Assign People to Assets From Excel
OfficeMaps allows Permanent assignments to be controlled via a spreadsheet. To obtain the basic template for this spreadsheet on the People Tab, click Actions, Download Example Excel file to Assign People to Assets.
The template has three columns:
Person - the username or email address of the person who will be involved in the operation.
Asset - The name of the asset involved in the operation.
Command - the command/s to apply to the person and/or asset. You can use a hyphen character to separate multiple commands in a single operation. See the table below:
| Code | Command | Parameters | Explanation |
|---|---|---|---|
| CP | Clear Person Allocations | Person | Clear all assets allocated to a person, all asset types. |
| CPD | Clear Person Allocations for Assets with IsDesk specified in the asset type. | Person | Clear all desk allocations to a person. |
| CA | Clear Asset Allocations | Asset | Clear all allocations to the asset. |
| A | Add explicit allocation - leave existing | Person/Asset | Allocate a person to an asset, leave any existing allocations as is. |
| R | Remove explicit Allocation if existing | Person/Asset | Remove a person from an asset. |
| M | Move - Default action A-CPD-CA - Add + Clear Person IsDesk, Clear Asset | Person/Asset | Remove person from all existing desk allocations, allocate person to a new asset, removes all other allocations from the asset. |
| A-F | Add person to asset, fail if asset contains existing allocations | Person/Asset | Allocate person to asset, but fail, ie don't allocate, if the asset already has an allocation. |
| Examples | |||
| A-CA | Add - Clear Existing Asset | Allocate person to asset and clear any other allocations on that asset. | |
| A-CPD | Add - Clear Person IsDesk ( leave existing asset) | ||
| A-CP-CA | Add - Clear Person , Clear Desk | ||
| A-CPD-F | Add- Clear Person IsDesk, Fail if desk not free. | ||
Excel Spreadsheet Processing
Rows are processed from the top down.If the Command value is invalid the row is ignored and processing continues to the next row.
If the listed asset name exists more than once then the row is ignored, asset names must be unique for this process.
If the Command requires only a Person or an Asset value but both values are specified the row will still be processed.
Removing/deleting allocations does not distinguish between permanent and temporary, all allocations are removed.
Person can be identified by either username or email address in the Person column.
Only the specific command combinations shown above are valid.
Person | Asset | Command | EXPLANATION | |
|---|---|---|---|---|
| johnjones | WS12.54 | CP | All of the persons existing allocations will be cleared. The Asset value is irrelevant for this command and will be ignored. | |
| johnjones | CPD | All of the persons existing Desk allocations will be cleared, any other asset allocations for the person remain. | ||
| johnjones | WS12.54 | A | Allocate the person to the asset. Any existing asset allocations for the person remain as is. Any other people allocated to the asset remain allocated in addition to this person. | |
| johnjones | WS12.54 | CA | All allocations to the asset are cleared. The Person value is irrelevant for this command and will be ignored. | |
| WS13.4 | CA | All allocations to the asset are cleared. | ||
| fred@jones.co | WS12.8 | R | If the person is allocated to the specified asset them remove the allocation. | |
| fred@jones.co | ZZ | The command is invalid, the row will be ignored. | ||
| johnjones | ZS12.54 | A | The workstation does not exist, the row will be ignored. | |
| martinlutherking | WS12.8 | A | The person has been deleted or disabled, the row will be ignored. | |
| jillbrown | WS6.32 | M | All allocations to the specified asset are removed, all Desk asset assignments for the person are deleted, finally the person is assigned to the asset. | |
| jillbrown | WS6.32 | A-F | If the asset has existing allocations then do nothing (fail), otherwise assign the person to the asset. | |
| mark.smith | WS12.3 | A-CA | Clear all existing allocations to the asset, the assign the user to the asset. | |
| mark.smith | WS12.3 | A-CPD | Clear all existing desk allocations for the person, then allocate the person to the asset. | |
| mark.smith | WS12.3 | A-CP | Allocate the person to the asset and clear all other allocations the person has to other assets. | |
| mark.smith | WS12.3 | A-CP-CA | Allocate the person to the asset and clear all other allocations the person has to other assets, and clear all people allocated to the asset. | |
| mark.smith | WS12.3 | A-CPD-F | Clear all existing desk allocations for the person, then allocate the person to the asset, but fail the entire operation if any other person is already allocated to the asset. |
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