Remove. 6. When prompted, click Yes to confirm the Removal or No to cancel. 7. Click Save. Page 31 of 38

32 OCCUPANTS Occupant Form The Occupant form is used to manage Occupant data in Evolve. To Open the Occupant Form: 1. Double-click the Space icon on the EvolveFM desktop. 2. Click the Occupants tab. 3. Do one of the following: Select a record in the grid list and then click Open. Double-click a record in the grid list. Page 32 of 38

33 Occupants Grid The Occupants Grid displays a list of all occupants within the organization. Each line in the grid list is an individual Occupant record stored in Evolve. Use the Occupants Grid to: Retrieve a list of all Occupants Open the Occupant form for a specific Occupant record Search for Occupant records Print/Export the grid list Occupants Grid Data Fields The Occupants Grid provides access to the following Occupant data fields: Default Grid Column Fields Picture Name (automatically formatted by Evolve) Last Name First Name Company Name Tier 1 Title Category Spaces (a count of spaces occupied by the occupant) Additional Grid Columns (must be turned on to view) Work Phone Mobile Phone Home Phone Address City State Postal Code Page 33 of 38

34 Occupant Location Grid List The bottom panel of the Drawing Viewer can be used to view occupant location data when the Occupants button is selected on the bottom panel s toolbar. The data populated in the grid list reflects the data associated with the facility level selected in the Drawing Navigator tree list. For example if the Organization is selected in the Drawing Navigator, the Bottom Panel grid list will populate with all Occupants within the entire organization. Use the Occupant Location Grid to: Retrieve a list of Occupant locations Graphically view a space occupied by a selected Occupant Graphically search & view Occupant locations by Organization, Property, Building or Floor Open the Occupant form for a selected Occupant record Print/Export the grid list Occupant Location Grid Data Fields The Occupant Location Grid provides access to the following data fields: Default Grid Column Fields Name Title Space ID Additional Grid Columns (must be turned on to view) Picture Last Name First Name Company Name Property Building Floor Spaces (a count of spaces occupied by the occupant) Page 34 of 38

35 Occupant Moves: Occupant Form The Occupant form s Spaces tab can be used to move occupants into and out of spaces in Evolve. Move In 1. Use one of the following Occupant grids to find the occupant(s) to be moved: Occupants grid located in the Space component. Occupants grid located in the bottom panel of the Drawing Viewer. 2. To open the Occupant form, in an Occupant grid double-click the occupant to be moved. 3. On the Occupant form, click the Spaces tab. 4. Click Add. 5. On the Select Space form, find and select the space(s) for the move. 6. Click Save on the Select Space form to add the selected space(s) to the occupant. 7. OPTIONAL: To schedule the Move In for a future date, double-click the space record listed on the Spaces tab to display the Space Occupant form. In the Move In field enter a future date and then click Save. 8. Click Save on the Occupant form. Page 35 of 38

36 Move Out The Move Out option moves the occupant out of the space and records the occupancy in history. 1. Use one of the following Occupant grids to find the occupant(s) to be moved: Occupants grid located in the Space component. Occupants grid located in the bottom panel of the Drawing Viewer. 2. To open the Occupant form, in an Occupant grid double-click the occupant to be moved. 3. On the Occupant form, click the Spaces tab. 4. On the Spaces tab, select the space for the move. 5. Click Move Out to display the Occupant Move Out form. 6. In the Move Out date field do one of the following: Use the current date to execute the move when the record is saved. Enter a future date to schedule the move for a later date. 7. Click Save. Remove The Remove option takes the occupant out of the space without recording the occupancy in history. 1. Use one of the following Occupant grids to find the occupant(s) to be moved: Occupants grid located in the Space component. Occupants grid located in the bottom panel of the Drawing Viewer. 2. To open the Occupant form, in an Occupant grid double-click the occupant to be moved. 3. On the Occupant form, click the Spaces tab. 4. On the Spaces tab, select the space to be removed. 5. Click Remove. 6. When prompted, click Yes to confirm the Removal or No to cancel. 7. Click Save. Page 36 of 38

37 Occupant Moves: Space Form The Space form s Occupants tab can be used to move occupants into and out of spaces in Evolve. Move In 1. Use one of the following methods to locate the space for the move: Space grid (Space component) Drawing Viewer Space grid (bottom panel of the Drawing Viewer) 2. In the space grid, or in the drawing viewer, double-click the space record to open the Space form. 3. On the Space form, click the Occupants tab. 4. Click Add. 5. On the Select Occupants form, find and select the occupants(s) for the move. 6. Click Save on the Select Occupant form to add the selected occupants(s) to the space. 7. OPTIONAL: To schedule the Move In for a future date, double-click the occupant record listed on the Occupants tab to display the Space Occupant form. In the Move In field enter a future date and then click Save. 8. Click Save on the Space form. Page 37 of 38

38 Move Out The Move Out option moves the occupant out of the space and records the occupancy in history. 1. Use one of the following methods to locate the space for the move: Space grid (Space component) Drawing Viewer Space grid (bottom panel of the Drawing Viewer) 2. In the space grid, or in the drawing viewer, double-click the space record to open the Space form. 3. On the Space form, click the Occupants tab. 4. On the Occupants tab, select the occupant(s) for the move. 5. Click Move Out to display the Occupant Move Out form. 6. In the Move Out date field do one of the following: Use the current date to execute the move when the record is saved. Enter a future date to schedule the move for a later date. 7. Click Save. Remove The Remove option takes the occupant out of the space without recording the occupancy in history. 8. Use one of the following methods to locate the space for the move: Space grid (Space component) Drawing Viewer Space grid (bottom panel of the Drawing Viewer) 9. In the space grid, or in the drawing viewer, double-click the space record to open the Space form. 10. On the Space form, click the Occupants tab. 11. On the Occupants tab, select the occupant(s) to be removed. 12. Click Remove. 13. When prompted, click Yes to confirm the Removal or No to cancel. 14. Click Save. Page 38 of 38