360Facility Data Requirements
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Before the integration is set up make sure the data is identified and then ready to be loaded.
Buildings Data
The integration does not maintain building data synchronization. The integration relies on Serraview and Accruent each loading and maintaining the same list of buildings with corresponding Building Numbers/IDs. Therefore, the building list and data points must be reviewed and aligned as described in this section.
Data Alignment
A matching Building ID must be present in the corresponding fields of both systems:
- Serraview field name = Building Number
- 360Facility field name = External Property ID 1
Important Notes
- Watch out for leading zeros. Leading zeros often accidentally get dropped when a customer’s system exports the file to Excel. If leading zeros are to be used, both systems must load them the same way.
- Region Hierarchy alignment of buildings is not required to make the integration work; however, the customer may want the reporting by region structure to be the same in both systems. If this is the case, coordinate with the 360Facility Implementation Manager about aligning regions.
- 360Facility may have more buildings loaded than Serraview. Compare the list with the 360Facility Implementation Manager. 360Facility must be configured to restrict only the buildings common to both systems for use by the integration.
Error Handling
Parent Work Orders
If the Serraview system does not find a building match for a new Service Request (Parent Work Order), Serraview will process the Service Request without the Building Number. Then, before a Serraview user can create any Child Work Orders, they must update the Service Request to assign it to the correct building or add the missing building.
Child Work Orders
Also, the Serraview user will not be able to create any Child Work Orders against a Service Request (Parent Work Order) if there is an uncorrected building match in the Parent Work Order.
Field Requirement Reference
| Fields | Serraview Field Requirements | 360Facility Field Requirements |
|---|---|---|
|
Serraview Building Number 360 Facility External Property ID 1 |
Max Length = 20 |
Max Length = 50 |
Floor Data
The Floor field will be populated with the building's floors.
People and Users Data
The integration does not maintain the loading or synchronization of people or user data between the two systems. The integration relies on Serraview and Accruent each maintaining the same list of people and users.
Requestor Data
The integration will pass the name of the person (Guest User or Full User) who created the original 360Facility (Parent) Work Order to Serraview. Serraview then matches the 360Facility person to an individual in Serraview.
In order for Serraview to find a match, one of the following conditions must exist:
- The External Employee ID of the 360Facility User must match either the Serraview Logon field or the Serraview Employee #.
- The email of the 360Facility User must match the email of a person or user in Serraview.
When a match is achieved, the Requestor field will be populated in the Contacts section. If a match is not found, Serraview defaults the Requestor field to Unknown Person.
Optional - Assignee Data
The integration will match the 360Facility Assignee with a Serraview user. This is optional and not commonly used. For more details, refer to Alternative Options when sending 360Facility Work Orders to Serraview.
If this option is used, in order for Serraview to find a match, one of the following conditions must exist:
- The External Employee ID of the 360Facility User must match either the Serraview Logon field or the Serraview Employee #.
- The email of the 360Facility User must match the email of a person or user in Serraview.
When a match is achieved, the Assignee field will be populated in the Contacts section noted below. If a match is not found, Serraview defaults the Assignee field to None Selected.
If the 360Facility workflow includes passing a specific Assignee from 360Facility to Serraview, then a named Serraview user must be added so that it will find a match.
The Integration Workflow, is based on using a generic Integration User vs. a Specific User. When a generic user is used, the Serraview Service Request (Parent Work Order) defaults the Assignee to “None Selected” and displays as in the “Unassigned” que. For the pros and cons of assigned vs unassigned requests, refer to Alternative Options when sending 360Facility Work Orders to Serraview.
Users who will log into both 360Facility and Serraview
360Facility and Serraview Users who want to toggle between both systems using the links provided must be set up in both systems.
- Work with the 360Facility Implementation Manager to compare the list of users expected to use both systems.
- Load any additional users.
- Ensure the security includes the integration-specific Security Actions described in Create or modify a security role for User Access in the Serraview Configuration for 360Facility article.
For users who toggle between 360Facility and Serraview, there is no Single Sign On between the two systems. The first-time a for 360Facility user clicks on the Serraview link from a 360Facility integrated Work Order, they will need to login to Serraview. They only need to login once per session and then can click on multiple links without logging in again. The same situation applies to Serraview users clicking 360Facility links within Serraview.
Serraview Work Order Assignment (If the Accruent 360Facility Allow Assignee Selection setting is enabled)
When you create a Child Work Order in Serraview, Serraview, will present a list of possible assignees. The assignee list is populated via 360Facility and not Serraview. These users do not need to be loaded into Serraview to be assigned a Child Work Order.
Error Handling
If Serraview does not find a person match for an inbound request, Serraview will create the request with the name, Unknown Person. 360Facility does pass the Requestor name in the Serraview Description field for reference. A Serraview user can edit the request to associate the Service Request to a person or leave as Unknown Person.
Field Requirement Reference
|
Fields |
Serraview Field Requirements |
360Facility Field Requirements |
|---|---|---|
|
Serraview Employee Number 360 Facility External Employee ID |
Max Length = 50 |
Max Length = 200 |
|
Serraview Logon 360 Facility External Employee ID |
Max Length = 50 |
Max Length = 200 |
|
Email Address |
Max Length = 200 |
Max Length = 100 |
Optional - Cost Centers Data
Data Alignment
The use of Cost Centers is optional and not required for the integration to work.
The integration does not maintain the Cost Center data. The integration relies on both Serraview and Accruent each maintaining the same list of Cost Centers.
If Cost Centers are expected to be passed from the 360Facility Parent Work Order to the Serraview Service Request (Parent Work Order) the data in the following fields must align:
- Serraview – Cost Center Number
- 360Facility – Department Description
Known Issue
The integration will incorrectly map the 360Facility Department Description field to the Serraview Cost Center Number field.
Instead, the integration must map the 360Facility Department Number to the Serraview Cost Center Number field.
The integration will still work if there is no match on Cost Center, but the Cost Center data will not pass through with the user. No resolution by Accruent is currently planned. The integration of Cost Centers is not recommended.
Error Handling
If Serraview does not find a Cost Center match for an inbound work order, it will still create the service request but without a Cost Center assignment. It will come in as an Unassigned Request. When the Serraview user goes to action it, they can select a Serraview Cost Center as applicable to the determined business process.